3.5 Appointments, Promotions and Tenure Procedures

1. FUNCTION
   1. FUNCTION OF THE APT COMMITTEE
      The primary function of the Committee on Appointments, Promotions and Tenure is to recommend to the President of the College candidates for appointment to the faculty and promotions within the faculty. The relevant sections of the By-Laws of Scripps College are Faculty Handbook 1.2, Article VI.
      
      The APT shall recommend appointments and reappointments only after careful review of the candidate’s qualifications and experience. Faculty positions and promotions within faculty positions shall be reserved for those who have given clear evidence and continuing promise of excellent teaching ability, professional achievement, and general service to the College.
       
   2. FUNCTION OF THE DEAN
      It is the responsibility of the Dean of Faculty to oversee the administration of APT policies and procedures as outlined below and to fulfill the Dean of Faculty’s duties and responsibilities as set forth.
      
      In the case of the absence or inability of the Dean of Faculty to carry out these responsibilities, one or more members of the faculty will be appointed by the President, in consultation with the APT, to carry out these duties for the duration of the absence or inability.
       
2. CRITERIA FOR APPOINTMENT, RENEWAL OF CONTRACT, AND PROMOTION
    
   1. Effective Teaching. Scripps College emphasizes, above all, the teaching ability of its faculty. Effective teaching is best defined in the context of particular situations and the individual capabilities of the teacher. An effective teacher has certain readily discernible characteristics including a thorough and demonstrable knowledge of the relevant field and recent developments in it, the ability to present that knowledge intelligently, and the ability to develop and design new and original curricular approaches and programs. Given its centrality to the college’s curriculum, it is essential that a faculty member have demonstrated a capacity and willingness to teach in the Core Curriculum in Interdisciplinary Humanities. Moreover, the college recognizes that teaching effectiveness is displayed in different arenas—the traditional classroom, senior thesis advising, academic advising, mentoring, directing students in community engagement projects and courses, engaging in collaborative work and research with students, etc.  Whatever the arena, the effective teacher communicates enthusiasm for the subject to the students and challenges them to increase their capacity for independent thought. It is important that the faculty member be regularly available to the students on campus. As part of the evaluation process of teaching skills, various evidence will be used including testimony from individual colleagues and individual students as well as the standardized student evaluation forms which are used regularly by all Scripps faculty. [faculty approved: 4-16-20]
      
      Because teaching effectiveness is of primary importance, decisions about promotion and tenure at Scripps depend upon a thorough and accurate knowledge of effective teaching and professional competence. Reliable evaluations depend on first-hand evidence from colleagues as well as students who are in a position to base their comments on a direct experience of the faculty member’s teaching.
       
      1. Well-informed colleagues are good judges of effective teaching. It is the responsibility of the faculty members under review to assure that at least two Scripps colleagues who have recently observed their classes and discussed aspects of their teaching in different courses can provide letters of teaching evaluation to the APT committee.
          
      2. Faculty members are required to follow agreed upon procedures for the distribution and return of course and advising evaluation forms. These forms are to be used for the faculty member’s own information and guidance, and as a part of regular review procedures. They will become a part of their permanent records in the office of the Dean of the Faculty and will automatically be available to the APT for purposes of review and promotion. At the time of the APT review, additional evaluations will be sought directly from students according to the process outlined in Sections 3.5, VI, B.1 and B.2. Access to the evaluation forms by faculty members outside APT will be given by the Dean only upon consent of the faculty member.
         
         Senior Thesis. Advising and reading of senior theses are additional valued elements in teaching at Scripps College, which will be taken into consideration by the APT in its deliberations. If there has not been sufficient opportunity to supervise senior theses, this will not affect the assessment of a candidate’s teaching record. However, the weight, if any, given to the advising and reading of senior theses may differ in each review as the number and types of theses in a given department is variable.
         
         Effective Advising. Academic advising is also considered an integral part of teaching at Scripps College. To fulfill adequately the role of advisor, a faculty member is expected to have a working knowledge of the academic rules and regulations of the College, be receptive to and supportive of academic concerns of students, and as specified by the faculty advising codification, be accessible to students during specific periods and be informed about available resources at Scripps.
          
   2. Professional Achievement.
      Through professional achievement faculty become part of the academic community at large. All faculty are expected to contribute significantly to the advancement of their discipline or area. It is expected that professional engagement will contribute to teaching as well as to the intellectual life of the College. For an initial appointment, strong promise of contribution in the area of professional achievement is required. For contract renewal, strong evidence of progress toward the requirements for tenure is required. For tenure, evidence that the candidate has made a significant contribution to her/his discipline or area, and shows promise of continuing to do so, is required. For promotion to Professor, evidence of significant continued contributions to her/his discipline or area is required.
      
      Professional achievement is demonstrated in a variety of ways. Publications, original art productions, exhibits, performances, and digital work, and community engagement-based research projects which bring professional and public recognition are the most common means. In those disciplines where written work is the norm, books, chapters, and articles in refereed journals are the most desirable evidence of professional achievement. For all disciplines, conference papers, other unpublished manuscripts, public lectures, participation in the life of one’s professional associations, and other presentation of one’s work may supplement the first category of evidence. A significant program of on-going work is expected.
      
      As part of the evaluation process of professional achievement, various methods of evaluation will be used, primarily the reports of experts in the field. The candidate’s own evaluation of her/his accomplishments to date and plans for the future is an essential component and will be carefully evaluated. The evidence should support a conclusion that the candidate produces, and will continue to produce, original, high quality work that advances her/his field. It is the significance and the quality, rather than the quantity, of a faculty member’s professional achievements that are of primary value to the College.
       
   3. Service to the College.
      The College is a self-governing, close-knit community which depends upon the active service of all of its members. Each faculty member is expected to make significant and consistent contributions in service. Willingness and ability to work closely and well with colleagues are essential. Governance of the College is of central importance, and primary attention will be given to this in assessing the faculty member’s service.
      
      It is understood that faculty may differ in the ways they contribute to the intellectual life of the College, to the Claremont consortium, and to the broader community, making contributions appropriate to their talents (e.g., participation in collegiate and inter-collegiate programs, committee work, admissions, institutional advancement, alumnae events, community engagement projects, leadership in the profession).  [faculty approved: 4-16-20]
      
      As part of the evaluation process of service to the College, various evidence will be used including that of departmental and College governance posts held, the testimony of colleagues and students, and the faculty member’s own self- evaluation. This evidence should attest to the high quality of the individual’s contribution.
   4. Keeping in mind that tenure involves a lasting mutual commitment, the College’s obligations to its students and the academic community in general demand that it exercise its responsibilities rigorously. The College seeks to add to its community only those who are effective and productive in each of the three areas of Teaching, Professional Achievement and Service. Given the small size and close-knit nature of the College, an outstanding ability to contribute in one area cannot compensate for inadequate contributions in other areas. The College desires to add to its faculty those who will develop the institution’s potential beyond meeting the minimum requirements for promotion and tenure.
      
      The criteria employed by the APT, the President, and the Board of Trustees are guided by accepted professional standards governing appointments, reappointments, and promotions. The procedures used by the APT in its review of candidates and the procedures available in the College for appeal are designed to give the individual faculty member the utmost assurance of the College’s commitment to confidentiality, equity, and academic integrity.
       
3. APPOINTMENT PROCEDURES
    
   1. At the earliest possible date each academic year the Dean of the Faculty shall notify APT of all vacancies and new positions.
       
   2. Upon receipt of instructions to undertake a search, the APT in consultation with the Dean of the Faculty will determine the membership of the search committee. Normally, the search committee will include all current full-time tenured and tenure-track faculty members of the hiring department at Scripps. If appropriate, other faculty may be added to the committee. For all tenure track positions, the search committee will include one tenured member of the faculty who is not from the hiring department or program. (Amended 2/14/2008) All search committees for full time positions require a minimum of three faculty members.
       
   3. Searches for tenure track and full-time term positions of duration exceeding one year must be nationally advertised except in the special case of an authorized Target of Opportunity Hire (TOP). The procedure for requesting authorization of a TOP is outlined in Section 3.5. Advertising for all other searches may be geographically limited, with the prior agreement of the APT.
       
   4. Equal opportunity procedures must be followed in faculty appointments. The Chair of each search committee will be provided by the Dean of Faculty with a packet containing equal opportunity guidelines and relevant materials and will serve as the equal opportunity representative. The intercollegiate departments of Women’s Studies, of Asian American Studies, of Black Studies, of Chicano Studies, as well as the relevant departments at the other Claremont Colleges, shall be notified of all openings. (Amended by Faculty, February 14, 2008)
       
   5. Finalists for all positions will be given a copy of the appointments, promotion and tenure procedures of the College.
       
   6. Each search committee must provide the APT with a report summarizing the search process and a rank ordering of candidates. The candidates’ vitae will be attached to this report. The APT in turn will forward to the President its formal recommendation. Such a recommendation constitutes APT’s assurance to the President that in its judgment correct procedures have in fact been used, including careful attention to affirmative action, and that the final candidate’s qualifications meet the criteria prescribed in the By-Laws.
       
4. RANKS
    
   1. PART-TIME TEACHING APPOINTMENTS
      Scripps College makes appointments to part-time teaching positions of three courses or fewer or to half-time positions of three courses plus limited departmental theses and/or advising. Most of these appointments are temporary and do not carry the possibility of tenure, while a few are probationary and do carry the possibility of tenure.
       
      1. Temporary Part-Time Appointments
         Tenure is not a possibility in temporary positions. Temporary faculty also do not receive appraisals of their work at the end of their contract periods, although they may be reviewed at any time by the Appointments, Promotions and Tenure Committee.
         1. Lecturers
            Lecturers are appointed by the President upon recommendation by the Appointments, Promotions and Tenure Committee and the Dean of the Faculty. Appointment is made on an annual basis. Should appointment be extended beyond six semesters, a review of the faculty member’s teaching ability will be conducted by the Department before the extension is made and in every subsequent 6th semester of appointment (whether consecutive or not). Lecturers are paid on a per-course basis. They are responsible for teaching the courses assigned to them, but they have no responsibilities for advising or service to the College (committee work or other service.)
            
            They are eligible for the following benefits: access to the faculty grievance procedure; and receipt of employment benefits, including membership in the Academic Retirement Program, under specific conditions (normally, a lecturer must teach a minimum of two years before she or he is eligible for academic retirement). See Faculty Handbook 3.5, section V, subsection A for review procedures.
             
         2. Teaching Assistants
            Teaching Assistants are graduate students who are hired to assist Scripps College faculty in the Assistants’ field of specialty. They are not accorded faculty status at Scripps College. They are appointed by the Dean of Faculty upon consultation with and recommendation from the chair of the appropriate department. Appointment is made on an annual basis, normally not to exceed three years of service. Teaching Assistants are paid on an hourly basis. They may not assign grades in their courses but will work with a faculty adviser who will oversee the assignment of grades. Teaching Assistants have no responsibilities for advising or service to the College. They are not eligible for faculty benefits except that they have access to the Faculty Grievance Procedure, and appropriate employment benefits are arranged for each Teaching Assistant by special agreement between Scripps College and their graduate school.
             
         3. Visiting Faculty
            Part-time visiting faculty members may be given the rank of Lecturer or a visiting professorial rank, depending on their previous experience. They are appointed by the President upon consultation with and recommendation from the appropriate department, the Appointments, Promotions and Tenure Committee and the Dean of the Faculty. Appointment will usually be for a period of one year, but it may be extended for a maximum of one more year without altering the original agreement for temporary service. Part-time visiting faculty members are eligible for faculty benefits accorded to Lecturers. The College will consider making special arrangements if they are necessary to maintain benefits at the faculty member’s home institution. (updated 9-11-14)
             
         4. Part-Time Senior Lecturer Appointments
            Faculty members may be appointed to the rank of “Senior Lecturer” if they have taught at least half-time at Scripps College for a minimum of 28 semesters (whether consecutive or not), possess a terminal degree in their field of study, and show clear evidence of effective teaching, professional achievement, and general service to the College. Part-time faculty are appointed to the rank of Senior Lecturer by the President, upon consultation with the appropriate department, the Appointments, Promotions, and Tenure Committee, and the Dean of Faculty. They serve at the pleasure of the department and must fulfill basic departmental responsibilities such as teaching required courses, advising, and, in some cases, reading senior theses. Part-time faculty who believe they have fulfilled the above requirements and wish to be appointed to the rank of Senior Lecturer should so inform the department chair and the Dean of Faculty. Evidence of fulfillment of these requirements plus a letter of recommendation from the department chair will be examined by the Appointments, Promotions, and Tenure Committee and a recommendation will be forwarded to the President. The contract for a Senior Lecturer may be made for a period of up to 3 years, contingent upon departmental needs. In addition to excellent teaching, a reasonable level of scholarly and/or creative activity and service commensurate with the appointment’s part-time status is expected. The Senior Lecturer rank accords the right to vote in full faculty meetings. Senior Lecturers are eligible for the same faculty benefits accorded to Lecturers and in addition they are eligible for sabbatical leaves (Section 3.23 C). Part-time Senior Lecturers will be reviewed every 6th semester of teaching. Such reviews will be undertaken by the department in which such individuals work. The gathering of all relevant information needed for the review will be the responsibility of the Department Chair and the individual under review. A departmental recommendation signed by all tenured and tenure track members of the department will be submitted to the Dean of the Faculty. Minority reports are acceptable. The Dean will present the APT Committee with all compiled materials for consideration and recommendation to the President. The individual may elect to have the review carried out by the APT, in which case gathering the relevant information will be the responsibility of the Committee. The APT will follow the procedures for review of continuing faculty (Section 3.5 VI).
             
      2. Probationary Part-Time Appointments
         In exceptional circumstances, tenure is a possibility in part-time probationary appointments. It will be awarded in relation to the criteria found in Section 3.5II and 3.5VI of the Faculty Handbook. (It should be noted that faculty members appointed according to the Option I agreement are not considered part-time faculty. They are full-time, probationary members of the Scripps College faculty who teach both in their respective departments at Scripps and in the intercollegiate departments of Women’s Studies, Asian-American Studies, Black Studies, or Chicano Studies.)
         
         Part-Time Faculty at Professorial Ranks
         Part-time probationary faculty are appointed at professorial ranks and in the same manner as full-time probationary faculty: that is, by the President upon recommendation of the Appointments, Promotions and Tenure Committee with concurrence of the Dean of Faculty and approval of the Board of Trustees. Initial appointment is normally for three years, and reappointment including tenure is contingent upon receiving positive reviews in the Appointments, Promotions and Tenure process. They are responsible for advising and service to the College as well as for teaching. They are eligible for full faculty benefits: faculty travel funds; tuition remission as defined in the Faculty Handbook (2.17 Tuition Remission Program ) with the understanding that no single dependent be eligible for Scripps tuition benefit from more than one Scripps faculty member; access to the faculty grievance procedure; and receipt of employment benefits, including membership in the Academic Retirement Program under specific conditions. A full explanation of employee benefits, including academic retirement, is included in Section 3.3 of the Faculty Handbook. Part-time probationary faculty may occasionally be appointed as members of a teaching team in which the two members of the team are hired jointly to fill one full-time position. They are appointed by APT procedure in the same manner as other part-time probationary faculty and are eligible for the same benefits. Together they are responsible for the equivalent of one faculty member’s just load of advising and service to the College as well as for teaching.
   2. FULL-TIME TEACHING APPOINTMENTS
       
      1. The title Visiting Assistant Professor may be granted to full-time term appointments who hold the Ph.D. or appropriate terminal degree. Term appointments are non-tenure track appointments of limited, specified duration. Full-time term appointments shall not exceed six years total cumulative service. Those without the appropriate terminal degree shall be appointed at the rank of Visiting Instructor.
          
      2. Instructor. Appointments to the rank of Instructor are made on one year contracts, with service at the Instructor level not to exceed two years. Such appointments are made for persons who are working toward a terminal degree. Service as an Instructor before attaining the Ph.D. or other equivalent terminal degree normally is not calculated in the tenurial or sabbatical decisions.
          
      3. Assistant Professor. For a tenure-track position, the normal period of service in the rank of Assistant Professor is six but not to exceed seven years. On the basis of prior service, a shorter probationary period may be negotiated at the time of appointment. Faculty members on tenure track are normally reviewed in their third and sixth year of service. An unsatisfactory review will result in termination of employment at the end of the following year.
          
      4. Associate Professor. Normal period of service in the rank of Associate Professor is eight years with review for promotion in the eighth year. An Associate Professor who receives an unsatisfactory review for promotion to Professor may request a review again no sooner than two years after the initial review. In such a case, the Associate Professor must notify the Dean of Faculty in writing no later than the first Monday in April of her/his intention to stand for promotion to Professor during the following academic year. (Faculty Meeting 10/12/2006)
         Initial appointment at this rank is contingent upon length and excellence of service elsewhere. Such an appointment is normally made for three years with a tenure decision in the second year.
          
      5. Professor. Initial appointment as Professor is contingent upon appropriate length and excellence of service elsewhere. Except under extraordinary circumstances, tenure will not be granted until after the first year of service at Scripps. Such a decision will not be made before March 15 of that year.
          
      6. Conferences with the Dean. Each probationary faculty member will have an annual conference with the Dean of Faculty in which teaching, professional aspirations and accomplishments, and service to the College will be discussed. Each tenured faculty member will meet with the Dean at least once every four years to review their professional progress and teaching evaluations. A written record of the review will be generated by the Dean of the Faculty and approved by the individual professor. In the case of tenured professors, if no memo of understanding can be reached APT must conduct a full review covering all three criteria of teaching, professional activity, and service.
          
5. TIMING OF REAPPOINTMENTS AND PROMOTIONS. By the first meeting of the APT in the Fall semester the Dean of the Faculty will furnish APT with the names of those faculty to be reviewed that year.
    
   1. Part-Time, Non-Probationary Faculty
      
      
      1. Reviewing of Part-Time Faculty
      Part-time faculty will be reviewed every 6th semester (whether consecutive or not). Such reviews will be undertaken by the departments in which such individuals work. The gathering of all relevant information needed for the review will be the responsibility of the department chair and the individual under review. A departmental recommendation signed by all full-time members of the department will be submitted to the Dean of the Faculty. Minority reports are acceptable. The Dean will present the APT Committee with all compiled materials for consideration and recommendation to the President.
      
      2. Rehiring of Part-Time Faculty without a Search and with APT Approval
      Part-time faculty hired through a search process to teach at Scripps who have demonstrated successful teaching as evidenced in a departmental report to the APT, may be rehired without a search to teach the same type of course(s) contingent upon APT approval. The departmental report should include a review of course evaluations from at least one semester’s worth of teaching and at least one class observation and evaluation by a faculty colleague.
      
      3. Rehiring of Part-Time Faculty without a Search and without APT Approval
      Part-time faculty who have taught at least 6 semesters (consecutive or not) and have demonstrated successful teaching as evidenced in a departmental 6th-semester review, may be rehired without a search and without APT approval to teach the same type of course(s) on an annual basis. Per section 3.5 V.A., these faculty will be reviewed every 6th semester.
       
   2. Term Positions
      
      Individuals appointed to these faculty positions will be reviewed every 6th semester. Such reviews will normally be conducted by the Departments in which such individuals work. The individual under review should provide to the Departmental Chair: an updated C.V., a self-evaluation that addresses teaching, and course syllabi. A Departmental recommendation signed by all full-time members of the department will be submitted to the Dean of Faculty. Minority reports are acceptable. The Dean will present the APT Committee with all compiled materials for consideration.   [approved: faculty meeting 10/17/2019]
       
   3. Tenure Track Positions
       
      1. A review will take place in the third year of an initial 3-year or 4-year contract. The options available are (a) a new contract normally of three or four years’ duration; (b) a contract for a terminal year. In extraordinary cases APT, upon recommendation of the Dean of the Faculty, may decide to review a faculty member in the second year of an initial three-year contract.
          
      2. A faculty member who is awarded a four-year contract in a tenure track position following a positive review will be reviewed in the third year of that contract. The options available at the time of this review are (a) recommendation for promotion and tenure effective on the following July l; (b) termination at the end of the contract.
          
      3. Associate Professors are normally reviewed for promotion to the rank of Professor during the eighth year in rank. An Associate Professor who has been denied promotion after eight years may request a review again no sooner than two years after the initial review. In such a case, the Associate Professor must notify the Dean of Faculty in writing of his/her intention to stand for promotion to Professor no later than the first Monday in April in the year prior to review.
          
         1. Voluntary Delay of Promotion to Professor
            An Associate Professor may request a one year delay of the normally scheduled review for promotion to Professor. If, during the following academic year, an Associate Professor requests an additional one year delay, the Dean of Faculty will schedule a conference with the Associate Professor to discuss the matter. Following two requests for a one year delay of review to Professor, an Associate Professor will not be reviewed for promotion until she or he notifies the Dean of Faculty in writing of her/his intention to stand for promotion to Professor during the following academic year. Such a request must be made no later than February 15th when the list of outside reviewers is due, during the academic year prior to the review. After an unsatisfactory review, an Associate Professor may request a review again no sooner than two years following the prior review. As in the case of all tenured members of the faculty, the Dean of Faculty will schedule conferences with Associate Professors every four years
            
            [approved: faculty meeting 02/20/2020]
      4. Unless on the Dean’s initiative and with the approval of the Committee, the APT will not review a faculty member within two years of a prior review.
          
   4. Accelerated Promotion
      Accelerated promotion is reserved for exceptional achievement in teaching, professional work, and service to the College. It is expected that the quantity and quality of the candidate’s scholarly research, level of achievement in teaching, and commitment to service be the same as that for an ordinary review that follows a regular timetable. The request for accelerated promotion must be initiated by the candidate. The Dean will solicit brief letters from both the candidate and the department via the department chair commenting on the request for an accelerated review. The Dean will bring to the APT these letters, along with the Dean’s own recommendation as to how the APT should proceed. The APT will then decide whether or not to undertake a formal review of the candidate. A negative accelerated tenure review will result in a terminal year contract for the following year. This decision will supersede the original contract.
      
       
6. REVIEW PROCEDURES FOR CONTRACT RENEWAL, PROMOTION, AND TENURE
    
   1. Faculty members to be reviewed for contract renewal or tenure will normally be reviewed in the fall; other reviews will normally be conducted in the spring. All faculty scheduled to be reviewed in the next academic year will be notified in writing by the Dean of Faculty by the first day of spring semester classes prior to the review. The letter will describe what materials the faculty member will submit. Normally, the list of outside evaluators provided by the candidate must be made available no later than February 15. Other materials must be available no later than June 30.
       

   2. On behalf of the APT, the Dean will ask the faculty member to suggest in writing the names of students, colleagues at Scripps and the other Claremont Colleges, and professional colleagues outside the Claremont community who can comment knowledgeably upon the faculty member in the light of at least one of the three criteria.

      1. The APT Committee requires a variety of evidence on teaching excellence: letters from colleagues, letters from students, and course evaluations. A full-time faculty member will be asked to submit to the Dean a list of no more than 12 students to whom the APT can instruct the Dean to write soliciting an evaluation. Such a list normally will include advisees, majors in the faculty member’s field, non-majors, and students from Core courses. This is not to replace the reading of individual course evaluations.

      2. At the time of review, the Committee will also solicit additional letters from fifty randomly selected students. These are students who are presently taking or who have been enrolled in and completed the faculty member’s course(s) in the contract period prior to review.

      3. The faculty member under review for promotion to associate professor with tenure or full professor must submit a list of eight names of professionals outside Claremont who would be qualified to evaluate their accomplishments. This list must include the names of at least four reviewers who have been identified as not having had a close association with the candidate previously. The candidate’s list of potential faculty reviewers should normally include only tenured faculty (i.e., associate or full professors), and in the case of promotion to full professor should include at least three full professors.

         The APT will also compile a supplemental list of potential outside evaluators generated by consulting experts in the field (e.g., the candidate’s list, faculty at the Claremont Colleges). The faculty member will be asked to provide a brief description of his/her relationship (if any) with each proposed external reviewer and should also inform the APT if he/she has any special concerns about any of these individuals from this APT supplemental list.

         In cases of tenure and/or of promotion from assistant to associate professor and associate professor to full professor the APT will obtain six letters from outside evaluators (at least three names suggested by the faculty member under review), at least half of whom should be identified as not having had close association with the candidate previously, and at least two of whom must be from the APT’s supplemental list.

      4. The faculty member under review for contract renewal must submit a list of four names of professionals outside Claremont who would be qualified to evaluate their accomplishments. This list must include at least two reviewers who have been identified as not having had a close association with the candidate previously.  The APT will obtain two letters from outside evaluators. One name must be suggested by the faculty member under review and one name must be from the APT’s supplemental list.  At least one should be identified as not having had close association with the candidate previously. The candidate’s list of potential faculty reviewers should normally include only tenured faculty (i.e., associate or full professors).

         As noted above, the APT will also compile a supplemental list of potential outside evaluators generated by consulting experts in the field (e.g., the candidate’s list, faculty at the Claremont Colleges). The faculty member will be asked to provide a brief description of his/her relationship (if any) with each proposed external reviewer and should also inform the APT if he/she has any special concerns about any of these individuals from this APT supplemental list.

      5. The faculty member will be asked to supply in writing to the Dean of Faculty a list of all publications, recordings, slides, etc. produced within the period of the review that he or she wishes to be sent to all outside evaluators.

      6. Should the APT require additional information regarding professional achievement, the Committee may contact additional outside evaluators. These persons will be selected by APT in consultation with the candidate.

      7. The faculty member under review must submit a list of five to eight names of qualified professionals within Claremont from whom the APT will solicit letters of evaluation. In addition, the APT will solicit letters from all full- time members of the faculty member’s department.  Emeriti and/or former departmental members may be included at the faculty member’s discretion as departmental members rather than as Claremont colleagues or external reviewers.  [approved: faculty meeting 3/26/2020]

      8. Unsolicited letters commenting on the candidate’s review will not be included in the candidate’s review file.

      9. Prior to their review faculty members will be informed of the names of students and of Claremont and professional colleagues whose letters are contained in their files, along with the dates of those letters which will be used as a resource in the Committee’s recommendation.
         
         [approved: faculty meeting 11/14/2019]
          

   3. The faculty member under review will be asked to complete his/her dossier with the following material:
       
      1. A list of all courses taught in his/her field and in the Core, together with copies of syllabi, bibliographies, or other equivalent materials.
          
      2. A list of professional accomplishments, accompanied by copies of articles published, folders of productions, programs of performances, and reviews of their relevant works that fall within the timeframe of the review. This would normally include materials produced since hire in the cases of contract renewal and tenure reviews, and since the tenure review in the case of review for promotion to Professor. Note that the timeframe of the review will be commensurately extended where the regular timeline has been contractually shortened due to prior teaching experience. The faculty members should ensure that books published are available in The Claremont Colleges library system. It is the responsibility of each candidate under review to identify in writing materials to be made available to reviewers. The APT is responsible for ensuring that all the materials will be made available to the reviewers.
          
      3. An up-to-date account of service to the College.
          
      4. The faculty member will submit a self-evaluation of his/her professional accomplishments and teaching effectiveness. The candidate may, at his or her own volition, request an opportunity to meet with two members of APT to clarify and elaborate upon information contained in the self-evaluation. Such a request should be transmitted to the Dean of the Faculty. Upon receipt of the request the Dean of the Faculty will convene the meeting at the earliest convenience of the parties concerned.
          
   4. The Dean of Faculty will supply the APT with enrollment figures in a candidate’s courses, numbers of advisees, senior theses, and independent studies during the span of time under review, and the most recent APT review letter, if any.
       
   5. The procedures and criteria to be used by the APT are outlined in the Faculty Handbook. These are based on the By-Laws of the College.
      
      Options such as renewal, non-renewal or extension of contract are available to the APT in making its recommendation to the President.
       

​VII. ADMINISTRATORS TEACHING COURSES

Coterminous Faculty Appointments

The following procedures shall be used to review members of the teaching faculty who have faculty status coterminous with an administrative appointment. Reviews shall be undertaken in the 3rd year of teaching and in every 6th year of teaching thereafter.

For reviews in which promotion in rank is not a consideration:
​The review will be conducted by the Department in which the individual has taught the majority of their classes. The individual under review should provide to the Departmental Chair: course evaluations, course syllabi, and a brief self-evaluation of their teaching. A Departmental recommendation signed by all full-time members of the department will be submitted to the Dean of Faculty. Minority reports are acceptable. The Dean will present the APT Committee with all compiled materials for consideration.

For reviews in which promotion in rank is a consderation:
An administrator holding a coterminous appointment at the rank of Assistant Professor is eligible to request a review for promotion to Associate Professor provided they (a) are in their sixth year of service or higher at the Assistant Professor rank, and (b) have taught a minimum of 12 courses during that period. An administrator holding a coterminous appointment at the rank of an Associate Professor is eligible to request a review for promotion to Full Professor provided they (a) are in their eighth year of service or higher at the Associate Professor rank, and (b) have taught a minimum of 16 courses during that period. The standards and procedures for promotion will be identical to that of regular tenured and tenure-track faculty, i.e., quality of teaching, quality of the candidate’s scholarly research, and commitment to service, as outlined in Sections 3.5.II and VI of the Faculty Handbook. In the case of scholarship, the standards to be applied must be based on what constitutes the norm for the faculty discipline in which the administrator is requesting promotion. This standard involves peer-reviewed work.


B. Administrators Seeking to Offer a Course


1. Any Scripps administrator holding a terminal degree and not hired through the standard faculty hiring process who wishes to offer a course in their field of expertise, shall first obtain approval from the direct supervisor to account for time commitment, commpensation, and potential conflict of interest. Next the administrator shall submit a course proposal to the Dean of Faculty and relevant department(s)/program(s) for approval of the course to be taught and the person to teach it. The Dean, in conjunction with the department(s)/program(s) and APT, shall arrange for the administrator to deliver a talk addressing the administrator’s relevant research and teaching experience. The talk shall be open to all interested faculty, who may provide feedback. After approval by the Dean of Faculty, the relevant department(s)/program(s), and APT, the administrator shall submit the course proposal through the standard course proposal process (see faculty handbook 3.9).

2. APT, in conjunction with the department(s)/program(s) that approved the initial course offering, shall arrange for the administrator’s course to be observed at least twice during the semester. If the administrator wishes to teach the course again, approval must be sought from the department(s)/program(s), APT, and the Dean of Faculty, taking into consideration the in-class observations and any relevant student feedback. If the administrator wishes to teach another course, or more than four semesters have passed since the initial course offering, the administrator should repeat the process outlined above in section B.1.


VIII. SCHEDULE OF RECOMMENDATION AND NOTIFICATION

1. The APT will make its decision and recommendation to the President as early as possible. The recommendation of APT is advisory to the President.
   
   The faculty member being reviewed shall be provided with a copy of the APT majority and any minority report(s) at the same time that this is submitted to the President. The faculty member reviewed shall be informed by the Dean of Faculty that he/she has the opportunity to submit in writing to the President any comments that he/she may wish to make concerning that recommendation, providing that these written comments are submitted within one week of the faculty member receiving his/her copy of the APT recommendation and report.
   
   The terminal dates for notification of a faculty member holding a tenure track position are, as suggested by the AAUP, (1) not later than March 1 of the first academic year of service, if the appointment expires at the end of that year; or, if a one-year appointment terminates during an academic year, at least three months in advance of its termination; (2) not later than December 15 of the second academic year of service, if the appointment expires at the end of an academic year, or if an initial two-year appointment expires during an academic year, at least six months in advance of its termination; (3) at least twelve months before the expiration of an appointment after two or more years of service at the College. (Scripps assumes a terminal fourth year if an initial three-year tenure track contract is not renewed.) To be in conformity with AAUP guidelines, the APT will ordinarily have to make its recommendation to the President on the exceptional cases involving persons in the second year of service before November 15, and in other cases normally before the March meeting of the Board of Trustees and at the latest by the last day of classes of the spring semester.
    
2. The Dean of Faculty participates in all APT discussions and should make her/his position known. As an ex-officio member, however, she/he will have no vote in decisions regarding the review. At the conclusion of the review, the Dean will write to the President summarizing her/his independent assessment of the review. The Dean’s letter is not accessible to the candidate.
    
3. Within three weeks of receipt of the APT’s written recommendation with supporting evidence, and within two weeks of receipt of any response by the faculty member to the APT recommendation and report, the President will notify the faculty member in writing of the recommendation which he/she will take to the Board of Trustees, and when the candidate can expect final action by the Board of Trustees will be taken. In the event that the President submits to the Board of Trustees a recommendation different from that of APT, a copy of the President’s letter to the candidate must also be provided to APT. The Board of Trustees’ decision is final.
    
   1. The President will inform the candidate of the Dean’s and President’s own recommendations.
       
   2. Within two months of the candidate’s receipt of the President’s letter, the Dean will meet with the candidate to discuss further the results of the APT review. For probationary faculty, the Dean will evaluate progress toward and further expectations for tenure. At the request of the candidate, a written record of the meeting, agreed upon by both parties, will be made for the file.
      
      Approved at October 6, 2005 Faculty Meeting
       
   3. Following the unusual case of a second-year review, when APT notes satisfactory progress toward possible renewal of contract, the President will communicate his/her agreement or qualification of it within three weeks of receiving APT’s report. By the following October 1 the Dean will apprise the faculty member of the nature of the third-year review.
       

IX. GRIEVANCE PROCEDURES FOR NEGATIVE APT RECOMMENDATIONS

If the faculty member believes that the APT committee has violated procedures or acted in a discriminatory manner, the faculty member may file a grievance through the procedures described in Section 3.6, Faculty Grievance Procedures. A faculty member who intends to pursue a grievance should notify the President within one week of receipt of his/her copy of the APT report and the formal grievance procedure must be initiated within thirty days from the faculty member’s receipt of his/her copy of the APT report. The grievance process must be completed before the President takes a recommendation to the Board of Trustees. The Board of Trustees decision is final.

The only permitted grounds for a grievance related to an APT recommendation are:
 

1. Alleged violation of APT procedure set forth in the Faculty Handbook;
2. Alleged violation of academic freedom; or
3. Alleged violation of state or federal law (including discrimination).
   
    

X. SPECIAL APPOINTMENT PROCEDURES: A TARGET OF OPPORTUNITY WAIVER

Scripps College policy normally requires a national, competitive search before filling a faculty position. (See Section 3.5, III p.4) However, in special circumstances, an appointment may be made through a Target of Opportunity (TOP) waiver. The TOP waiver enables the College to respond rapidly to opportunities to employ those who can make a unique contribution to the college. TOP waivers will be granted only in exceptional circumstances to hire persons of outstanding quality.

A TOP waiver request may be initiated by a department, program or by the Dean of Faculty. A TOP waiver request must include the following:
 

1. A curriculum vitae, sample of publications or other works, and three letters of recommendation for the candidate.
    
2. Evidence of a consensus within the sponsoring department or program in support of the hire.
    
3. A letter of evaluation of the candidate that assesses the likelihood that the appointment will bring the College distinction in the areas of effective teaching, professional achievement and College service, including the mentoring and advising of the Scripps College student body. This letter of evaluation can come from the department or from an expert in the candidate’s field, selected by the Dean of the Faculty in consultation with the APT.
    
4. A rationale for forgoing a national search process that explains why taking the time to conduct a national search would impede the hire.
    
5. Verification from the Dean of the Faculty that there is funding available for the hire.

The request for waiver will go first to the Faculty Executive Committee. The Faculty Executive Committee will evaluate whether the hire is appropriate given the college’s strategic priorities and curriculum requirements. If the FEC determines that the hire is appropriate, the proposal will then go the Appointment, Promotion and Tenure Committee (APT). The APT will review both the merits of the candidate and the rationale for foregoing a normal search process and decide whether to approve or disapprove the waiver request. If the waiver is approved, the candidate will be invited to campus for an in-person interview with the Dean and with a faculty committee appointed by the APT. Normally, it is expected that the candidate will give a public presentation of his or her scholarly work during this visit. Normally, after the campus visit, the APT will consider interview reports, feedback from students and faculty on the public presentation and the material provided as part of the TOP request and make a recommendation to the Dean and the President.

Faculty: Approved 11/08/2007