1. The Provost and Vice President for Academic Affairs, the college deans, and the department chairs are responsible for ensuring equitable application of academic load policies for all faculty members; once a year, in early February, these individuals will meet to review the application of policy for the current and forthcoming year in all academic units.

2. Undergraduate Teaching. At the undergraduate level, a standard teaching load is based on 24 credit hours, or the equivalent, per academic year; this applies to both on-campus and distance learning offerings. Although the normal distribution of teaching duties is 12 credit hours per semester, or the equivalent, a department chair may assign variations such as a 15/9 credit-hour distribution during two successive semesters to meet fluctuating student needs or other extenuating circumstances.

Equivalences are necessary for disciplines having courses for which credit hour does not equal weekly in-class scheduled time. For such disciplines, the standard teaching load is based on contact (in-class) hours and should not exceed 12 in-class hours per week except in instances where extensive preparation is not required. In the latter event, 15 in-class hours is the standard. Although the normal distribution of teaching duties in these disciplines is 12 weekly in-class hours (except as noted above), a department chair may assign variations such as a 15/9 contact-hour distribution during two successive semesters to meet fluctuating student needs or other extenuating circumstances.

Supervision of student teachers. No supervisor should be responsible for more than 18 students per semester. The credit-hour load for supervisors is two credit hours per three students supervised and is based on an assumption of weekly visits at wide-spread locations. If visits are less frequent or the locations are clustered, the credit-hour load should be adjusted proportionately.

Supervision of interns. No supervisor should be responsible for more than 18 interns per semester if travel to the intern site is required. In the event that weekly visits are required, the credit-hour load for supervisors is two credit hours per three interns supervised; this standard is based upon the placement of interns at scattered locations. If visits are less frequent or if locations are clustered, the credit-hour load should be adjusted proportionately.

Supervision of practica; instruction in field-based seminars. Faculty members supervising practica or delivering field-based instruction are awarded the credit assigned to the practicum or seminar as part of their teaching load.

Overloads should be discouraged and will be approved only when absolutely necessary. However, when overloads are unavoidable, faculty members may receive additional compensation for any load that exceeds normal expectations.

3. Graduate Teaching. For faculty members teaching a combination of graduate and undergraduate courses, the standard teaching load is based on 21 credit hours (exclusive of thesis direction), or the equivalent, per year. For faculty members teaching only graduate courses, the standard teaching load is based on 18 credit hours (exclusive of thesis direction), or the equivalent, per year; these teaching loads apply to both on-campus and distance learning offerings.

Graduate Faculty Eligibility. Based on excellence in teaching and scholarship, a faculty member holding the terminal degree in his/her discipline is eligible to teach graduate courses in his/her discipline or a related discipline. Our graduate faculty demonstrate excellence both in teaching and scholarly productivity. Scholarly productivity may be demonstrated through publication of research and/or through applied scholarship. Chairs of departments offering graduate programs are responsible for determining an individual’s eligibility to teach graduate courses. In exceptional cases, outstanding professional experience and demonstrated contributions to the teaching discipline may be presented in lieu of formal academic preparation. Such cases must be justified on an individual basis, consistent with the Criteria for Accreditation of the Southern Association of Colleges and Schools.

Qualifications for Reduced Teaching Load. Graduate faculty are eligible for graduate teaching reassignment time if they teach two or more courses, the total of which is at least six credits in value, per academic year (fall/spring semesters) or per calendar year (spring/fall), which meet the minimum enrollment standard of at least five students enrolled for graduate credit per course.

4. Other Load Measures. Time in class and credit hours are only two parameters that may be used to measure load at undergraduate and graduate levels. Other important considerations are the number of different preparations required of each faculty member and the number of students enrolled in classes, as well as the student-intensive nature of instruction (grading written assignments, academic conferencing on a one-to-one basis). Typically, faculty members shall have no fewer than 4, nor more than 7, preparations in a given academic year.

5. Reassigned Time. Faculty members may receive reassigned time, with the approval of the department chair and the college dean, for the following:

a. Department Chairs. One or two courses per semester during term of office depending upon the size of the department, the number of disciplines in the department, and the complexity of discipline-specific activities within the department. Reassigned time is negotiated annually with the college dean.

b. Chair of the Senate. One course per semester during term of office.

c. Thesis direction (graduate faculty). No faculty member should direct more than 6 thesis projects simultaneously. One course reassigned time or compensation while directing three theses or following completion of three theses.

d. Scholarly activity. Faculty members engaged in exceptional scholarly activity may request reassigned time to conduct that activity by submitting a detailed plan to their department chair and college dean. In order to be granted reassigned time, the scholarly activity must lead to the timely production of results that will be available to the public beyond the scope of the Longwood faculty, staff, and students. Culmination of the scholarly activity must be accomplished within two years of the initial awarding of reassigned time. No more than one course reassignment per year is permitted to enhance scholarly activity, which is expected of all faculty within the scope of normal professional responsibilities.

e. Administrative duties related to credit-bearing programs. One course per semester during periods of specific, intensive, administrative responsibilities.

f. Administrative duties related to the direction of SACS, NCATE, and other approved accreditation reports. One course per semester during periods of data collection and report preparation.

6. Other professional responsibilities. Teaching courses is only a portion of the normal professional expectations for university faculty members. Assuming a minimum 40-hour work week, and acknowledging an average 50-60 hour work week, and further assuming that average instructional responsibilities require 12 hours a week in class, at least 28 hours per week are available for faculty members to engage in other responsibilities characteristic of the profession.

These include

a. Preparation for classes, grading, and advising students (estimated 2 hours for each hour in class)

b. Availability to students outside the structured class time

c. Scholarly activity

d. Public service and committee responsibilities

e. Directing undergraduate independent research projects or senior honors research projects

f. Assessment of course and teaching effectiveness

g. Travel related to student field experiences

h. Teaching compensated courses such as Longwood Seminar or off-campus courses

i. Participation in the comprehensive examination process at the graduate level

j. Duties associated with state/regional/national offices in professional organizations

Except for those duties dictated by teaching assignments, the professional activity pursued by each faculty member becomes a matter of individual discretion. Faculty members should keep careful records of their professional activities outside the classroom so that appropriate annual evaluation can be conducted.

References: Minutes of the College Council, March 28, 1991; April 23, 1992, Faculty Senate Minutes, August 1997.

SYLLABUS

Faculty members must give each of their students a syllabus, preferably on the first meeting day but no later than the third meeting day of each of their courses. The syllabus states the expectations of the course. A copy of each syllabus must be filed by faculty members with their department chair and with the dean of their college during the first week of each semester. Distance learning courses must also include provision for structured access to and interaction with the faculty member. The access may be through office hours scheduled at the off-campus site or through appropriate e-mail, Internet, and other electronic communication. The course syllabus should clearly state the means of structured access and interaction for the course.

A syllabus must contain the following information:

1. Course discipline and number

2. Course title

3. Semester offered

4. Instructor's name

5. Instructor's office location

6. Instructor's office telephone

7. Instructor's office hours*

8. Course catalog description

9. Textbook (and any other items to be provided by the students)

10. Course objectives

11. Course content outline

12. Class schedule

(Must include at least a weekly listing of substantive topics with dates.)

13. Course requirements (due dates for tests, term papers, etc.)

14. Grading policy

15. Attendance policy

16. Honor Code statement

17. Other items (optional; name each item if used)

18. Bibliography (references required of all students; other references)

* Faculty members are expected to be available to consult with students outside

scheduled classroom hours.

At least four office hours per week must be posted on the door of each faculty office.

Faculty are also encouraged to include a statement on the actions students should take in the event of inclement weather and the canceling of classes (vice president for Academic Affairs, 1996)

Reference: Minutes of the College Council, November 7,1991, and Faculty Senate 1996

GRADE APPEALS

1. The faculty of Longwood University is unequivocally committed to the principle that evaluation of student work and the assignment of grades are the responsibility and prerogative to be exercised solely by the individual instructor.

2. However, should a student feel the final course grade received was unfairly or inaccurately awarded, the student first should see the instructor involved for an explanation of why the grade was assigned.

3. If the student continues to feel the grade is unfair, the student may file a written appeal with the department chair giving the reasons why the grade should be changed, with any available supporting evidence. The department chair/dean will forward a copy of the appeal to the faculty member and will invite the faculty member to make a written response. For grades awarded in the fall semester, the written appeal must be submitted no later than February 1; for grades awarded in the spring semester and in summer school, the appeal must be filed no later than September 15. Appeals filed later will not be considered.

4. The department chair/dean will within two weeks hold a joint consultation with the student and the faculty member awarding the grade. If the matter cannot be resolved, the department chair/dean will within one week of the joint consultation, request in writing that the Executive Committee of the Faculty Senate appoint a committee to review all matters pertinent to the appeal. The committee will consist of three members of the full-time faculty in the same or related discipline(s). The department chair/dean will send a copy of the request to the Provost and Vice President for Academic Affairs. When the committee has been named, the Executive Committee of the Faculty Senate shall inform the department chair/dean, who will forward to the committee members the student’s original written appeal, a course syllabus, any written response from the faculty member, and all other materials pertinent to the appeal. Through the department chair/dean, the committee may request other materials from the student or faculty member. The committee shall decide that the grade originally assigned will remain unchanged or that it will be changed to a grade decided on by the committee. The decision of the committee is final. The committee will report its decision in a letter signed by all three members and addressed to the department chair/dean, with a copy to the Provost and Vice President for Academic Affairs, the appropriate dean, the faculty member, the student, and the registrar, who will record the grade. The review must be completed so that the grade will be final by the end of the eighth full week of classes.

5. Should the appeal involve a grade assigned by a department chair, the dean of the appropriate college will assume the role normally assigned to the chair. Should the appeal involve a grade assigned by a dean, the Provost and Vice President for Academic Affairs shall assume the role normally assigned to the dean.

6. Students should be aware of the fact that the review procedure may result in a grade being raised, lowered, or remaining unchanged.

References: minutes of the Organization of Teaching Faculty, March 5, 1987; College Council, March 26, 1992.

COURSE OPERATING STANDARDS and Class Meeting Times

1. The published class schedule must be observed by faculty members except in those instances in which changes have been approved. Faculty members are expected to begin and end classes at the times indicated in the schedule. Changes in the schedule can be approved only by the college deans or by the University registrar under the direction of the appropriate college dean.

2. Faculty members are expected to meet all their scheduled classes. Faculty who expect to be absent from any of their classes should obtain permission from their department chair or dean. Emergency absences should be reported immediately to the department chair. In accordance with the University sick leave policy, faculty members must report absences due to illness.

3. If a faculty member is more than ten minutes late to class without prior notice, students may leave.

4. The conduct of classes should enhance the opportunity for high quality learning on the part of the students attending the class. Professional conduct should be based on the premises described in the section on Professional Ethics.

5. Instructors shall grade all evaluative materials as quickly as possible and inform the students of their standing. Review and discussion of these materials will aid in the learning of the course material. Instructors may ask that test papers and answer sheets be returned after the review.

6. All tests, examinations, term papers, reports, or other evaluation material not returned to students will be retained by the instructor at least one semester after grades have been turned in to the registrar. The student has the right to receive a complete explanation from the instructor of the evaluation made on all work for which a grade has been recorded.

Reference: minutes of the College Council, April 23, 1992. Academic Affairs Committee, March 31, 1998.

DEPARTMENT CHAIRS

A. Duties and Responsibilities of Department Chairs

The responsibilities of department chairs are many. In breaking down these responsibilities into seven areas, this description tries to help the department chair become more explicitly aware of the major dimensions and expectations of the position. This document will serve as the basis for a principled evaluation of the faculty member’s performance as a department chair.

Administration: The department chair, the chief academic and administrative officer of the department, is a crucial link in the administrative chain. As a day-to-day administrator, he/she must represent ably the needs of the department faculty, students, and staff to the dean and other administrators. In turn, he/she must communicate effectively college and University policy decisions to the department’s faculty at regular meetings. In addition, the chair should help the department develop productive relationships with, and be an effective representative of, the department to the other departments, the college, the University, and the outside community. Within the department, the chair should ensure the evaluation and assessment of department programs and goals and the writing and timely submission of assessment and other reports and reviews as required by administrative offices in order to implement effectively the goals and objectives of department programs and of the University vision statement to foster a meaningful learning environment to educate student leaders for the common good. The chair should establish an appropriate, collegial committee system to assist him/her in managing the department. The chair may delegate specific duties to individuals interested in performing them. The chair should also be concerned with maintaining effective support staff and services and managing the department budget and facilities efficiently and equitably. Fairness and trustworthiness are important attributes that the chair must display at all times.

Planning and Development: The department chair is responsible for the development of the department. This broader administrative role includes the ability to see and to address the department’s problems/challenges and to plan for future needs such as recruitment, orientation, professional development, administrative appointment, constructive annual evaluation, and support of faculty teaching, scholarship, and service, and staff service and employment, and to foster an encompassing learning environment within the department. Out of a commitment to the integrity of the discipline and to the teaching mission of Longwood, the chair should, in consultation with the faculty, set goals for the growth and development of the department. Perhaps the chair’s most difficult task is to move the department toward the achievement of those goals.

Professional Concerns: The department chair is responsible for the delivery of excellent instruction in the department in order to educate student leaders by engaging students, faculty, and staff to cultivate a comprehensive and compelling learning environment under the guidance and direction of the college dean and Provost and Vice President for Academic Affairs in coordination with the Office of Admissions, the Registrar, and other administrative officers. The chair should set an example for the faculty both in teaching and professional activities. He/she should be concerned with both curriculum and faculty development. For example, the chair might seek to have faculty workshops on pedagogy or establish a department speaker series. The chair should be supportive of the general curriculum and should seek to have faculty participate in the general education series. The chair should encourage faculty to seek intramural and extramural grants and contracts and, when necessary, assist them in these endeavors.

Faculty: The department chair needs to be able to communicate easily and effectively with the department’s faculty. He/she must be available to and approachable by faculty for consultation. The chair must strive to be objective and fair in evaluation for promotion, tenure, and salary decisions, and in general help elicit the best performance from diverse faculty members. It is the chair’s responsibility to determine faculty merit raises on the basis of goal setting based on previous discussions with the chair about expectations to be met during the review cycle. The chair should also support the search for the best possible new faculty member/s, while nurturing the growth and development of the present departmental members.

Students: The chair should likewise be available to and approachable by students. The chair is responsible for the successful recruitment, orientation, advising, and registration of students, including the management of grade appeals, the attainment of the most appropriate student schedules through the administration of independent study courses, internships, course substitutions, and withdrawals, and the development and support of student advisory, educational, and service committees, clubs, and honorary societies. It is imperative that the chair be a leader in helping to develop the best procedures for advising, for recruiting, and for providing sound career council to advanced students. The chair should also seek to involve students with faculty and departmental activities when it is appropriate.

Leadership: The department chair’s individual leadership style is perhaps the most elusive aspect of the role to prescribe and/or describe. Though individual style may differ, it is clear that the chair ought to be dedicated to the welfare of the department and foster a professional work atmosphere. It is imperative that the chair be perceived as fair, reasonable, approachable, humane, and effective. The chair’s prime concern ought to be the welfare of the department and not how a decision affects the chair personally. The chair can usually gauge the quality of his/her leadership from the morale of the department, and a chair should seek feedback on the faculty’s perception of his/her leadership. The chair is responsible for the delivery of excellent instruction through efficient resource allocation, class scheduling, catalog copy publication, curriculum and program development, and faculty and staff development.

Others: It is important that chairs of different departments have important duties and responsibilities to administer various programs that are unique to these departments in addition to the role, responsibilities, and duties outlined in this document.

B. Selection and Compensation

1. Preamble

Since responsibilities and compensation need to be each commensurate with the other, it is important for everyone to understand at the outset that, for the purposes of this document, a department chair is defined as someone who has a full range of responsibilities over a department, including, but not limited to, both the operational and planning aspects of personnel, curriculum, instruction, scholarship, advising, merit evaluation, and budgeting.

2. Term of Office

The term of appointment for a department chair is three years. The appointment is made by the dean (with the approval of the Provost and Vice President for Academic Affairs) in consultation with the faculty. A department chair may be asked to serve two, and at most three, additional three-year terms by the dean, in consultation with the faculty. Department chairs will be evaluated each year by their faculty. This feedback will be provided to the dean. During the final year of the three-year term, an extensive review will be done in early February (deadline of February 15th) by the dean to determine if the department chair will be asked to continue to serve the University in the role of department chair. It should be understood that circumstances may arise where the dean will have to replace the department chair before the three-year contract has run its course.

3. Selection

Appointment by the dean will in all cases be determined by the potential of the candidate to fulfill all the duties and responsibilities as elucidated herein. The first step in the selection process by the dean will be to consult with all faculty members within the department. The dean will determine if there are internal candidates who are willing to take on the responsibilities of the position and have the potential to do an outstanding job in terms of leadership qualities and interpersonal skills to help develop faculty members, create high morale among the faculty, and be a positive force within the University. The dean selects a department chair based on what is best for the department through consultation and collaboration with faculty (2/3 concurrence by faculty as stated in the FPPM) and will seek the Provost and Vice President’s support for that selection. If the position is not filled internally, a national search will be conducted. The dean will serve as, or arrange for, an interim chair until the position is filled. The faculty within the department will interview and recommend at least two candidates to the dean.

4. Compensation Policy

The chair is normally expected to be available during the summer months. Chairs will be compensated for summer responsibilities by being paid a stipend of $2,000. Chairs are entitled to the following compensation during the academic year:

• A minimum of one course (3 credit hours) reassigned time during the academic year up to a maximum of four courses (12 credit hours) per year as a function of the number of faculty and staff, the department chair is responsible for supervising and evaluating and the complexity of the program/s within the department. Receiving more than one course reassignment must be negotiated with the dean and receive prior approval of the Provost and Vice President for Academic Affairs.

• The department chairs in the largest department, those that have 20 or more faculty, will each receive a stipend of $5,000. Department chairs in the other departments will receive a stipend of $4,000.

Remarks

• The principle concerning summer duties for department chairs is that chairs are responsible for summer office functions - keeping the office open, following up on inquiries and messages, helping with summer orientation, and being available to talk to prospective students and parents - but are not necessarily present every day of the summer. This will need to be worked out in consultation with the dean. It should be noted that this is not an all inclusive listing of the duties and responsibilities during the summer months.

• Chairs who can present a reasonable case for needing a summer free and who can find a department colleague who is willing to be acting chair for the summer may apply for release from summer responsibilities. In that case the summer stipend is transferred to the acting chair

5. Leave and Conclusion of Service

Chairs who go on leave for the whole year during the chairmanship term will receive none of the compensation associated with the chairmanship. Chairs who go on leave for part of the year may receive reassigned time and stipends which are appropriate to the amounts of their administrative service during that year.

Chairs who return to the faculty ranks will no longer receive reassigned times or either of the stipends.

6. Acting Department Chair

A faculty member who becomes acting department chair for the entire year will receive compensation which is appropriate for the regular chair.

A faculty member who becomes chair for part of the year will receive compensation which is appropriate to the amount of his/her administrative service during the year.

Reference: Academic Affairs Committee, October 31, 1997.

Reference: Report of the Committee on Structure and Governance, May 4, 1989.

BY-LAWS OF THE LONGWOOD FACULTY SENATE

ARTICLE I--NAME

Section 1. The name of this organization shall be the Longwood Faculty Senate.

ARTICLE II--PURPOSE AND RESPONSIBILITY

Section 1. The Senate may initiate legislation concerning educational policy. Under the final authority of the President and the Board of Visitors, the Senate shall have responsibility to advise and make recommendations on matters of curriculum, academic programs and policies; faculty development; and status. Nothing herein shall limit the authority of the President or the authority of the Board of Visitors to act upon any matter relating to the University.

ARTICLE III--MEMBERSHIP

Section 1. Elected Members. Each academic department shall elect a representative to serve on the Senate. Departments with at least 12 full-time faculty shall elect 2 representatives, hereinafter referred to as Senators. Departments with at least 24 full-time faculty shall elect 3 Senators. Senators shall have full floor and voting privileges on all matters before the Senate. Full-time faculty shall be understood to mean the number of full-time faculty allotted to the department at the time of the election.

Section 2. Ex-Officio Members. The President of the University, Provost and Vice President for Academic Affairs, Vice President for Administration and Finance, Vice President for Student Affairs, Academic Deans, Faculty Representative to the Board of Visitors, and a Student Representative chosen by the Student Government, shall be ex-officio members and enjoy full floor privileges, including the making of motions, on all matters before the Senate. The Academic Deans shall also enjoy voting privileges on all matters before the Senate.

Section 3. Each Senator shall serve a two-year term and any person who serves two consecutive terms must be out of the Senate for a year before serving another term.The Senate holds that individuals who serve one year or less of what would have been another person’s term or who drew a one year term at the start of the present system may still be elected to and serve two full consecutive terms in the Senate. Individuals who serve more than one year of a term may be elected to and serve only one additional term before sitting out of the Senate for a year.

Section 4. Departments shall hold elections for the Senate during the first two weeks of the Spring semester for terms which begin on July 1.

ARTICLE IV -- OFFICERS

Section 1. The Voting members of the Senate shall elect from their ranks a chair, deputy chair, and three members who, along with the Provost and Vice President for Academic Affairs, shall serve as the Executive Committee of the Senate. This Executive Committee must have at least one member from each of the three academic schools.

Section 2. Each of the elected officers shall serve for a one-year term.

Section 3. Officers shall be elected at the last regularly scheduled meeting of the Senate in the spring semester from among those persons who will be voting members of the Senate beginning July 1.

ARTICLE V -- MEETINGS AND QUORUMS

Section 1. Regular meetings of the Senate shall be held monthly during the academic year, and special meetings may be called. The scheduling and calling of meetings shall be done by the Executive Committee of the Senate. (The first meeting following the establishment of the Senate shall be called by the Provost and Vice President for Academic Affairs.)

Section 2. The Executive Committee of the Senate shall be responsible for the development of the agenda for the Senate. Senate agenda shall be available to all faculty and interested parties three working days prior to Senate meetings.

Section 3. A quorum for a Senate meeting shall consist of at least 2/3 of the voting members. It shall take a 2/3 vote to take action on any item not on the published agenda.

Section 4. Senate meetings shall be open to all interested parties. Chairs of academic departments and executive officers of academic, administrative and service units who are not members of the Senate and individuals serving on committees reporting to the Senate shall have the privilege of the floor on matters of direct concern to their units when such matters are before the Senate for consideration. Other individuals shall whenever reasonable be given an opportunity to address the Senate with their concerns.

ARTICLE VI -- REPORTING CHANNELS

Section 1. Recommendations of the Senate will go to the Provost and Vice President for Academic Affairs. The Provost and Vice President for Academic Affairs, under the authority of the President, will report back to the Senate regarding action on Senate recommendations.

Section 2. The Senate shall report its work to the general faculty in a timely and appropriate manner. Senators must report to their departments.

Section 3. Senate committees shall report to the Senate for information and action purposes.

ARTICLE VII -- COMMITTEES

Section 1. Committees shall be elected by the Senate or appointed by the Executive Committee and report to the Senate. The Executive Committee shall appoint all committee chairs from the ranks of Senate members on those committees. Committee and chair appointments made by the Executive Committee must be approved by the Senate. This section shall not apply to the Faculty Status Committee provided for in Article X.

Section 2. Committees shall include Senate and non-Senate members. All committee members shall have voting privileges in the conduct of committee business. The Executive Committee shall ensure that on standing Senate committees there be at least one member per each academic school. The Executive Committee shall try to ensure that on such committees there be no more than one member per academic department, unless there are good reasons to make exceptions.

Section 3. The Senate may establish standing committees.

Section 4. The Senate and/or the Executive Committee may establish ad hoc committees whose existence may not last for more than one year unless their existence is extended by specific action of the Senate and/or Executive Committee.

Section 5. No one shall serve more than 5 consecutive years on standing committees of the Senate.

ARTICLE VIII -- EXECUTIVE COMMITTEE OF THE SENATE

Section 1. The Executive Committee of the Senate shall guide the work of the Senate. It shall develop the agenda for Senate meetings and have responsibility for making appointments to and overseeing the committee system.

Section 2. The full-time teaching faculty of the Executive Committee shall also serve as an advisory committee to the President of the University. It shall report its work in this capacity to both the Senate and the general faculty in a timely and appropriate manner.

Section 3. The Executive Committee of the Senate shall consist of the Officers of the Senate listed in Article IV, Section 1, of these By-Laws.

ARTICLE IX -- COMMITTEE ON EDUCATIONAL POLICY

Section 1. This committee shall make recommendations to the Senate on curriculum proposals, academic programs, degree requirements, academic rules and regulations, general education, the graduate program, and admissions policy.

Section 2. This committee shall consist of the Chairs of the Curriculum Committees established by each academic school, and at least 4 Senate members and at least 4 non-Senate faculty appointed by the Executive Committee.

Section 3. The term of office on this committee shall be for one year, but individuals may serve additional terms.

Section 4. The chair of this committee shall be appointed by the Executive Committee.

ARTICLE X-- COMMITTEE ON FACULTY STATUS

Section 1. The purpose of the Faculty Status Committee shall be to act as a liaison and hearing committee between faculty members or between the faculty and administration, at the request of either, in matters affecting faculty status. The Faculty Status Committee shall report on the number of cases it has heard to the Senate and to a meeting of the general faculty at least once a year.

Section 2. The Committee shall conform to procedures as approved by the Senate and published in the Faculty Policies and Procedures Manual.

ARTICLE XI -- PROMOTION AND TENURE POLICIES AND PROCEDURES

Section 1. This committee shall make recommendations to the Senate on policies and procedures governing appointment, reappointment, rank, promotion, and tenure of faculty, and on policies and procedures governing faculty status appeals.

Section 2. This committee shall consist of at least 3 members of the Senate and at least 3 non-Senate faculty appointed by the Executive Committee.

Section 3. The term of office for this committee shall be for one year, but individuals may serve additional terms.

Section 4. The chair of this committee shall be appointed by the Executive Committee.

ARTICLE XII -- COMMITTEE ON FACULTY DEVELOPMENT

Section 1. This committee shall make recommendations to the Senate on policies on sabbatical and other academic leaves, policies on faculty development, and policies on faculty awards.

Section 2. This committee shall make recommendations to the appropriate administrative offices on faculty sabbatical and other academic leaves on faculty development and research grants and on faculty awards. (This large committee will assume the duties of the existing Faculty Development and Research Committee, and the Awards Committee. This committee and its subcommittees are bound to follow existing policies, appointment guidelines, and procedures in these areas. Any changes in policies and procedures which in the past have required Council approval would require Senate approval. Those internal procedures, decisions, and recommendations to the appropriate administrative offices which have in the past been handled at the committee level in this areas would continue to be handled at the appropriate committee or subcommittee level.)

Section 3. This committee shall consist of at least 5 members of the Senate and at least 10 non-Senate faculty appointed by the Executive Committee.

Section 4. The term of office for this committee shall be for one year, but individuals may serve additional terms.

Section 5. The chair of this committee shall be appointed by the Executive Committee.

ARTICLE XIII --COMMITTEE ON FINANCE AND PLANNING

Section 1. This committee shall serve as an information link between the faculty and administration on finance and budget.

Section 2. This committee shall consist of at least 4 Senate members and at least 5 non- Senate faculty appointed by the Executive Committee.

Section 3. The term of office for this committee shall be for one year, but individuals may serve additional terms.

Section 4. The chair of this committee shall be appointed by the Executive Committee.

ARTICLE XIV -- THE GENERAL FACULTY AND ITS MEMBERS

Section 1. The general faculty shall meet at the start of each school year and shall meet at least one time during the spring semester in order to hear from the Senate and question the Senate. Other meetings may be called for social reasons, for reasons of sharing information, to hear a general faculty discussion of some matter, or to ask the Senate to consider some matter.

Section 2. Voting membership in general faculty meetings shall consist of all full-time teaching faculty, deans, librarians and coaches who hold the rank of lecturer, instructor, assistant professor, associate professor, or professor, and T&R or professionals assigned to academic departments (such as an Artist-in-Residence). Full-time members of the teaching faculty who are given a reduced teaching load because of a part-time non- teaching assignment--including area coordinators and department chairs - - maintain voting membership in these meetings. Members of the following groups shall be non-voting members in these meetings: all part-time faculty, professor emeriti, administrators with faculty rank other than academic deans, and a representative designated by the Student Government Association.

Section 3. Meetings of the general faculty may be called by the President of the University, the Provost and Vice President for Academic Affairs, the Executive Committee of the Senate, 40% of the voting membership of the Senate, or by petition to the Executive Committee by 40 members of the general faculty.

Section 4. The chair of the Senate shall preside at these meetings.

Section 5. A quorum at each meeting shall normally be 40% of the voting membership. A quorum of 55% of the voting membership shall be necessary for amending the By-Laws.

ARTICLE XV --FACULTY REPRESENTATIVE TO THE BOARD OF VISITORS

Section 1. The Faculty Representative to the Board of Visitors shall represent the faculty before the Board and shall also attend meetings of the general faculty, the Executive Committee when it meets with the president, and the Senate in order to hear faculty concerns.

Section 2. This member of the faculty shall be elected by the voting members of the general faculty at the first meeting of that body at the start of the academic year.

Section 3. The term of office shall be for one year with the eligibility for re-election.

ARTICLE XVI --ADMINISTRATIVE SUPPORT

Section 1. The administration shall provide reasonable administrative support for the operation of the Senate and its committees, including the timely distribution of agenda minutes, and reports to all interested parties.

Section 2. The Executive Committee shall work with administration on these matters.

ARTICLE XVII -- PARLIAMENTARY AUTHORITY

Section 1. For procedures not covered in these By-Laws, the most recent edition of Robert's Rules of Order. Newly Revised shall be the authority.

Section 2. The Executive Committee shall appoint a parliamentarian from the Senate.

ARTICLE XVIII--AMENDMENTS

Section 1. These By-Laws may be amended by a 2/3 vote of the general faculty.

Section 2. The Senate and the general faculty must receive notice of such proposed amendments at least two weeks prior to any vote on the amendments.

Section 3. Amendments are subject to the approval of the Board of Visitors.

Approved by the Longwood Board of Visitors Executive Committee, March 16, 1995, as authorized by the Board of Visitors, February 4, 1995, October 19,1996.

ACADEMIC AFFAIRS COMMITTEE

1. Purpose and Duties: The Academic Affairs Committee is an advisory committee to the Senate and, in this capacity, recommends policy on academic rules and regulations. In addition, the committee is an advisory body for the Provost and Vice President for Academic Affairs and serves as a valuable link in disseminating information between the academic administration and the departments. All matters pertaining to the academic well-being of the institution are within the purview of this committee.

2. Membership: Varies with the number of academic departments.

3. Ex-officio Members: All members of this committee are ex-officio since they all serve by virtue of position. Voting members are the department chairs and the Director of the Library. Other members are the Provost and Vice President for Academic Affairs, the college deans, the Associate Provost, the Director of Assessment/Institutional Research, the Director of General Education, the Director of Graduate Studies, the Director of the Honors Program, the Director of International Affairs, the Director of Liberal Studies, and the Registrar.

4. Tenure Restrictions: None

5. Departmental Restrictions: Chair of each department.

6. College Restrictions: Dean of each college.

7. Other Restrictions: None

8. Term of Office: Duration of time in position.

9. Method of Selection: By virtue of position.

10. Chair: A committee of three department chairs, representing at least two of the three colleges and elected each May, schedules meetings and sets the agenda. One member of this committee is elected to preside at meetings.

11. Reporting Route: To the Faculty Senate.

Reference : Minutes of the Faculty Senate.

COMMITTEE ON FACULTY STATUS

1. Purpose: The purpose of the Faculty Status Committee shall be to act as a liaison and hearing committee between faculty members or between the faculty and administration, at the request of either, in matters affecting faculty status. The Faculty Status Committee shall report on the number of cases it has heard to the Senate and to a meeting of the general faculty at least once a year. This Committee shall conform to procedures as approved by the Senate and published in the Faculty Policies and Procedures Manual.

2. Membership: 5 members; 4 alternates.

3. Ex-officio Members: None

4. Tenure Restrictions: Members must be tenured.

5. Departmental Restrictions: Only one person from a department may serve at a time.

6. College Restrictions: None

7. Other Restrictions: Any faculty member with tenure may be elected to membership on the committee with the exception, made to avoid conflicts of interest, of the following persons:

a. Department chairs or any faculty member who also holds an administrative position

b. Members of the Faculty Senate Executive Committee.

8. Term of Office: The term of office for committee members shall be two calendar years beginning at the first Senate meeting of the academic year following the election. An alternate shall serve for one calendar year. Members may not succeed themselves but may thereafter be elected to the committee. An alternate may be reelected as an alternate or elected as a member.

9. Method of Selection:

a. Elections shall be held annually.

b. Those members listed in the official faculty roster shall be eligible to vote.

c. Election of members.

(1) During the month of February, the Committee on Faculty Status shall provide each member of the faculty with a nominating ballot for selecting new members and alternates of the committee and at the same time shall inform the faculty as to the number of vacancies to be filled.

(2) Each faculty member shall check the number of names equal to twice the number of vacancies to be filled (new members plus four alternates), and the checked list shall be returned to the faculty status chair who, with the assistance of the committee members, shall tabulate the results and prepare a list of nominees.

(3) There shall be twice the number of nominees as there are vacancies to be filled; the twelve or fourteen names receiving the highest number of checks shall be declared nominees. There may be no more than one nominee from a single department. The nominees will be contacted to confirm their willingness to serve.

(4) The election ballots shall be distributed by the Committee on Faculty Status to the members of the faculty and shall be returned to the faculty status chair within five class days. Members of the committee will assist the chair in counting the ballots. The individuals receiving the highest number of votes will become regular members (two or three) except that no department may have more than one member serving as a regular member. Those departments which do have a regular member may have another member of that department serve as an alternate, as long as both individuals do not serve at the same time. The alternate members will be selected in the order to be called by the number of votes they receive after regular members have been selected. Alternate members shall serve for only one year but may be reelected. The results of the election will be announced at the next Senate meeting.

10. Chair and Notification Requirements:

a. The continuing and new members of the Committee on Faculty Status shall meet to elect a chair for the following year before the final Senate meeting.

b. The new members, the alternates, and the new chair shall be announced by the current chair at the final meeting. This information shall be recorded in the Senate minutes.

11. Filling unexpired terms:

a. If it is necessary for the committee to function, and if for any reason, any member is unable to serve, his/her place shall be filled by alternates in order of precedence.

b. If at any time the committee determines that it will not be able to function because of a lack of alternates, the committee will notify the faculty of the nature of this situation and will submit for faculty confirmation the name of an individual selected by the committee to serve the unexpired term.

12. Duties of the Committee:

a. The committee shall act in matters of:

1. A faculty member's grievance against the administration (See 14, Procedures for Appeals and Hearings);

1. A faculty member's grievance against another faculty member(s) (See 14, Procedures for Appeals and Hearings).

b. The administration may at its discretion refer matters of faculty status to the committee for recommended action. These referrals must be made in writing to the committee.

c. The committee shall act upon a written statement signed by the complainant with a request for a hearing; a preliminary hearing shall be held as soon as possible after receipt of the request.

d. Committee members will disqualify themselves if the appeal involves a faculty member from their departments or if it is felt that there is a conflict of interest.

e. The committee shall keep confidential records of its proceedings for three years.

f. When the committee feels that such action is warranted, it shall hold a full hearing within approximately two weeks of the preliminary hearing, at which time all concerned parties shall be invited to be present and the Provost and Vice President's office shall be notified of the nature of the appeal. The Provost and Vice President shall be requested to attend a full hearing of the Committee on Faculty Status under the following conditions:

(1) When the Provost and Vice President has information pertinent to the case that, in the opinion of the committee, is not available elsewhere.

(2) The Provost and Vice President will be present only for the portion of the hearing when the Provost and Vice President is asked questions.

g. The President, or other individuals with pertinent information, may be requested to attend a hearing.

h. The recommendations of the committee shall be determined by majority vote.

i. In cases between the faculty and administration, the recommendations of the committee will be furnished to the parties concerned, the President and the Provost Vice President. If the committee determines that the grievance was caused primarily by inadequate procedure, it should recommend specific procedural improvements to the Provost and Vice President. These procedural recommendations shall be in a separate letter from the recommendations concerning the appeal. If an appeal is made to the Board of Visitors, transcripts of the hearing will be available to the Board of Visitors and the parties involved.

j. In the event that the committee, in its opinion, determines that there is a conflict of authority involved in a case, then it is the responsibility of the committee to seek an interpretation as to which authority takes precedence. This may be done with the Provost and Vice President, the President, or through the President, with the Board of Visitors.

k. If the committee's recommendations are in favor of the complainant, and if, in the opinion of the committee, suitable action has not been taken within a reasonable time at the appropriate or highest University administrative level, the committee shall send a copy of the proceedings together with its recommendations to the Rector of the Board of Visitors.

l. In grievances between faculty members, if the services of the committee lead to a resolution that is mutually satisfactory to everyone concerned, no further action will be taken and no report made.

(1) Intradepartmental complaints:

(a) If recommendations are made by the committee, copies will be furnished to the parties involved, to the department chair, and to all others to whom prior appeal had been made.

(b) If, in the opinion of the committee, suitable action has not been taken within a reasonable time, the committee, at the request of either party, shall send its recommendations through as many levels of appeal as necessary.

(2) Interdepartmental complaints:

(a) If recommendations are made by the committee, copies will be furnished to the parties involved and to all others to whom prior appeal had been made.

(b) If, in the opinion of the committee, suitable action has not been taken within a reasonable time, the committee, at the request of either party may send its recommendations to either or both department chairs, deans, or the Provost and Vice President, and through as many more levels of appeal as necessary.

13. Authorities of the Committee: The Committee on Faculty Status has the authority to determine whether or not the complainant has a legitimate grievance and, if legitimate, to recommend an appropriate remedy to the appropriate administrative level. A grievance is legitimate if

a. The established policies of the university as adopted by the Board have been violated.

b. The established procedures of the university have been violated.

c. Established procedure is not adequate or fair (in which case a recommendation for change should be suggested).

d. It appears that judgments concerning an individual's status have been made without properly considering all the evidence pertinent to the case, or

e. The grievance involves any issue affecting faculty status including (but not limited to the following):

(1) Tenure

(2) Contract renewal

(3) Promotion

(4) Salary (limited to due process)

(5) Merit increases (limited to due process)

(6) Academic freedom

(7) Unethical conduct

(8) Other general areas

14. Procedures for Appeals and Hearings:

a. Faculty-Administrative Grievance Avenues of Appeals

(1) Before the Committee on Faculty Status can hear a grievance, the aggrieved faculty member must have appealed the decision through all administrative channels short of the President. The appeal must start at the level at which the party was aggrieved or denied. The order of appeals is

(a) Departmental committee (if applicable)

(b) Department chair (if applicable)

(d) Provost and Vice President for Academic Affairs

(e) Committee on Faculty Status

If any of these refuse to hear the appeal, the required effort to appeal at that level has been met.

(2) All requests for appeal and replies should be in writing, if possible, so that copies can be furnished to members of the Committee on Faculty Status.

b. Faculty-Faculty Grievance Avenues of Appeal

(1) Intradepartmental complaints:

(a) Other party (through an intermediary if necessary)

(b) Department chair

(d) Provost and Vice President for Academic Affairs

(e) Committee on Faculty Status

(f) President

(2) Interdepartmental complaints:

(a) Other party (through an intermediary if necessary)

(b) One or both department chairs

(d) Provost and Vice President for Academic Affairs

(e) Committee on Faculty Status

(f) President

c. Request to Committee on Faculty Status for Hearing.

(1) A request for a hearing to the Faculty Status Committee must be in writing. It must contain enough information on the nature of the request for the committee to determine whether it falls within the authority of the committee.

(2) The inclusion of supporting data and documents is an aid to the committee in setting up the preliminary hearing.

(3) It is helpful if six copies of the material are submitted to the committee.

d. Disqualifications of Committee Members

(1) Any Faculty Status Committee member from the same department as the complainant will be disqualified from sitting at the hearing. In the event of a faculty grievance, any committee member from the same department as the second faculty member will likewise be disqualified from serving.

(2) Committee members may and should disqualify themselves if they feel there is a conflict of interest.

(3) In the event that any member of the committee does not serve, an alternate, selected by order of precedence, will serve.

15. Procedures for a Preliminary Hearing

a. All committee members shall be present at all hearings and deliberations of the committee.

b. The preliminary hearing is held to determine whether there are sufficient grounds for the complaint to warrant a full hearing.

c. The Committee will invite to the hearing the complainant and all others involved in the grievance.

d. The Committee will hear each individual separately, the complainant first. In trying to arrive at the pertinent facts, the Committee may deem it necessary to recall a witness after others have been heard. The Committee may ask questions of those appearing to clarify the evidence before it.

e. The evidence at this preliminary hearing will be tape recorded.

f. If any documents are presented, the Committee will need six copies.

g. The decision of the Committee will be reached by a majority vote.

16. Procedures for a Full Hearing

a. The full hearing shall be held within two weeks of the conclusion of the preliminary hearing at a time and place set by the Committee, as convenient as possible for all concerned.

b. The claimant may, if he or she wishes, have another faculty member present as a silent witness to the proceedings.

c. If the claimant wishes others to present evidence on his or her behalf, the Committee must be consulted ahead of time about the witnesses involved and the nature of the evidence. The Committee will decide which witnesses, if any, are pertinent to the appeal.

d. All parties involved in the appeal will be invited to be present and to give their evidence.

e. All involved parties will be present during the presentation of evidence. If the Committee deems that an outside person has pertinent evidence not otherwise obtainable, it may request that evidence and then excuse that individual.

f. The claimant will be given the first opportunity to present the case followed by the other parties involved.

g. The Committee members may ask questions of any party present to clarify the evidence.

h. All evidence given at the hearing will be tape recorded.

i. The deliberations of the Committee after the evidence is submitted will be private, confidential, and not recorded.

j. If it is not possible for the Committee to gather some evidence that is essential in deciding the appeal, the Committee may postpone or suspend the hearing and complete it as soon as the evidence is obtained. This provision does not apply in a case such as tenure where the Committee’s decision must meet a deadline.

k. If any documents are presented, the Committee will need six copies.

17. Outcome of the Appeal

a. The Faculty Status Committee will notify the claimant, the other parties involved, the Provost and Vice President for Academic Affairs, and the President of its decision and the reasons for it in writing as soon as possible after the full hearing. (This is usually about two days.)

b. If the claimant appeals to the Board of Visitors, transcripts of the hearing will be made available to the Board of Visitors and the parties involved.

c. If a decision in favor of the claimant is denied by the President, a copy of the proceedings will be sent to the Rector of the Board by the Committee. In its cover letter the Committee should remind the Rector that the Chair of the Committee or one of its members can be available to answer questions.

References: Minutes of the Longwood Faculty, March 2, 1976; February 4, 1977; December 3, 1979; Minutes of the Organization of Teaching Faculty, April 13, 1981; April 4, 1985; May 1, 1986; Minutes of the Board of Visitors, May 7, 1976; May 16, 1986.

APPENDIX A

Procedures for Requesting Exemptions to Terminal Degree Requirements

1. A faculty member may make a written request for an exemption to the department chair. The department chair shall study the request, make a recommendation (positive or negative) and, by 5:00 p.m. of the thirtieth day after receipt, shall forward the recommendation, the faculty member's personnel file, and the original request to the department tenure (for non-tenured faculty members) or promotion (for tenured faculty members) committee. A copy of the recommendation shall also be sent to the faculty member. A department chair, with the approval of the faculty member, may also initiate a request for an exemption at any time by sending a written recommendation to the department tenure or promotion committee.

2. The department tenure or promotion committee shall consider the request from the department chair in a formal committee meeting. By 5:00 p.m. of the thirtieth day after receiving it, the committee's written recommendation, along with the original request and the department chair's recommendation, shall be forwarded to the dean and a copy of the recommendation sent to the department chair and faculty member. The committee, with the approval of the faculty member, also may initiate a written request for exemption which shall be sent to the department chair, who shall return a recommendation to the committee by 5:00 p.m. of the thirtieth day after receiving it.

3. The dean shall consider the request and, by 5:00 p.m. of the thirtieth day after receiving it, forward a recommendation, along with the faculty member's request and the recommendations from the department chair and department committee, to the Provost and Vice President for Academic Affairs. Copies of the dean's recommendation shall also be sent to the department chair, the department committee, and the faculty member. The dean may request and examine the faculty member's professional file before making a recommendation. The dean, with the approval of the faculty member, also may initiate a written request for exemption which shall be sent to the department chair. The department chair shall proceed following the provisions in paragraphs 1 and 2.

4. The Provost and Vice President for Academic Affairs shall make the final decision on the exemption after examination of the faculty member's request and the recommendations from the dean, the department chair and the department committee. The Provost and Vice President may request and examine the faculty member's professional file before making a decision. If any of the recommendations are in disagreement, the Provost and Vice President shall convene a meeting of all of the parties involved before making a decision. If the Provost and Vice President reaches a tentative decision which disagrees with a unanimous set of recommendations, the Provost and Vice President shall convene a meeting of all of the parties involved before making a final decision. The Provost and Vice President for Academic Affairs shall notify the dean, the department chair, the department committee, and the faculty member of the decision. A final decision on the request for exemption shall be made by the Provost and Vice President for Academic Affairs by 5:00 p.m. of the forty-fifth day after receiving the recommendations.

5. The faculty member may withdraw the request for exemption at any time prior to the Provost and Vice President's announcement of the final decision. The withdrawal shall be in writing to the department chair, who shall notify other involved persons.

Reference: Organization of Teaching Faculty, March 5, 1987.

APPENDIX B: Time Tables for Review of Faculty

NOTE: If any date falls on a weekend, the due date is the next Monday.

Time Table for Promotion Review

Fall Semester

beginning of Department Chair gives to all new faculty copies of the department policies on promotion.

by September 3 Promotion candidates submit files to Department Chair (or to Chair of the Department Promotion Committee if candidate is the Department Chair)

on September 4 Department Chair provides to Chair of the Department Promotion Committee the files of promotion candidates.

by September 8 Department Promotion Committee circulates files of promotion candidates to members and notifies candidates of any missing items.

by October 7 Department Promotion Committee returns file of promotion candidates to Department Chair.

by October 14 Department Chair and Department Promotion Committee exchange letters of recommendation. Department Chair provides copies of both letters to promotion candidate.

by October 21 Department Promotion Committee and/or Department Chair meet with any candidate receiving negative recommendation, if requested.

by October 27 Candidate files written request for reconsideration with Department Promotion Committee and/or Department Chair.

by November 3 Department Promotion Committee and/or Department Chair replies to written requests for reconsideration.

by November 4 Department Chair and Department Promotion Committee send to College Dean promotion files and recommendations.

by December 4 Dean completes promotion recommendations and sends letter to candidate, Department Chair, and Department Promotion Committee Chair.

by December 11 Candidate files written request for reconsideration of negative recommendation with Dean.

by December 17 Dean replies to any written request for reconsideration.

by December 18 Dean sends promotion recommendations and files to the Provost and Vice President for Academic Affairs.

by January 5 Provost and Vice President for Academic Affairs completes promotion recommendations and sends letter to candidate, Department Chair, Department Promotion Committee Chair, and Dean.

by January 12 Candidate files written request for reconsideration of negative recommendation with Provost and Vice President for Academic Affairs.

by January 14 Provost and Vice President for Academic Affairs replies to written request for reconsideration of negative recommendation.

Spring Semester

(by May 1) Department faculty elect members, as needed, to Department Promotion Committee to serve following year.

Department Promotion Committee elects officers for following year.

by January 17 Candidate may request a hearing by the Faculty Status Committee regarding a negative recommendation.

on February 7 If the Faculty Status Committee has granted a hearing, it provides its report to the Provost and Vice President for Academic Affairs.*

on February 10 Provost and Vice President for Academic Affairs sends promotion recommendations to President.

March Board Mtg. Board of Visitors acts on promotion recommendations from President.

by May 1 Completion of election of members and officers of Department Promotion Committee for following year (see beginning of Spring Semester).

by May 2 Provost and Vice President for Academic Affairs provides Dean of the College and Department Chair list of faculty eligible for promotion the following year, and Department Chair provides list to department members and Chair of Department Promotion Committee.

1. If the candidate has requested a hearing by January 17, but the Status Committee believes it will be unable to complete its report by February 7, the Committee and the candidate may jointly ask for a delay. In such cases, the Provost and VPAA and the President will normally postpone action on the case until the Status Committee has completed its report, and the Board of Visitors will postpone action on the case until its summer Board meeting.

Time Table for Probationary Review

Fall Semester

beginning of Department Chair gives all new faculty copies of department policies on probationary review.

by August 29 Department Chair provides to Chair of Department Tenure Committee a list of faculty for probationary review, i. e., those in their first, second, fourth, and fifth years of full-time teaching.

by September 4 Department Chair provides to Chair of the Department Tenure Committee the files of probationary faculty members in the second, fourth, or fifth year of full-time teaching.

by September 8 Department Tenure Committee circulates files of probationary review faculty to members and notifies probationary faculty members of any missing items.

by October 25 Department Tenure Committee returns files of probationary faculty to Department Chair.

by October 31 Department Chair and Department Tenure Committee exchange letters of recommendation for probationary faculty members in their second, fourth, and fifth years of employment. Department Chair forwards copies of both letters to the probationary faculty member.

by November 7 Department Tenure Committee and/or Department Chair meets with any probationary faculty member receiving negative recommendation, if requested.

by November 14 Department Tenure Committee and/or Department Chair considers requests for reconsideration of negative recommendations, if any, for probationary reviews.

by November 21 Department Tenure Committee and/or Department Chair replies to any requests for reconsideration of negative recommendations.

by December 1 Probationary review letters from the Department Chair and Department Tenure Committee for probationary faculty members in their second, fourth, and fifth years of employment are sent by the Department Chair to the Dean and Provost and Vice President for Academic Affairs.

Spring Semester

by February 10 Department Chair and Department Tenure Committee exchange letters of recommendation for first year probationary faculty members. Department Chair forwards copies of both letters to the probationary faculty member.

by February 17 Department Tenure Committee and/or Department Chair meets with any first year probationary faculty member receiving negative recommendation, if requested.

by February 21 Department Tenure Committee and/or Department Chair considers requests for reconsideration of negative recommendations, if any, for first year probationary reviews.

by February 27 Department Tenure Committee and/or Department Chair replies to any requests for reconsideration of negative recommendations.

by February 28 Probationary review letters from the Department Chair and the Department Tenure Committee for first year probationary faculty members are sent by the Department Chair, the Dean, and Provost and Vice President for Academic Affairs.

Time Table for Review of Adjunct Faculty Members

Note: Review of adjunct faculty members is required at the end of the first semester's employment, and, if employment is continued, at the end of every other semester of employment. Dates given below are for both semesters and should be adapted to meet each individual case.

Adjunct faculty are not eligible for tenure and are, therefore, not classified as "probationary faculty." However, each adjunct instructor’s performance will be reviewed by his/her Department Chair.

The first performance review will occur during the adjunct’s first semester of employment. Subsequent reviews will occur during alternate semesters of teaching employment thereafter.

The review of adjunct faculty is limited to consideration of teaching effectiveness and of appropriate participation in department activities.

The Department Chair will review adjunct faculty according to the time schedule shown in the following table. The Chair will transmit to the Dean (a) a summary of the Chair’s review, and (b) a recommendation regarding possible future employment of the adjunct faculty member by the University. The Chair also will share his/her review summary and recommendation with the adjunct faculty member.

Fall Review

by January 26 Department Chair completes review of fall semester adjunct faculty who must be reviewed.

by February 2 Department Chair sends recommendations on adjunct faculty to the adjunct faculty member and Dean of the College.

Spring Review

by May 19 Department Chair completes review of spring semester adjunct faculty who must be reviewed.

by May 24 Department Chair sends recommendations on adjunct faculty to the adjunct faculty member, Dean of the College, and Provost and Vice President for Academic Affairs.

Time Table for Tenure Review

Fall Semester

beginning of Department Chair gives to all new faculty copies of department policies on tenure.

by September 3 Tenure candidates submit files to Department Chair (or to Chair of Department Tenure Committee if candidate is Department Chair).

on September 4 Department Chair provides to Chair of the Department Tenure Committee the files of tenure candidates.

by September 8 Department Tenure Committee circulates files of tenure candidates to members and notifies candidates of any missing items.

by October 7 Department Tenure Committee returns files of tenure candidates to Department Chair.

by October 14 Department Chair and Department Tenure Committee exchange letters of recommendation. Department Chair provides copies of both letters to tenure candidate.

by October 21 Department Tenure Committee and/or Department Chair meets with any candidate receiving negative recommendation, if requested.

by October 27 Candidate files written request for reconsideration with Department Tenure Committee and/or Department Chair.

by November 3 Department Tenure Committee and/or Department Chair replies to any written requests for reconsideration.

by November 4 Department Chair and Department Tenure Committee send to College Dean tenure files and recommendations.

by December 4 Dean completes tenure recommendations and sends letter to candidate, Department Chair, and Department Tenure Committee Chair.

by December 11 Candidate files written request for reconsideration of negative recommendation with Dean.

by December 17 Dean replies to any written request for reconsideration.

by December 18 Dean sends tenure recommendations and files to the Provost and Vice President for Academic Affairs.

Spring Semester

by January 5 Provost and Vice President for Academic Affairs completes tenure recommendations and sends letter to candidate, Department Chair, Department Tenure Committee Chair, and Dean.

by January 12 Candidate files written request for reconsideration of negative recommendation with Provost and Vice President for Academic Affairs.

by January 14 Provost and Vice President for Academic Affairs replies to written request for reconsideration of negative recommendation.

during semester

by May 1 Department faculty elect members, as needed to Department Tenure Committee to serve the following year.

Department Tenure Committee elects officers for the following year.

by January 17 Candidate may request a hearing by the Faculty Status Committee regarding a negative recommendation.

by February 7 If the Faculty Status Committee has granted a hearing, it provides its report to the Provost and Vice President for Academic Affairs.*

by February 10 Provost and Vice President for Academic Affairs sends tenure recommendations to President.

March Board

Meeting Board of Visitors acts on tenure recommendations from President.

by May 1 Completion of any appeal by tenure candidate(s) to Provost and Vice President for Academic Affairs or President (unless extension requested by candidate).

Completion of election of members and officers of Department Tenure Committee for following year (see beginning of Spring Semester)

by May 2 Provost and Vice President for Academic Affairs provides Dean of the College and Department Chair list of faculty eligible for tenure the following year, and Department Chair provides list to department members and Chair of Department Tenure Committee.

* If the candidate has requested a hearing by January 17, but the Status Committee believes it will be unable to complete its report by February 7, the Committee and the candidate may jointly ask for a delay. In such cases, the Provost and VPAA and the President will normally postpone action on the case until the Status Committee has completed its report, and the Board of Visitors will postpone action on the case until a called meeting in May. In accordance with AAUP guidelines, “written notice that a probationary appointment is not to be renewed will be given to the faculty member . . . at least twelve months before the expiration of an appointment after two or more years at the institution” (AAUP_Policy Documents and Reports, 1995 Edition. 22).

Reference: Longwood College Council, May 3, 1990.

APPENDIX C

Procedures for Promotion

1. General Provisions

a. Each department in the University shall establish a standing committee on promotion (or a committee on promotion and tenure) consisting of at least three full time, tenured faculty members. The College School of Business and Economics will have only one promotion and tenure committee. In the event that a department has fewer than three eligible members, the department shall select committee members from the tenured faculty at large (except its own chair).

b. All parties involved in promotion decisions must follow the time table specified in Appendix B.

c. Candidates may withdraw from consideration at any time upon written notification to the department chair, who shall notify the appropriate parties.

2. Candidate's Responsibilities

a. Each faculty member has the primary responsibility for providing material in support of his or her application for promotion.

b. The candidate must follow the time table for promotion found in Appendix B.

c. Each faculty member shall establish in his or her first year of service a professional file (see Appendix E) for the use of the committees and individuals involved in personnel evaluation. The file shall contain evidence of the candidate's credentials, teaching proficiency, and professional growth, including

(1) The candidate's curriculum vitae in a form consistent with the model found in Appendix E.

(2) Up to five samples from the last five years of items listed under Scholarly Activities in the curriculum vitae model found in Appendix E.

(3) The most recent syllabus for each course taught regularly.

(4) The computer summaries of data from student evaluation forms for the entire probationary period and after the awarding of tenure for the past two years.

(5) Such supplements and documentation as the written department procedures may specify.

(6) No more than seven pages of additional material submitted by the candidate.

(7) A self evaluation of professional teaching development and philosophy.

d. The candidate shall submit this professional file to the department chair. A department chair who wishes to apply for promotion shall submit his or her professional file to the chair of the appropriate department-level review committee (see 3 below).

e. The candidate shall have access to all materials relating to his or her candidacy in the department-level committee's files except the detailed results of secret ballots.

f. If the candidate seeks a reconsideration at the department level, a written request for such reconsideration must be filed with the appropriate committee or person after a negative recommendation has been received. An appeal can be carried to the Committee on Faculty Status only after the faculty member has appealed the decision through all appropriate channels short of the President.

g. If one or both department-level recommendations are negative and if the candidate still wishes to advance the application, the candidate must file a written request to that effect with the department chair (or, if the candidate is a department chair, with the chair of the special department-level review committee, if any - see 3 below). If no such request is filed, the application process will be terminated.

h. If the candidate wishes to withdraw from promotion consideration at any point during the application process other than that described in paragraph g., a written request must be filed with the department chair. The chair will notify the other appropriate individuals. Department chairs who wish to withdraw their own applications for promotion shall file such a written request with the chair of the special department-level review committee, who will notify other appropriate individuals.

i. Whether or not a candidate seeks a reconsideration or pursues an appeal, and regardless of the result of any such reconsideration or appeal, the candidate shall be permitted to enter a letter of exception or clarification relevant to the recommendation of either the department chair, the department-level committee, the dean, the Provost and Vice President, or any combination of them. Copies of the letter shall be provided by the faculty member to all persons who had previously participated in that particular review. Such letter of exception or clarification (a) may be entered into the candidate's file at any time prior to the President's actual consideration of the application, (b) becomes an integral part of the file and shall accompany any summary of the contents of the file which is provided to either the dean, the Provost and Vice President for Academic Affairs Vice President, or the President, and (c) is not to be considered part of the seven pages of additional material in the professional file.

3. Promotion Consideration of a Department Chair

a. As a candidate for promotion, a department chair may:

(1) Rely solely on his or her department promotion committee and its recommendation, or,

(2) Ask for a special department-level review committee to be formed, consisting of three members of the department promotion committee to be specially elected by the department and three teaching faculty members selected by the Provost and Vice President for Academic Affairs. This special department-level committee shall follow the general procedures which apply to all department promotion committees, except as modified by any special procedures which had been proposed by the applicant's department and approved by the Provost and Vice President. The special committee shall have access to all materials normally available to the department's promotion committee.

b. The special committee will send its final recommendation regarding the application (the initial one in the absence of an appeal, or the one based upon an appeal meeting, if any) to the dean of the appropriate school.

4. Department Promotion Committee's Responsibilities

a. All deliberations of the committee and all materials submitted by the candidate shall be held in the strictest of confidence.

b. The committee must follow the time table for promotion found in Appendix B.

c. The committee chair shall be responsible for ensuring that the committee adheres to College promotion policies and procedures and any additional policies and procedures which have been formally approved by the department and the dean.

d. Each department may elect to have a single committee or separate committees on promotion and tenure. The promotion committee shall be elected by the full-time faculty members of the department by secret written ballot. The department may elect to stagger committee members' terms and shall set the length of service on the committee. Soon after its election in the spring semester, the full committee shall meet to elect a chair and secretary. The secretary shall keep minutes of meetings, the committee's file of correspondence, and shall make available, upon a candidate's request, any materials directly related to that candidacy except the detailed results of secret ballots.

e. Candidates should be observed in the classroom at least once by a majority of the members of the committee unless the candidate requests such observations by all of the committee members.

f. The committee shall establish a means of circulating student evaluations and other bulky materials. Each committee member shall have a copy of the candidate's resume.

g. All committee members must formally meet to discuss and vote on candidates. Abstentions are not acceptable. An affirmative recommendation for promotion shall be based on a vote of two-thirds or greater of the promotion committee. The voting shall be by secret written ballot, and the committee secretary shall keep such ballots, together with minutes and correspondence related to the candidate, for three years or until the candidate is promoted.

5. Department Chair's Responsibilities

a. The department chair shall provide all newly appointed department faculty members with a copy of all departmental policies on promotion.

b. The department chair must follow the time table for promotion found in Appendix B.

c. In the spring, the chair shall provide to the department, the department promotion committee chair, and the dean, a list secured from the Provost and Vice President for Academic Affairs of all candidates eligible for consideration in the forthcoming fall semester for promotion. Eligibility is based on possession of the terminal degree and years in rank only. At the beginning of the fall semester, the department chair shall provide the department members, the department promotion committee chair, and the dean a list of those candidates who have expressed a desire to be considered for promotion by submitting their professional file.

d. The chair shall develop a recommendation for each candidate and shall consult with the department promotion committee chair to set a date for the exchange of their written recommendations.

e. The department chair shall transmit both recommendations to the dean. The chair shall notify the department committee of all actions taken on department promotion candidates at all levels beyond the department. Materials to be submitted in support of an application for promotion shall include only the following:

(1) The candidate's professional file as specified in 2.c. above.

(2) Letters from (a) the department chair, and (b) the chair of the departmental promotion committee. These letters should justify positive or negative recommendations and should include judgments of teaching effectiveness, professional achievements, and service to the University and the community. The chair's and the committee's reports summarizing their reviews shall contain explicit recommendations as to whether the faculty member should be promoted.

(3) Copies of recent publications or other major professional work from the last five years.

(4) Such other materials which are specifically requested by the school dean.

f. The department chair shall notify all appropriate parties if a candidate with- draws from consideration.

6. Dean's Responsibilities

a. The dean shall recognize the primacy of the review process at the department level.

b. The dean shall act to maintain the fair and uniform application of promotion standards across departments, while recognizing valid differences between departments (e.g., publication in the sciences vs. performances or exhibition in the arts).

c. The dean must follow the time table for promotion specified in Appendix B.

d. The applicant's materials received shall be considered only by the dean of the college from which they emanated.

e. Recommendations on the applications shall be completed and communicated by the dean to the respective candidates.

f. In the event that the dean concludes a negative recommendation, the reason or reasons for such recommendation shall be reported in writing to the candidate involved, to the chair of the candidate's department, and to the chair of the candidate's department-level review committee.

g. The candidates' files, the department-level review recommendations, and the recommendations of the dean shall be forwarded to the Provost and Vice President for Academic Affairs except in the cases of those candidates who withdraw their applications.

h. In the event that a dean's participation in the review of any application for promotion might constitute a conflict of interest as defined in Virginia Code 2.1 - 599, et seq., such dean shall not participate in such review.

i. If for any reason a dean does not review an application for promotion presented by the faculty member in his or her College, no substitute for the dean shall be named in this regard. Instead, the candidate's application file shall be forwarded from the department-level review committee to the Provost and Vice President for Academic Affairs for his or her further individual review, unless the candidate involved withdraws the application.

7. Provost and Vice President's Responsibilities

a. The Provost and Vice President shall recognize the primacy of the review process at the department level.

b. The Provost and Vice President shall act to maintain the fair and uniform application of promotion standards across departments, while recognizing valid differences between departments (e.g., publications in the sciences vs. performances or exhibition in the arts).

c. The Provost and Vice President must follow the time table for promotion specified in Appendix B.

d. The Provost and Vice President may confer only with the candidate's dean, department chair, department-level promotion committee, and/or the candidate himself or herself for purposes of reviewing the application for promotion.

e. The candidate shall be invited to attend any such meeting between the Provost and Vice President and the dean, the department chair, and/or the department-level committee. In the event that the candidate declines to attend any such meeting, the meeting may be conducted in the candidate's absence, but a written summary of the events of the meeting shall be provided to the candidate.

f. The Provost and Vice President for Academic Affairs shall complete his or her individual review of the applications for promotion which have been separately forwarded by the individual deans and shall communicate his or her own recommendations to the individual candidates.

g. In the event that the Provost and Vice President determines a negative recommendation, the reason or reasons for the negative recommendation shall be reported in writing to the candidate involved, to the chair of the candidate's department, to the chair of the candidate's department-level review committee, and to the dean of the candidate's college.

h. Positive and negative recommendations by the Provost and Vice President shall be communicated to the President of the University except in the cases of those candidates who withdraw their applications.

i. The Provost and Vice President shall communicate the result of the eventual Board actions on continued applications as soon as possible to the respective candidates, the chairs of their departments, and to the deans of the candidates' colleges.

8. President's Responsibilities

a. The President shall consider all applications for promotion which have been forwarded by the Provost and Vice President and shall conclude a recommendation regarding each of them. In the event of a negative recommendation, the President should advise the applicant, in writing, of that fact as soon as possible.

2. Except in the cases of those candidates who withdraw their applications, the President shall communicate his or her recommendations to the Board of Visitors in time for the Board to act on them at its April/May meeting.

9. Conclusion of Appeals

If a faculty member appeals a negative promotion recommendation by the Provost and Vice President for Academic Affairs or the President of the University, all action regarding such appeal shall be completed by May, unless further delay is due to actions or requests submitted by the applicant.

References: Faculty Handbook 1982, 1986, [1987 rev.]; Organization of Teaching Faculty, November 8, 1984; December 5, 1985; April 24, 1986; January 14, 1988; November 10, 1988; Longwood College Council, April 11, 1991. Faculty Senate September 7, 2000.

APPENDIX D

Procedures for Tenure

1. General Provisions

a. Each department in the University shall establish a standing committee on tenure (or a committee on promotion and tenure) consisting of at least three full-time, tenured faculty members. The College of Business and Economics will have only one promotion and tenure committee. In the event that a department has fewer than three eligible members, the department shall select committee members from the tenured faculty at large (except its own chair).

b. All parties involved in tenure decisions must follow the time table specified in Appendix B.

2. Candidate's Responsibilities

a. Each faculty member has the primary responsibility for providing material in support of his or her application for tenure.

b. The candidate must follow the time table for tenure found in Appendix B.

c. Each faculty member shall establish in his or her first year of service a professional file for the use of the committees and individuals involved in personnel evaluation. The file shall contain evidence of the candidate's credentials, teaching proficiency, and professional growth, including

(1) The candidate's curriculum vitae in a form consistent with the model found in Appendix E.

(2) Up to five samples from the last five years of items listed under Scholarly Activities in the curriculum vitae model found in Appendix E

(3) The most recent syllabus for each course taught regularly.

(4) The computer summaries of data from student evaluation forms for the entire probationary period.

(5) Such supplements and documentation as the written department procedures may specify.

(6) No more than seven pages of additional material submitted by the candidate.

(7) A self evaluation of professional teaching development and philosophy.

d. The candidate shall submit this professional file to the department chair. A department chair who is a candidate for tenure shall submit his or her professional file to the chair of the appropriate department-level review committee (see 3 below).

e. The candidate shall have access to all materials relating to his or her candidacy in the department-level committee's files except the detailed results of secret ballots.

g. Whether or not a candidate seeks a reconsideration or pursues an appeal, and regardless of the result of any such reconsideration or appeal, the candidate shall be permitted to enter a letter of exception or clarification relevant to the recommendation of either the department tenure committee, the department chair, the dean, the Provost and Vice President for Academic Affairs, or any combination of them. Copies of the letter shall be provided by the faculty member to all persons who had previously participated in that particular review. Such letter of exception or clarification (a) may be entered into the candidate's file at any time prior to the President's actual consideration of the application, (b) becomes an integral part of the file, and shall accompany any summary of the contents of the file which is provided to either the dean, the Provost and Vice President, or the President, and (c) is not to be considered part of the seven pages of additional material in the professional file.

3. Tenure Consideration of a Department Chair

a. As a candidate for tenure, a department chair may:

(1) rely solely on his or her department tenure committee and its recommendation,

or,

(2) ask for a special department-level review committee to be formed, consisting of three members of the department tenure committee to be specially elected by the department and three teaching faculty members selected by the Provost and Vice President for Academic Affairs. This special department-level committee shall follow the general procedures which apply to all department tenure committees, except as modified by any special procedures which had been proposed by the applicant's department and approved by the dean of the appropriate school. The special committee shall have access to all materials normally available to the department's tenure committee.

4. Department Tenure Committee's Responsibilities

a. All deliberations of the committee and all materials submitted by the candidate shall be held in the strictest of confidence.

b. The committee must follow the time table for tenure found in Appendix B.

c. The committee chair shall be responsible for ensuring that the committee adheres to University tenure policies and procedures and any additional policies and procedures which have been formally approved by the department and the dean.

1. Each department may elect to have a single committee or separate committees on promotion and tenure. The tenure committee shall be elected by the full-time faculty members of the department by secret written ballot. The department may elect to stagger committee members' terms and shall set the length of service on the committee. Soon after its election in the spring semester, the full committee shall meet to elect a chair and secretary. The secretary shall keep minutes of meetings, the committee's file of correspondence, and shall make available, upon a candidate's request, any materials directly related to that candidacy except the detailed results of secret ballots.

e. Normally, classroom visits should be scheduled in advance.

f. The committee shall establish a means of circulating student evaluations and other bulky materials. Each committee member shall have a copy of the candidate's resume.

g. All committee members must formally meet to discuss and vote on candidates. Abstentions are not acceptable. An affirmative recommendation for tenure shall be based on a vote of two-thirds or greater of the tenure committee. The voting shall be by secret written ballot, and the committee secretary shall keep such ballots, together with minutes and correspondence related to the candidate, for three years or until the candidate receives tenure.

5. Department Chair's Responsibilities

a. The department chair shall provide all newly appointed department faculty members with a copy of all departmental policies on tenure.

b. The department chair must follow the time table for tenure in Appendix B.

c. In the spring, the chair shall provide to the department and the chair of the department tenure committee a list secured from the Provost and Vice President for Academic Affairs of all department members eligible for tenure consideration in the forthcoming fall semester.

d. The chair shall develop a recommendation for each candidate and shall consult with the department tenure committee chair to set a date for the exchange of their written recommendations.

e. The department chair shall transmit both recommendations to the dean. The chair shall notify the department committee of all actions taken on department tenure candidates at all levels beyond the department. Materials to be submitted in support of an application for promotion shall include only the following:

(1) The candidate's professional file as specified in 2.c. above.

(2) Letters from (a) the department chair, and (b) the chair of the departmental tenure committee. These letters should justify positive or negative recommendations and should include judgments of teaching effectiveness, professional achievements, and service to the University and the community. The chair's and the committee's reports summarizing their reviews shall contain explicit recommendations as to whether the faculty member should receive tenure.

(3) Copies of recent publications or other major professional work from the last five years.

(4) Such other materials which are specifically requested by the school dean.

6. Dean's Responsibilities

a. The dean shall recognize the primacy of the review process at the department level.

b. The dean shall act to maintain the fair and uniform application of tenure standards across departments, while recognizing valid differences between departments (e.g., publication in the sciences vs. performances or exhibition in the arts).

1. The dean must follow the time table for tenure specified in Appendix B.

d. The applicant's materials received shall be considered only by the dean of the college from which they emanated.

e. Recommendations on the applications shall be completed and communicated by the dean to the respective candidates.

f. In the event that the dean concludes a negative recommendation, the reason or reasons for such recommendation shall be reported in writing to the candidate involved, to the chair of the candidate's department, and to the chair of the candidate's department-level review committee.

h. In the event that a dean's participation in the review of any application for tenure might constitute a conflict of interest as defined in Virginia Code 2.1 599, et seq., such dean shall not participate in such review.

i. If for any reason a dean does not review an application for tenure presented by the faculty member in his or her college, no substitute for the dean shall be named in this regard. Instead, the candidate's application file shall be forwarded from the department-level review committee to the Provost and Vice President for Academic Affairs for his or her further individual review unless the candidate involved withdraws the application.

7. Provost and Vice President's Responsibilities

a. The Provost and Vice President shall recognize the primacy of the review process at the department level.

b. The Provost and Vice President shall act to maintain the fair and uniform application of tenure standards across departments, while recognizing valid differences between departments (e.g., publication in the sciences vs. performances or exhibition in the arts).

c. The Provost and Vice President must follow the time table for tenure specified in Appendix B.

d. The Provost and Vice President may confer only with the candidate's dean, department chair, department-level tenure committee, and/or the candidate himself or herself for purposes of reviewing the application for tenure.

f. The Provost and Vice President for Academic Affairs shall complete his or her individual review of the applications for tenure which have been separately forwarded by the individual deans and shall communicate his or her own recommendations to the individual candidates.

8. President's Responsibilities

a. The President shall consider all applications for tenure which have been forwarded by the Provost and Vice President and shall conclude a recommendation regarding each of them. In the event of a negative recommendation, the President should advise the applicant, in writing, of that fact as soon as possible.

b. Except in the cases of those candidates who withdraw their applications, the President shall communicate his or her recommendations to the Board of Visitors in time for the Board to act on them at its April/May meeting.

9. Conclusion of Appeals

If a faculty member appeals a negative recommendation by the Provost and Vice President for Academic Affairs or the President of the University, all action regarding such appeal shall be completed by May unless further delay is due to actions or requests submitted by the applicant.

References: Faculty Handbook 1982, 1986, [1987 rev.l]; Organization of Teaching Faculty November 8, 1984; December 5, 1985; April 24, 1986; January 14, 1988; November 10, 1988; College Council, April 11, 1991. Faculty Senate, September 7, 2000.

APPENDIX F

Form for Faculty Evaluation

FACULTY EVALUATION

January 1, 20___ - January 1, 20___

NAME

Department chairs shall submit to the dean for approval a recommendation for each faculty member with written explanations for any areas considered Distinguished, Above Average, Needs Improvement, or Unsatisfactory.

I. TEACHING (Weight 50%)

A. Instructional Delivery Distinguished

Above Average

Satisfactory

Needs Improvement

Unsatisfactory

(See III-N: a. for suggested criteria.)

Explanation:

B. Academic Support/Advising Distinguished

Above Average

Satisfactory

Needs Improvement

Unsatisfactory

(See III-N: b. for suggested criteria.)

Explanation:

II. SCHOLARSHIP (Weight 10%)

A. Research/Performance/Editorial Work Distinguished

Above Average

Satisfactory

Needs Improvement

Unsatisfactory

(See Sec. III-N: c. for suggested criteria.

Explanation:

B. Professional Activity Distinguished

Above Average

Satisfactory

Needs Improvement

Unsatisfactory

(See Sec.III-N: d. for suggested criteria.

Explanation:

III. SERVICE (Weight 10%*)

Departmental, College, and University Distinguished

Contributions Above Average

Satisfactory

Needs Improvement

Unsatisfactory

(See III-N: e. for suggested criteria.)

Explanation:

IV. OVERALL RATING Distinguished

Above Average

Satisfactory

Needs Improvement

Unsatisfactory

* 30% may be distributed among the categories as determined by the faculty member and the Department Chair.

APPENDIX I

Student Evaluation of Instruction

All faculty members who wish to be considered for performance salary increases are required to permit their students to anonymously complete the instruction evaluation form prior to the end of the semester. Specific instructions for the administration of the evaluation activity are provided with the forms. After processing, the forms along with a report tabulating the results will be returned to the faculty members via their department chairs.

Department chairs, college deans and the Provost and Vice President for Academic Affairs have access to the information tabulated from Sections I and II, but not from Section III.

A sample of the form is reproduced on the next page.

Reference: 1989 Faculty Handbook Revisions.

Comment Section:

In the space below, please provide additional comments to the instructor about the course. Your remarks will be completely anonymous; the instructor will not have access to these evaluations until after final grades have been submitted. In your remarks you may want to:

1. Identify topics or activities in the course that you found beneficial,

2. Suggest how this course could be improved,

3. Comment on the effectiveness of any videotapes, overheads, computers, technology, or guest speakers that were used in this class,

4. Identify reading material, papers, or projects that you found useful and beneficial (please explain), or

5. Identify reading material, papers, or projects that you found not useful and not beneficial (please explain).

APPENDIX J

Sign off Sheet for Grant Proposal Approval

It is the responsibility of the proposal writer to inform the department chair in the case of an academic department, or the department director in the case of an administrative department of the potential impact upon teaching load, advising, committee service, department support services or any other effect on college administration. Furthermore, the grant proposal writer is responsible for obtaining all signatures five (5) days before the date of submission to the funder.

Submitted by (proposal writer): Date:

Deadline by which proposal must be submitted:

Signatures below represent approval of proposal

Director of Grant Solicitation/I.A. Date:

Department Chair or Director: Date:

College Dean or Supervisor: Date:

Vice President of Information and Instructional

Technology Services: Date:

NOTE: If the proposal requires technology equipment or services, this signature is required.

Budget

Director: Date:

Vice President for Administration

and Finance: Date:

Vice President: (of area) Date:

Vice President of

Institutional Advancement Date:

If the proposal is seeking support from a private foundation, business, industry, or individual, approval to make the request must be given by institutional advancement before the prosposal is drafted.

Granting Agency Funding Amount $

Required Longwood University Cash Match $ FRS_Account

Required Longwood University In-Kind Match $ FRS_Account

Total Grant Award $

The original form along with a copy of the proposal must be sent to the Accounting and Operations Manager in the Accounting and Financial Reporting Office after all signatures are completed.

APPENDIX K

Guidelines for Faculty Research and Development Grants

Applicants for research and development grants must prepare a proposal according to the following guidelines. Proposals may earn a maximum of 40 points, judged on academic significance and quality of research including but not limited to soundness of rationale and objectives, detailed explanation of proposed procedures and expected outcomes and the qualifications of the faculty member to carry the project to completion. All of the following areas must be addressed even if answered “none” or “not applicable.” Items not answered will receive a rating of zero.

I. Cover Page

Name of applicant

Address (Home and Office)

Phone Number (Home and Office)

Type of grant sought (A, B, C, or D)

Period during which grant will be used

Amount requested

Date of submission

Signature of applicant

Signature of Departmental Office

Signature of the Dean’s Office

II. Project Abstract. On a separate page (minimum 100 words, maximum 250 words) 5 point maximum.

III. Narrative Description of Project (six double-spaced pages maximum)

A. Rationale. Explain the value of the project to you, your profession, the University and your students in terms of research, creative endeavors, curriculum development, or instructional development. 7 point maximum.

B. Goals. Describe specific project goals with attention to specificity, clarity, creativity, and originality. 2 point maximum.

C. Subjects. Describe subjects to be used and their expected roles. (The necessary consent forms for animal and human research are available in the office of the Provost and Vice President for Academic Affairs and a copy must be attached to the proposal as an addendum). 1 point maximum.

D. Procedures. Describe the general approach to the project including justification of budget items. A time line for the development and completion of the project should also by included. 5 point maximum.

E. Expected Outcomes. Describe the expected results of the project and the impact upon courses, students, and your profession. Describe plans for publication, presentation, course materials, other means of disseminating, or implementing the results at Longwood University. 5 point maximum.

F. Current status of project. Describe what preliminary research you have already undertaken or other preparation you have accomplished thus far. 5 points maximum.

G. Personnel. Include a vita or narrative description, one page maximum, of the qualifications of the faculty member carrying out this project. (Qualifications of others involved may be included in the summary form.) 2 point maximum.

IV. Budget. The total figure submitted should be itemized in broad categories such as travel, equipment, supplies, or other significant line items. Every attempt should be made for the efficient use of funds. Note: Funds distributed by this committee may be subject to state and federal taxes. 5 point maximum.

V. Previous Grants. List previous research grants received from Longwood and outside sources (including Longwood Foundation). Listing grants will supports one’s ability to secure funding and continue significant research. For those faculty who have never received a grant, an answer of “none” will support the desire to begin significant research. 3 point maximum.

Eight copies of the complete proposal should be forwarded to the chair of the Faculty Research and Development Subcommittee by the specified deadline. All pages of the proposal must be numbered consecutively. The chair of this committee shall notify in writing each faculty member of the acceptance or rejection of his/her proposal within one week of the date final decisions are made.

Applications for grants A, B, C, must be submitted by the last Monday in January. Applicants will be notified by the third Monday of March.

References: Faculty Senate, October 12, 2000, November 9, 2000.

APPENDIX L

Guidelines for Selection Process for Faculty Connections Program

Any tenured faculty member of the teaching faculty who has been employed at Longwood University for at least three years on a full-time basis is eligible to participate in the program.

A faculty member selected for this program will work for the outside organization on a full-time basis, for one academic semester, fall or spring, with no reduction in salary or benefits. Summer sessions are not included in this program.

Any eligible faculty member may submit a program application with the following information to the committee on Faculty Development, with a copy provided to his/her chair and academic dean.

1. The reason or reasons the faculty member feels he or she would benefit from being selected for this program.

2. The organization or organizations that the faculty member would like to work for during the length of the program and why he or she has selected the organization(s).

3. Any additional expenses, up to $1,000, that the faculty member expects that he or she may incur as a result of having to travel away from Farmville or having to stay in another geographic area. Expenses of this type would not hinder the faculty member’s proposal in any way. It is necessary, however, to include this in the overall funding request.

4. Specific benefits that would accrue to the faculty member, the department and the university as a result of participation in this program.

5. Any additional information that the faculty member believes will support his or her application and will not be detrimental to Longwood University.

6. The Committee on Faculty Development will review all proposals and make recommendations to the Provost and Vice President for Academic Affairs (P&VPAA). The P&VPAA will consult with the candidate and the appropriate department chair and dean before forwarding his recommendations, along with those of the Committee on Faculty Development, to the President, who will make the final decision. The President will notify the candidates in writing, along with copies to the Provost and Vice President for Academic Affairs, the appropriate dean and department chair, and the Faculty Development Committee.

7. Those faculty members selected for this program will present to their department chair proof that they have, in fact, been approved to work in their selected organizations. This proof may be in the form of a letter indicating that the faculty member has been approved by the organization for the time indicated with a firm beginning date.

8. A contract binding the faculty member, the outside organization, and Longwood University will be prepared and signed by all concerned.

9. Once a signed contract for participation is received, the academic dean can finalize the hiring of any adjunct faculty who will perform the academic duties of the faculty member.

Upon program completion -- Henceforth from the spring of 2002 on, the faculty member will prepare a written report about the organization experience. The report must be approved by the outside organization before publication. No organization-sensitive information is to be included in the report. The faculty member will present the report to the department chair, dean and Provost and Vice President for Academic Affairs (PNVPAA) after it has been approved by the organization. The faculty member will present his or her findings to members of the faculty, and/or to other organizations outside the college community.

Program Timetable (Assume a Starting Date of September)

Application for Faculty Connection and Sabbatical Leaves must be submitted by the Wednesday after Thanksgiving. Applicants will be notified the last Friday in January.

References: Faculty Senate, October 12, 2000.

From the Adjunct Faculty Guide

COURSE OPERATING STANDARDS

The published class schedule must be observed by faculty members except when changes have been approved by the College Dean or the University Registrar under the direction of the appropriate College Dean.

Faculty members are expected to begin and end classes at the times indicated in the schedule. If a faculty member is more than 10 minutes late to class without prior notice, students may leave.

Faculty members who expect to be absent from any of their classes should obtain permission from their Department Chair or Dean. Emergency absences and absences due to illness should be reported immediately to the Department Chair.

The conduct of classes should enhance the opportunity for high quality learning. Professional conduct should be based on the premises described in the section on Professional Ethics.

Instructors shall grade all evaluative materials as quickly as possible and inform students of their standing. Review and discussion of these materials will aid in the learning of the course material. Instructors may ask that test papers and answer sheets be returned after the review.

All tests, examinations, term papers, reports, or other evaluation material not returned to students will be retained by the instructor at least one semester after grades have been turned in to the Registration Office. The student has the right to receive a complete explanation from the instructor of the evaluation made on all work for which a grade has been recorded.

Table of Contents

From the Faculty Manual Policies and Procedures

From the Adjunct Faculty Guide

From the Administrative Policies and Procedures Manual

From the Assessment and Institutional Research Web Page

From the Budget Web Page

From the Student Handbook

From Internal Audit

Other

ACADEMIC LOAD

SYLLABUS

GRADE APPEALS

COURSE OPERATING STANDARDS and Class Meeting Times

DEPARTMENT CHAIRS

BY-LAWS OF THE LONGWOOD FACULTY SENATE

ARTICLE VI -- REPORTING CHANNELS

ARTICLE XVIII--AMENDMENTS

ACADEMIC AFFAIRS COMMITTEE

COMMITTEE ON FACULTY STATUS

APPENDIX A

Procedures for Requesting Exemptions to Terminal Degree Requirements

APPENDIX B: Time Tables for Review of Faculty

Time Table for Probationary Review

Time Table for Review of Adjunct Faculty Members

Time Table for Tenure Review

Procedures for Promotion

APPENDIX D

Procedures for Tenure

Form for Faculty Evaluation

APPENDIX I

Student Evaluation of Instruction

APPENDIX J

Sign off Sheet for Grant Proposal Approval

APPENDIX K

Guidelines for Faculty Research and Development Grants

Guidelines for Selection Process for Faculty Connections Program

From the Adjunct Faculty Guide

COURSE OPERATING STANDARDS