Revised CA Presentation Checklist-writable Updated 9/17/2018
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Name: Date:
Department:
Contact Information:
Complete Items 18 to the best of your ability (see Instructions form for reference).
If an item listed is not relevant to your specific presentation to College Affairs, please mark
it N/A.
E-mail the completed checklist to the College Affairs committee support specialist by the
specified deadline.
1. PRESENTATION/PROPOSAL ABSTRACT (150250 words)
2. TYPE OF PRESENTATION/PROPOSAL
Information Item (requires approval of CA Chair)
Action Item
Information and committee feedback
Procedure—revision (Attach current procedure with proposed changes highlighted using
track changes.)
P
rocedure—new (Attach proposed procedure separately.)
Identify suggested location in General Procedures Manual:
College Affairs Committee
Presentation/Proposal From
[Add Title Here]
Tenure Committee GPM Revisions
Stephanie André
4/1/2019
Humanities
sandre1@cocc.edu
Revised CA Presentation Checklist-writable Updated 9/17/2018
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Policyrevision (Attach current policy with proposed changes illustrated with track
changes)
Policynew (Attach proposed policy separately.)
Identify suggested location in General Policy Manual:
Other:
3. BUDGET IMPACT
4. INSTRUCTIONAL REQUIREMENTS/IMPACTS
5. OPERATIONAL IMPACT
N/A
None
Revised CA Presentation Checklist-writable Updated 10/10/2018
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6. STUDENT IMPACT
7. ANTICIPATED IMPLEMENTATION TIMELINE
8. MOTION TO BE RECOMMENDED
N/A
We anticipate these GPM revisions will appear in the GPM by September 2019.
I move to accept the Tenure Committee's revisions of G-6-8.5 and G-34-3.2.
FROM THE GENERAL POLICY MANUAL
G-6-8.5 College Tenure Committee
CHARGE: The College Tenure Committee considers eligible faculty members for elevation
to tenured status and submits recommendations to the College President. The College Tenure
Committee is organized under agreement with the President.
Membership, Voting Status and Terms
Faculty (4)*
Elected by the Faculty Forum
Voting
Three years
Faculty At-Large (1)*
Elected by the Faculty Forum
Voting
Three years
Instructional Administrator Administrative (1)
Appointed by the President
Voting
Three years
* The Forum will seek a balance between Career & Technical Education and Transfer, with no
more than one faculty member per department; terms should be staggered so that at all times, at
least two faculty members will continue on the committee.
*Five faculty members (all of whom are tenured and elected by the Faculty Forum), serve
staggered three-year terms so that at all times, at least two faculty members will continue on the
committee. Faculty membership should represent a balance, with no more than one faculty
member from any one department, with two from Transfer and two from Career and Technical
Education (CTE), and one at-large.
In the event that a committee member leaves or notifies the chairperson of their intent to resign
the position, another tenured faculty member shall be elected as soon as possible to fill the
unexpired portion of the term.
Chair Election:
As the last order of business in any given year, the Tenure Committee shall elect a chairperson
for the remainder of the year and the subsequent year. Prior to the beginning of deliberations in
any year, the chairperson shall meet with the President to discuss the schedule of work for that
year.
G-34-3.2 Tenure
(Formerly HR-9-1.2)
Central Oregon Community College has granted tenure throughout its history as a means of
demonstrating long-term commitment to its faculty and ensuring the protection of academic
freedom. The College believes conferring tenure enhances the learning experiences of COCC
students, provides stability for faculty and the larger community, and reinforces COCC’s mission
and values. Tenure is awarded by the Board of Directors upon recommendation by the President.
Commented [SA1]: All revisions appear in red and were
approved by the Tenure Committee on February 22, 2019.
These revisions are the result of comments and suggestions
from full-time faculty, the Faculty Forum Executive
Committee, and the VPI. Amy Harper posted these revisions
on Blackboard for all full-time faculty to vote on starting
March 18, 2019. On April 1, 2019, Annemarie Hamlin
confirmed the faculty approved the revisions. All revisions
appear in red.
2
Conditions of The timeline for consideration for tenure are is provided in the Collective
Bargaining Agreement between the Central Oregon Community College Board of Directors and
the Central Oregon Community College Faculty Forum.
G-34-3.2.1 AWARDING OF TENURE
(Formerly HR-9-1.2.1)
Tenure is awarded to those faculty members who have, during their probationary years,
demonstrated the promise of the overall excellence in instruction (or other primary assignment)
and commitment to the College and the community expected of COCC professional staff.
Faculty members must have a complete personnel file in the Human Resources (HR) office to be
considered for tenure. Completion of five probationary years while maintaining a complete file
does not automatically result in the awarding of tenure. Employment while on the Notice of
Appointment, or contract other than regular probationary contract, does not accrue time toward
tenure unless specified in writing.
G-34-3.2.2 Procedure for Tenure Consideration
Prior to October 15 of each year, the Vice President for Instruction will advise the
immediate supervisors with personnel responsibilities, in writing, of individuals in the
department who will have met the length of service criteria at the end of the academic year.
Prior to January 15 of each year, all evaluation instruments and proposed actions in relation
to faculty members' eligibility for consideration of tenure shall be forwarded to the appropriate
Vice President/Dean. Candidates should then review and sign off on their files before January
15
th
15 to determine if all forwarded materials have been received (with the exception of the VPI
letter, which has a later deadline).
The Tenure Committee needs a complete file with required documentation to be able to conduct
a thorough review. The faculty member is responsible for ensuring required items are submitted
by the established deadlines. However, the faculty member shall be held harmless for items
missing from the file as long as the faculty member has documented proof that the original
submission deadlines (such as October 15 for ARA and PIP Final Reports) have been met for
any items required to be in the file. Faculty should allow two to three weeks for documentation
to go through the appropriate channels before checking their file in HR. The faculty member is
still responsible for reviewing the file for any missing documents and either taking appropriate
action to submit documentation or providing rationale on the Missing Documents form for
extenuating circumstances in advance of the deadline for file closure in January.
3
Prior to February 1 of each year, the Vice President for Instruction will provide a written
evaluation with recommended action. This document will be sent to the President, copied to the
candidate, and placed in the file. The candidate will then have five working days to respond to
the letter (if they choose) by sending a response for the file. Candidates who write a letter in
response to the VPI letter The candidate must also sign off on their his or her file within those
five days, to affirm receipt of their response letter into their file. This process must be completed
prior to Tenure Committee review of the file.
After the file closing date (January 15) and before the last Monday in February, the
Tenure Committee will review tenure candidates’ files, hold deliberations, and vote on whether
to recommend individual candidates for tenured status. It would be ideal for all tenure candidates
to review their files, ascertain they are complete, and acknowledge that completeness with a
signature; however, the Tenure Committee will review files of tenure candidates regardless of
whether they provide their signature.
Prior to March 1 By the last Monday in February, the Committee Chair shall submit to
the President a list of all faculty members considered by the Committee. The Committee
Chair shall outline the Committee’s recommendations for each individual considered and shall
state the basis for such recommendations.
Any member of the Committee may submit an individual report on any matter voted on by the
Committee. The individual report may support the majority or may present a minority view.
Copies of the individual report shall only go to the Chair of the Tenure Committee, to the
appropriate Vice President/Dean, and to the President.
The Tenure Committee may take the following actions:
1. Recommend granting of tenure,
2. Recommend not granting tenure,
3. Recommend an additional year as a probationary period*. (This option may include
recommendations for specific conditions to be met or actions to be taken, as determined
by the committee Committee.)
*The Tenure Committee shall recommend an additional year as a probationary period for any
tenure candidate who does not have a complete personnel file and has not submitted a “Missing
Document” form by January 15.
Committee Process During Deliberations:
The Tenure Committee reviews all content in the candidate’s personnel file. During candidate
deliberations, only items contained in the file can be used as part of the discussion. Discussion of
4
personal knowledge of a candidate or special circumstances not contained in the file are not part
of the deliberations.
The Tenure Committee needs a complete file with required documentation to be able to conduct
a thorough review. The faculty member is responsible for ensuring required items are submitted
by the established deadlines. However, the faculty member shall be held harmless for items
missing from the file as long as the faculty member has documented proof that the original
submission deadlines (such as October 15 for ARA and PIP Final Reports) have been met for
any items required to be in the file. Faculty should allow two to three weeks for documentation
to go through the appropriate channels before checking their file in HR. The faculty member is
still responsible for reviewing the file for any missing documents and either taking appropriate
action to submit documentation or providing rationale on the Missing Documents form for
extenuating circumstances in advance of the deadline for file closure in January.
While the Committee strives for a unanimous decision, Although it would be ideal for the
Committee to reach a unanimous decision during deliberations, a faculty member will be
recommended for tenure when four of the six members of the Committee affirm the
recommendation. Discussions contained during deliberations, as well as actual voting results, are
to remain confidential; they are not made public beyond the Committee.
After Deliberations:
The Tenure Committee should be prepared to provide the reasons for their recommendation in all
of the above cases.
The President shall study the recommendations of the Tenure Committee and shall notify
candidates of his/her recommendations.
Appeals of the President's recommendation(s) and/or any aspects of the tenure procedure are to
the Board of Directors, and the grounds for such appeal should be procedural (due process). The
President will forward his/her recommendation for granting tenure to the Board of Directors for
actions as soon as possible after the completion of the Tenure Committee’s work.
The President shall study the recommendations of the Tenure Committee and will forward
his/her recommendation for granting tenure to the Board of Directors for action as soon as
possible after the completion of the Tenure Committee's work. Appeals of the President's
recommendation(s) and/or any aspects of the tenure procedure are to the Board of Directors, and
the grounds for such appeal should be procedural (due process).
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