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All faculty members who are considered for tenure, promotion, pre-tenure, or post-tenure review must prepare a portfolio for consideration by all involved in the formal review process. On an annual basis (usually at the time of contract renewal), the Office of Academic Affairs will notify all faculty of the dates of their next eligible and their next required reviews.
Failure by a faculty member to submit all documentation required for any review according to the scheduled timeline will result in a negative decision. Failure to submit a required tenure or pre-tenure review portfolio according to the scheduled timeline will result in the issuance of a terminal contract. For post-tenure review, failure to submit a portfolio shall be considered by the review committee as not achieving expectations.
If the faculty member does not submit any documentation for a regularly scheduled post-tenure review by the deadline, performance will be assessed as a 1 and a PIP will be put into effect, as described in Section 3.12.B.4.II.
To initiate the review process, the faculty member submits the portfolio to the digital portfolio workflow by 11:59 pm on the scheduled date in the fall semester. After the deadline, no material can be changed, and no new material can be added. However, “updating” information (e.g., a paper going from submitted to accepted or a grant going from submitted to funded) may be included in a response letter and considered by subsequent levels of review. This is a simple “status” change of something already submitted; it is not considered a submission of new information. Previous levels of review will not reconsider their recommendation based on this status change. If in the course of its consideration of the portfolio, the review committee discovers what it deems to be an inadvertent omission of a required document or incomplete forms, the committee will ask the supervisor or designee to provide the missing item(s). The review committee will place this information in the digital portfolio workflow along with the committee review letter.
The portfolio consists of the following: items in the Portfolio Document Submission List (below) and Linked Supporting Materials. The specific material required for inclusion in the portfolio can be found in the next two sections. Beyond the required material, all faculty members submitting portfolios for review should make their own decisions on what additional information to include, especially those materials relating to accomplishments at prior institutions and accomplishments since their last tenure and/or promotion review at KSU. Although material from other institutions may be considered, the quality of more recent accomplishments at KSU are major considerations for review recommendations and decisions. All materials that demonstrate the quality and significance of the faculty member’s work should be included in the portfolio, and review committees should consider all of the materials included in the portfolio to make their recommendation.
I. Portfolio Document Submission List
- Narrative (no more than twelve pages, double-spaced, 12-point type, with one-inch margins). The narrative describes the quality and significance of the faculty member’s contributions during the period under review in the following areas as appropriate:
- Teaching
- Scholarship and Creative Activity
- Professional Service
- The student success part of the above three areas will be noted for review. Faculty should address the quality and significance of their student success activities in at least one of the three areas. The narrative will refer to the Linked Supporting Materials listed below using the List of Links to Supplemental Evidence Files.
- List of Links to Supplemental Evidence Files
- Vitae - Vitae should be formatted to clearly demonstrate the quality and significance of the faculty members’ accomplishments, especially to those beyond the department. An example of a vitae template can be found on the Faculty Affairs webpage. The Vita Interactive report may be used to provide links to Linked Supporting Materials listed below.
- Annual Review Materials (including all signed ARDs, FPAs, and any faculty response letters).
- Faculty eligible and submitting for tenure and/or promotion should include all annual review documents and supporting materials since their last pre-tenure, tenure, and/or promotion review.
- Faculty eligible and submitting for pre-tenure review should include all annual review materials since their start date at KSU.
- Faculty eligible and submitting for PTR should include all annual review documents and supporting material since their last promotion, tenure, or PTR review.
- For any faculty who has received a “Not Meeting Expectations” in their post-tenure review, a copy of the formal plan for faculty development (as described in Section 3.5C) must be included.
- Departmental guidelines (Administrative Faculty should include the guidelines from the academic home department of their faculty appointment) and college guidelines, if applicable.
- Review Letters from Pre-tenure Review (only submitted for tenure review, if applicable) or from Third-Year Review (only submitted for non-tenure track promotion review, if applicable).
- Joint Appointment Memorandum of Understanding, if applicable.
II. Linked Supporting Materials
- Teaching - This section contains illustrative evidence of the quality and significance of the faculty member’s teaching. While student evaluations are required, these materials may include, but are not limited to, the following (college and departmental guidelines may be more specific):
- Peer review letters
- Course syllabi
- Course materials
- Evidence of student learning
- Student evaluations
- Student survey results
- Evidence of advising activities
- Evidence of faculty development
- Evidence of student success activities
- See also KSU Faculty Handbook Section 2.5 Assessment of Teaching Effectiveness
- Scholarship and Creative Activity - This section contains illustrative evidence of the quality and significance of the faculty member’s scholarship and creative activity. These materials may include, but are not limited to, the following (college and departmental guidelines may be more specific):
- Excerpts from conference programs/proceedings
- Conference presentation evaluations
- Title pages and abstracts from professional journals or the full article
- Title pages and tables of contents from books or the full books
- Evidence of grant solicitation
- Book, chapter, and article reviews
- Copies of exhibit and performance programs
- Photographs of commissioned or exhibited art works
- Evidence of student success activities
- Professional Service - This section contains illustrative evidence of the quality and significance of the faculty member’s professional service. These materials may include, but are not limited to, the following (college and departmental guidelines may be more specific):
- Committee assignment documentation
- Copies of meeting minutes
- Copies of products developed
- Recognition by others of contributions
- Evidence of student success activities
- Evidence of statewide, regional, national or international professional service. For Administrators, additional evidence of the quality and significance of the faculty member’s administration and leadership:
- Documentation indicating leadership assignments
- Evidence of program evaluation
- Supervisor, peer, and employee evaluations
- Copies of products developed
Beyond the material listed above, the faculty member may link to a one-page summary of activity not readily supported by documentation.
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