ACADEMIC POLICIES & PROCEDURES

Faculty Personnel Policy

Academic Tenure

1. Tenure is a privilege and a distinctive honor. Tenure is defined as continuous reappointment, which may be granted to a faculty member in a tenure-track position, subject to the terms and conditions of appointment.
2. The tenure decision shall be based on a thorough evaluation of the candidate’s total contribution to the mission of the university. While specific responsibilities of faculty members may vary because of special assignments or because of the particular mission of an academic unit, all evaluations for tenure shall address at a minimum whether each candidate has achieved excellence in the following criteria: 1) teaching; 2) research/scholarship; 3) institutional and professional service; and 4) performance of non-teaching or administrative duties. The university may formulate standards for this review and determine the appropriate weight to be accorded each criteria consistent with the mission of the academic unit.
3. Tenure is granted by the Board of Regents of the University of Oklahoma upon recommendation of the Rogers State University president. Determination of merit and recommendation for granting tenure shall comport with the criteria and policies and procedures contained in this chapter.
4. The terms and conditions of every appointment or reappointment shall be stated in writing and be in the possession of both the institution and faculty member before the appointment is consummated. Tenure shall be granted only by written notification after approval by the Board. Only full-time faculty members holding academic rank of assistant professor, associate professor, or professor may be granted tenure. Qualified professional librarians shall be considered faculty members if they are given academic rank.
5. The Board intends to reappoint tenured personnel to the faculties of the institutions under its control within existing positions that are continued the next year. The Board reserves the right to terminate tenured faculty at the end of any fiscal year if the Legislature fails to allocate sufficient funds to meet obligations for salaries or compensation.
6. Not more than sixty-five percent (65%) of the full-time faculty at the University may hold tenure at any one time.

Periods of Appointment and Tenure

Faculty members holding the academic rank of assistant professor, associate professor, or professor may receive tenure at any time. Normally, faculty members shall be on probation for four (4) ears after date of first being employed by the university in a tenure track position. Years of experience in a non-tenure track position may be used for the probation only if approved by the university. Seven (7) years shall be the maximum probationary period for the eligible faculty member to become eligible for tenure. If, at the end of seven (7) years any faculty member has not attained tenure, there will be no renewal of appointment for the faculty member unless a specific recommendation for waiver of policy is approved by the President.

For the purpose of determining probationary employment of faculty members for tenure consideration, sabbatical leave counts as a part of the period of probationary employment, and a leave of absence is not included as part of the probationary period.

Procedure for Granting Tenure and Reviewing for Tenured Faculty

1. Step 1 – By October 15
   • The faculty member files a written request for tenure with the department head. It is the responsibility of the individual faculty member to initiate the request for tenure and to prepare the portfolio of materials. The request must be accompanied by a portfolio exhibiting documentation of excellence in teaching, in research/scholarship, in contributions to the institution and profession, and in performance of non-teaching or administrative duties, if appropriate. The portfolio must also include the annual faculty development and evaluation documents.
2. Step 2 – By November 15
   • A Tenure Review Committee shall be formed. If there are at least five (5) tenured faculty members within the department, all serve as the Tenure Review Committee. In the event that the number of tenured faculty members in the department is fewer than five (5), the tenured faculty within the department plus additional tenured faculty members appointed by the dean of the school to form a group of at least five (5) tenured faculty members will serve as the Tenure Review Committee.
   • The department head/dean shall call a meeting of the Tenure Review Committee to initiate discussion of the request. After each member of the Tenure Review Committee critiques the portfolio and each performance criterion, the faculty member’s performance shall be reviewed, discussed, and evaluated by the Tenure Review Committee. This review shall be conducted in a manner that allows for input from non-tenured colleagues, students, alumni, and administrative information from the department head. After completion of the review, a poll by secret ballot of the Tenure Review Committee will be taken to determine whether a recommendation for the granting of tenure will be made. A simple majority rule shall prevail. The Tenure Review Committee shall then send the portfolio, the committee’s vote, and their recommendation to grant or to deny to the department head. All ballots are to be retained by the head of the Tenure Review Committee until a final decision is reached concerning the request. The ballots shall then be destroyed.
3. Step 3 – By December 1
   • The department head shall review the Tenure Review Committee’s vote, critique the portfolio, evaluate each performance criterion, and decide whether to recommend the granting of tenure. The department head will then forward a recommendation concerning the request and all documentation to the dean of the school. The department head will also provide in writing a statement of his/her action to the Tenure Review Committee and faculty member.
4. Step 4 – By January 1
   • The dean of the school shall review the department head’s recommendation, the Tenure Review Committee’s vote, critique the portfolio, evaluate each performance criterion, and decide whether to recommend the granting of tenure. The dean will then forward a recommendation concerning the request and all documentation to the Associate Vice President for Academic Affairs. The dean will also provide in writing a statement of his/her action to the department head, Tenure Review Committee and faculty member.
5. Step 5 – By February 1
   • The Associate Vice President for Academic Affairs will then forward a recommendation concerning the request and all documentation to the Vice President for Academic Affairs. The Associate Vice President will also provide in writing a statement of his/her action to the department head, Tenure Review Committee and faculty member.
6. Step 6 – By February 15
   • The Vice President for Academic Affairs recommends granting or denying tenure and notifies the faculty member in writing. If the recommendation for tenure has been denied and the faculty member believes that the request has not been accorded "due process," she/he may request of the Faculty Appellate Committee a hearing pertaining solely to due process. Such an appeal must be filed by March 1. Pertinent testimony from all parties involved may be heard. If the Faculty Appellate Committee rules that due process was violated, the committee may then recommend that the procedure be renewed at the point where the violation occurred. The Vice President for Academic Affairs shall be responsible for monitoring the subsequent procedures to assure that due process is accorded. The Faculty Appellate Committee must complete action on an appeal by March 20.
7. Step 7 – By May 1
   • Upon receiving a recommendation from the Vice President for Academic Affairs, the President decides either to approve or disapprove the request for tenure.
   • If the President approves the request for tenure, she/he recommends the granting of tenure to the Board of Regents of the University of Oklahoma normally at the May meeting. The President then reports the Regents’ action to the Vice President for Academic Affairs, the Associate Vice President for Academic Affairs, the dean of the school, the department head, and the faculty member.
   • If the President disapproves the request for tenure, she/he notifies the Vice President for Academic Affairs, the department head, the Tenure Review Committee, and the faculty member. A decision by the President to disapprove a request for tenure should be accompanied by reasons in writing. Since only the Board of Regents may grant tenure based upon a recommendation by the President, de facto tenure is nonexistent.

Concepts Regarding Tenure

1. The highest interests of the university will best be served through a spirit of cooperation and a sense of mutual confidence among the faculty, the departments, the academic deans, the Vice President for Academic Affairs, and the President of the university. The procedure for recommending tenure is designed to systematize as well as to encourage such cooperation and mutual confidence.
2. A maximum of sixty-five (65) percent of the full-time faculty at the university may hold tenure at any one time. In the event the sixty-five (65) percent limit is reached, there will be no additions to the tenured faculty at Rogers State University. However, the tenure process on campus will continue. Faculty members recommended for tenure will be placed in a priority-hold status by year pending vacancies.
3. Under exceptional circumstances, a new faculty member may be recommended for tenure by a department head, an academic dean, the Vice President for Academic Affairs, or the President without going through the normal process.
4. In the event that one of the deadlines in the tenure process falls on a weekend or holiday, the deadline becomes the next working date at the university.
5. After the process is completed, the following action should be taken:
   1. The results of all balloting and recommendations from the dean, department head, and the Vice President for Academic Affairs will be placed in the personnel file of the candidate.
   2. The portfolio and a copy of all recommendations will be returned to the candidate.
   3. Other confidential, relevant records leading to tenure shall then be destroyed.
6. Once the tenure process had been initiated, it must be completed.
7. Any exception to the policy on tenure is the domain of the president of the University in conjunction with the Board of Regents of the University of Oklahoma.

Causes for Dismissal or Suspension of Tenured Faculty

No tenured member of the faculty shall have his/he appointment terminated in violation of the principles of tenure adopted by the Board except for one or more of the following causes:

1. Conviction of a felony
2. Moral turpitude
3. Insubordination
4. Incompetence
5. An act or acts which demonstrate unfitness to be a member of the faculty
6. Bona fide lack of need for one’s services in the university
7. Bona fide necessity for financial retrenchment
8. Resignation

Suspension of a Tenured Faculty Member

The President of the university shall have the authority to suspend any faculty member formally accused of causes a, b, c, d, or e (listed above). The President shall notify the Board of the terms and conditions of the suspension. A faculty member should be suspended only if harm to the faculty or students is possible or disruption of proper conditions for teaching and learning are threatened by the faculty member’s continuance. During the suspension period, compensation for the suspended person should be continued. If during the suspension period the faculty member is convicted of a felony or a crime involving moral turpitude, the institution shall not continue compensation.

Dismissal of a Tenured Faculty Member for Cause

Dismissal proceedings shall begin with a conference between the faculty member and the appropriate academic officer. The conference may result in agreement that the dismissal proceedings should be discontinued or that the best interest of the tenured faculty member and the university would be served by the faculty member’s resignation. If this conference does not result in mutual agreement, the academic officer will submit a recommendation in writing with rationale to the faculty member and to the vice president for academic affairs. Within fourteen (14) days, the vice president for academic affairs should have a conference with the faculty member.

This conference may result in agreement that the dismissal proceedings should be discontinued or that the best interest of the tenured faculty member and the university would be served by the faculty member’s resignation.

If this conference does not result in mutual agreement, the vice president for academic affairs will submit a recommendation in writing with rationale to the faculty member and to the president. If the president concurs with the recommendations for dismissal, the president shall send written notification to the faculty member and to the vice president for academic affairs. The faculty member will be notified by registered mail with a return receipt requested. Every reasonable effort must be made by the president to insure that the communication is delivered to the faculty member without delay.

Disciplinary Action Other Than Dismissal or Suspension

Disciplinary action affecting the terms of employment taken by the university against a tenured faculty member must be based upon causes stated in this chapter. Disciplinary action shall begin with a conference between the tenured faculty member and the appropriate academic officer. If as a result of the conference, the academic officer finds that disciplinary action is warranted, a written recommendation for action should be forwarded to the appropriate dean/department head. If, after review, the dean decides not to proceed with further disciplinary action, both parties should be notified in writing. If the dean/department head determines that additional action is warranted, then a conference with the tenured faculty member should be arranged. The dean/department head may determine that no further action is necessary. If however, additional action is warranted, the faculty member and the vice president for academic affairs shall be notified in writing within fourteen (14) days. The vice president for academic affairs should arrange for a conference with the faculty member. The vice president may then determine that no additional action is necessary. However, the vice president for academic affairs should notify the faculty member in writing if an additional plan of disciplinary action is made. A copy of the disciplinary action should be placed in the faculty member’s personnel file.

Dismissal of Tenured Faculty for Program Discontinuance or Financial Retrenchment

A faculty member with tenure whose position is terminated based on genuine financial retrenchment, bona fide discontinuance of a program or lack of need for one’s services, will be given five (5) months written notice unless an emergency arises.

Before terminating an appointment because of discontinuance of a program or department, or because of other lack of need of services, the university will make reasonable efforts to place affected members in other suitable positions.

If an appointment is terminated because of financial retrenchment, or because of discontinuance of a program, the released faculty member’s position will not be filled by a replacement within a period of two years, unless the released faculty member has been offered reappointment at the previous status.

Appellate Committee on Dismissal of Tenured Faculty Members

A faculty member who receives notice of pending dismissal may request and shall be afforded a hearing before the Appellate Committee on Dismissal of Tenured Faculty Members. Failure to make a request in writing to the president within fourteen (14) days after receipt of notification shall constitute a waiver by such faculty member of his right to a hearing before the Appellate Committee on Dismissal of Tenured Faculty Members. The University shall institute an Appellate Committee on Dismissal of Tenured Faculty Members. The committee shall not exceed nine (9) tenured faculty members, eight (8) of whom shall be nominated or elected by the faculty governing body of the university and one member appointed by the president of the university. A quorum shall be five (5) members or a majority of qualified members of the committee. Initially, one half (1/2) of the elected members shall be elected for twelve (12) months and one half (1/2) shall be elected for twenty-four (24) months; thereafter, one half (1/2) shall be elected each year. No member may serve more than two (2) consecutive terms. One (1) or more alternate members of the committee shall be elected to serve in the event a regular member is unable to serve. If any member of the committee is an interested party in a case that comes before the Appellate Committee on Dismissal of Tenured Faculty Members, said committee member shall not serve on that case.

The incumbent committee shall serve until the completion of any case pending at the time their term of service expires.

The decision of the committee will be based on majority vote. The committee will elect its own chair, who will have the right to vote.

Appeal Procedures for Tenured Faculty

After a faculty member has requested a hearing before the Appellate Committee on Dismissal of Tenured Faculty Members, service of notice of hearing with specific charges in writing will be made at least twenty (20) days prior to the hearing. The faculty member may respond by waiving the hearing and filing a written brief or the matter may proceed to a hearing. If the faculty member waives hearing, but denies the charge or asserts that the charges do not support a finding of adequate cause, the Appellate Committee on Dismissal of Tenured Faculty Members will evaluate all available evidence, including testimony and documentary evidence presented by the university, and make its recommendation upon the evidence in the record.

1. If the faculty member requests a hearing, the Appellate Committee on Dismissal of Tenured Faculty Members shall, with due diligence considering the interests of both the university and the faculty member affected, hold a hearing and report its findings and recommendations to the university president and to the involved faculty member.
2. At hearings before the Appellate Committee on Dismissal of Tenured Faculty Members, faculty members and the university shall be permitted academic advisors and/or counsel. A court reporter will be retained by the university to record the proceedings. Parties will pay the cost of a copy of the transcript. The hearing shall be conducted in a closed session.
3. The faculty member will be afforded an opportunity to obtain necessary witnesses and documentary or other evidence, and the administration of the university will attempt to secure the cooperation of such witnesses and will make available necessary documents and other evidence within its control. No employee of the institution, regardless of position, should be excluded or excused from appearing before the committee, if available.
4. The faculty member and the university will have the right to cross examine all witnesses present. Depositions are admissible whenever a witness cannot appear.
5. The committee may conclude by secret ballot: a) that adequate cause for dismissal has been established by the evidence; b) that adequate cause for dismissal has not been established by the evidence, or c) that adequate cause for dismissal has been established, but an academic penalty less than dismissal, including removal of tenure, would be more appropriate. The committee may make any other recommendations it determines are appropriate. The committee’s findings and recommendations shall be made to the university president. The committee shall send a copy of its findings and recommendations to the affected faculty member.
6. The president shall notify the affected faculty member of his/her recommendation to the Board. The faculty member shall have the right to request the Board to review adverse findings and recommendations of the president. The request must be in writing and filed within fifteen (15) days after the president of the university mailed the notification to the faculty and to the Board of Regents of the University of Oklahoma. If the affected faculty member does not timely request that the Board review the president’s findings and recommendations, the president’s determinations become final and binding.
7. In the event the faculty member submits a timely request to the Board to review adverse findings and recommendations of the president, the faculty member must indicate whether he/she desires a hearing of all of the evidence of the case, otherwise the review will be a review of the record of the case. The Board has the discretion to determine whether the review will be a de novo hearing or a review of the record.
8. Public statements and publicity about the case by the university will be avoided until the proceedings, including consideration by the Regents, have been concluded.

Non-Tenured Faculty

1. Annual Evaluation
   • The performance of non-tenured faculty members shall be evaluated by March 1, each year, and the results of the evaluation shall be placed in the personnel file of the non-tenured faculty member. The non-tenured faculty member shall be given a copy of the evaluation.
2. Non-Reappointment
   • The Board delegates to the University president or the president’s designee the authority to reappoint or not to reappoint non-tenured faculty members. The President or the President’s designee will notify the faculty member not later than March 1 prior to termination of the current appointment. Notification of non-reappointment will be made by certified mail with return receipt requested. Failure to reappoint may be without specific cause. Reappointment or non-reappointment by the University is subject to ratification by the Board.
3. Termination for Cause or Suspension of Non-Tenured Faculty
   • The termination of employment for cause or suspension of a non-tenured faculty member within an existing contract period shall follow the same procedures and be limited to the same reasons as provided for tenured faculty members who are terminated for cause or suspended. A failure to re-appoint may be without specific or stated cause.