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Evaluation and Promotion – NTTF

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Adjunct NTTF Evaluation

Adjunct NTTF must be evaluated on an annual basis. Please note that NTTF holding adjunct appointments are not eligible for promotion, but they are welcome to apply to announced searches for career NTTF. Departmental/unit-level criteria documents pertinent to the review of NTTF, including adjunct faculty members, are being developed, reviewed, and approved during academic year 2014-15. Until this process is complete, please refer to existing departmental/unit policy and practice.

Career NTTF Evaluation

NTTF review and promotion is covered by Article 19 of the United Academics Collective Bargaining Agreement (UA CBA). Departmental/unit-level criteria documents are being developed during academic year 2014-15. Until this process is complete, please refer to existing departmental/unit policy and practice.

Contract Renewal Evaluation for Career NTTF

The details and structure of NTTF evaluation are the responsibility of the academic unit in which the appointment is made, but evaluations must follow some general guidelines:

  • Reviews must occur once in each contract period or every 3 years, whichever is sooner, and consider performance since the faculty member’s last review.
  • For instructional career NTTF, student course evaluations will be offered for each course taught with five or more students. The evaluation of teaching will include a review of evaluations for each course taught.
  • Career NTTF are expected to undergo at least one peer review of teaching per contract period using the standards and timeframe for notification established by the department or unit.
  • Career NTTF in research appointments will be reviewed by established procedures to assess quality of work performed and the outcomes of their contributions.
  • Librarians will be reviewed for demonstrated achievements in professional roles in the library.
  • As applicable, the evaluation of scholarship, research, and creative activity will include assessment of work quality, impact on field nationally and internationally, and overall contribution to the discipline or program.
  • The review process will include an opportunity for career NTTF to discuss efforts and performance with a supervisor at least once during a contract period.
  • Each contract review will include an opportunity for submission of a personal statement with information relevant to his or her performance of assigned duties and responsibilities.  
  • When evaluating the performance of required professional development activities, the review will consider the availability of professional development funds and opportunities, and the faculty member’s efforts to secure funding.
  • Career NTTF will be evaluated only by the approved criteria made available to the faculty member.

Promotion Review Evaluation for Career NTTF

Eligibility: Career NTTF will be eligible for promotion after accumulating six years of service at an average of .4 FTE or greater, accrued at no greater than three terms per academic year for faculty on nine month contracts, and at four terms per year for bargaining unit faculty on 12-month contracts.

Accelerated Review: Candidates with exceptional records may apply for accelerated review, but this step should be carefully considered and initiated only after consultation with the unit head, associate dean (if applicable), and dean or director.

Up or Out: Other than librarians, promotion is elective and not “up or out.” Career NTTF can continue employment at current rank as long as eligible to do so under Article 16, Contracts. Librarians have different promotion guidelines.

Credit for Prior Service:  Terms of hire will state the number of years of credit granted and the earliest date of promotion eligibility. Prior teaching and other activities during the period of prior service will be fully considered during the promotion process, unless the faculty member chooses to delay review until completing six years at UO; if the faculty member completes six years at UO, then prior activity will be of secondary consideration.  If the member uses some but not all credit for prior service, focus of review will be adjusted.

Multiple or Joint Appointments: A memorandum will be completed at time of hire or assignment, specifying expectations for promotion and identifying the process among units. The faculty member and provost or designee must sign memorandum for it to be valid.

Process for Promotion Reviews

Please refer to the guide for preparation of NTTF promotion dossiers for detailed information and sample documents.

The timing of the preparation, submission, and evaluation of the promotion dossier follows a timeline similar to the tenure-track-faculty promotion and tenure process. NTTF promotion files will be accepted on a rolling basis. Files that are received in Academic Affairs by April 15 will be decided on by the provost by June 1. The provost will notify the candidate in writing, with promotion taking effect at the beginning of the next academic or fiscal year (or nearest term).

Typical cases may follow this rough timeline:

Prior Academic Year
Candidate notifies department or unit head of intent to be considered
Fall - Preliminary Work
Candidate provides current CV, statement, and other materials as applicable.
Identification and solicitation of external reviewers (if used)
Fall/Early Winter - Departmental Review
Personnel Committee: write report and a vote
Vote by voting faculty (signed, secret ballot)
Department Head: review report and make recommendation
Winter - School/College Review
Personnel Committee (elected): report and vote
Dean: review report and make recommendation to Academic Affairs by April 15
Spring - University Review
Provost: review dossier and provide decision by June 1

Initiating Promotion Process: The candidate wishing to be considered for promotion notifies his or her department or unit head in the year prior to the year in which promotion is sought and must provide:

  • Curriculum vitae: comprehensive and current research, scholarly and creative activities and accomplishments, publications, appointments, presentations, and similar activities and accomplishments
  • Personal statement: 3-6 pages evaluating own performance measured against applicable criteria for promotion. The statement should address teaching, scholarship, research and creative activity, and service contributions as applicable. The statement should also include discussion of contributions to institutional equity and inclusion.
  • Teaching portfolio (if applicable): representative examples of syllabi or equivalent descriptions of course content and instructional expectations, examples of student work and exams, and similar material
  • Scholarship portfolio (if applicable): comprehensive portfolio of scholarship, research and creative activity, and appropriate evidence of national or international recognition or impact
  • Service portfolio (if applicable): evidence of service contributions to member’s department, center or institute, school or college, university profession and community (e.g., op-ed pieces, white papers, awards, commendation, or letters of appreciation). May include short narrative elaborating on member’s unique service experiences/obligations.
  • Professional activities portfolio (if applicable): comprehensive portfolio of professional or consulting activities related to faculty member’s discipline
  • External reviewers (if applicable): member provides list of potential qualified outside reviewers

Waiver of Access to Materials: The member may choose to waive in advance, and in writing, access to evaluative materials (Article 8).  Signing a waiver does not preclude use of redacted versions in a denial review process.  If redactions will not protect the identity of reviewers, the university may prepare a suitable summary. A notice of waiver or non-waiver will be included in the promotion file.

Notice of Meetings: The member must receive three days notice of any meeting or hearing with a dean or the provost or designee regarding recommendations or decisions on promotion.  The member may have a colleague or union representative present at the meeting as an observer.

Evaluation File: Please see the Academic Affairs page on preparing NTTF promotion files.

Review by Department or Unit: Following review and evaluation by department or unit, department or unit head will prepare a report on the merits of case. The report will include the committee report and recommendation and voting summary, and the head’s independent recommendation. The file will then be sent to the appropriate vice president, dean or director for review.

Review by Vice President, Dean or Director: The appropriate vice president, dean or director will review the file, may consult with appropriate persons and may ask for and document additional non-confidential information. Once the file is complete, s/he prepares a separate report and recommendation and shares with the candidate. Candidate has ten days from receipt of the report to provide responsive material or information, which is included in the file. The file is then submitted to the provost or designee.

Review by Provost or Designee: The provost or designee reviews the file, with input from Academic Affairs and the Office of the Vice President for Research and Innovation, as appropriate, and decides whether to grant promotion. The candidate is notified of the decision in writing.

Assumption of New Rank:  Successful candidates for promotion assume new rank beginning with the next academic or fiscal year or the nearest next term of their employment should their contract not begin with fall term.

Reapplication for Promotion:  Unsuccessful candidates for promotion may continue at their current rank as long as eligible to do so under Article 16, Contracts. Faculty may reapply for promotion after employment by the university for an additional three years at average of .4 FTE or greater, accrued at no greater than three terms per academic year.

Appeal of Promotion Denial: Unsuccessful candidates may appeal as provided by Article 21, Tenure and Promotion Denial Appeal.

Withdrawal of Application: The candidate can withdraw the application for promotion in writing to the provost and the dean at any time before the provost’s decision.

This page last revised 1/9/2015

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