Information for Periodic Evaluation of Tenured Faculty (ETF) - 2023-2024

Updated August 2023

The purpose of this memorandum is to provide information on procedures and deadlines for the periodic Evaluation of Tenured Faculty (ETF). Please note that some colleges and/or departments have additional guidelines which must also be followed. Copies of these guidelines are available in department/college offices.

Article 15.34 of the Collective Bargaining Agreement requires that all tenured faculty members be evaluated at intervals of no greater than five years. The required evaluation can either be through the ETF process or a performance review for promotion under the RTP process. You are not required to undergo an ETF if you submit an application for promotion this Fall. If you recently submitted materials for your ETF, but the final evaluation has not been received by Faculty Affairs, your name may still be on the list. If you believe that you are not due for an ETF this year, please contact Faculty Affairs as soon as possible.

The Collective Bargaining Agreement states that participants in the Faculty Early Retirement Program (FERP) shall not be required to undergo evaluation unless an evaluation is requested by the FERP participant or the appropriate administrator.


All deadlines are listed on the DEADLINES FOR EVALUATION OF TENURED FACULTY (ETF) schedule. These deadlines are intended to allow sufficient time for careful review at each level. 


The periodic evaluation of tenured faculty is to be conducted by a department peer review committee and the Dean. There is no committee review at the college level. 

Committee Membership

The peer review committee must consist of tenured faculty members and there should be a minimum of three committee members. Members need not be at a higher academic rank than the candidate. A department may decide to designate its RTP Committee to be the peer review committee for periodic evaluations, or it may elect a separate committee for this purpose. The Department Chair may serve as a member of the peer review committee. FERP faculty members are eligible to serve if the review can be completed during their FERP assignment. 

Open Period

Section 15.2 of the Collective Bargaining Agreement allows persons other than the candidate to provide information concerning the candidate. To provide this opportunity for individuals to voluntarily contribute information, an Open Period has been established during Monday, November 20, 2023 – Monday, December 11, 2023. 

Departments will be provided with a list of the candidates who are eligible for RTP review; this list must be posted in each department office on or before Monday, November 20, 2023. Each posted list shall contain the following statement, which specifies the nature of the information that can be submitted:

Faculty, students, academic administrators, and the President may contribute information to the evaluation of a faculty unit employee. Information submitted by the faculty unit employee and may include statements and opinions about qualifications and work of the candidate by other persons identified by name.

To accommodate members of the campus community who will not be accessing campus facilities in the fall, a list of the candidates who are eligible for ETF review is posted on the Faculty Affairs website

At any time before the file is accessible to the Dean, the candidate may respond to or rebut information provided during the Open Period. Please note that since the ETF is part of the Personnel Action File, requests for removal of information on the ground of inaccuracy – and only on that ground – may be made under the terms of Article 11.13 of the Collective Bargaining Agreement. 

Candidates may solicit letters of support, and these should be included in the supplemental documentation.

Evaluation File

Information provided by the candidate for evaluation shall include, at a minimum, an updated C.V./professional resume, student perception of teaching summaries of all courses evaluated during the past five years, documentation demonstrating efforts to maintain currency in the field, and documentation demonstrating contributions in the area of service. Candidates may submit additional materials they consider useful for the evaluation.

In Spring 2020 due to the COVID-19 pandemic, teaching transitioned from face-to-face to alternative modes of instruction; faculty members had only a few days to make this transition. Given this significant and rapid change and the impact on faculty members and students, consideration was given to not administering the Student Perceptions of Teaching instrument in Spring 2020.  However, in order to comply with the Unit 3 Collective Bargaining Agreement, all CSUs needed to administer student evaluations.  At the time a decision was made that all faculty members would be held harmless in the personnel process in terms of Spring 2020 SPOTs; Spring 2020 SPOT may not be considered in personnel decisions, unless the faculty member explicitly chooses to include the SPOT summary in their file. 

In Fall 2019, CHHS participated in a college wide pilot test of online administration of SPOT summaries. While the SPOT summaries for this semester are to be included in files, candidates for personnel action(s) are to be held harmless in relation to these SPOT summaries. Candidates are encouraged to address the Fall 2019 SPOT summaries in their narrative, particularly if the outcomes differ from the norms for the candidate and/or the department. Evaluators may use the Fall 2019 SPOT summaries for formative purposes but may not use them for summative purposes. Other instructional materials, including available SPOT summaries from other semesters should be used for summative evaluation of instruction.

Summer 2020 professional development participation will not have any impact on faculty evaluations, nor will participation or non-participation be used in any personnel actions.

Peer Review Committee Evaluation 

The peer review committee shall prepare a written evaluation based on the information submitted by the candidate and any material submitted during the Open Period. There is no standard evaluation form for use in this process, but each college may develop its own form. The Collective Bargaining Agreement provides that the individual being evaluated shall receive the peer committee’s evaluation and that they may submit a written response/rebuttal within ten (10) calendar days after receipt of the evaluation. The department review should be submitted via Interfolio by Monday, May 6, 2024

Dean's Evaluation 

The Dean shall submit a separate evaluation. The Dean’s evaluation is to be submitted via Interfolio by Monday, July 29, 2024.  

Feedback on Evaluation

The peer review committee chair and the appropriate administrator shall meet with the tenured faculty unit employee to discuss their strengths and weaknesses along with suggestions, if any, for improvement.