WPAF WORKSHOP

May 5, 2014

Colleen Mullery Sr. AVP, Faculty Affairs & Human ResourcesSH 211826-5086 Colleen.Mullery@humboldt.edu

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Resolution on Electronic Working Personnel Action Files - #25-12/13-FAC

RESOLVED: That the University Senate… recommend… that an electronic Working Personnel Action File system be implemented, and be it further

RESOLVED: That … it become effective for the AY 2014-15 Retention, Tenure, and Promotion (RTP) cycle, and be it further

RESOLVED: That current probationary faculty candidates be given the choice to move to an electronic WPAF or retain a paper WPAF, and be it further

RESOLVED: That current tenured faculty candidates seeking promotion be given the choice to move to an electronic WPAF or retain a paper WPAF during the 2014-15, 2015-16, and 2016-17 cycles only; thereafter tenured faculty candidates would submit electronic Working Personnel Action Files, and be it further

RESOLVED: That Lecturer Range Elevation Portfolios (REPs) use the same system developed for electronic WPAFs

University Senate: Passed Unanimously, 04/02/13General Faculty: Approved (Spring 2013-May 13-17) General Faculty Election

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Status of Electronic WPAF Project

Electronic Platform

During the 2014/15 review cycle, faculty will be using Moodle for electronic WPAFs.

Moodle is currently being used at CSU San Marcos for RTP and other faculty evaluations.

Pilot Implementation

The pilot program will be implemented beginning Summer/Fall 2014.

Probationary faculty initially appointed during AY 2013/14 are required to create electronic WPAFs via Moodle for the 2014/15 review cycle.

Lecturers undergoing range elevation review, and probationary and tenured faculty initially appointed prior to AY 2013/14, may create electronic WPAFs via Moodle for the 2014/15 review cycle. Those wishing to do so should contact Academic Personnel Services (aps@humboldt.edu).

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Status of Electronic WPAF Project (Cont.)

Support for Preparation of Files

Best-practice guidelines are available on electronic file storage in preparation for uploading to Moodle at: http://www.humboldt.edu/aps/docs/RTP/Digital-files_Best-Practices.pdf.

Once Moodle setup is complete, additional training and support will be provided to pilot participants creating WPAFs.

Training will also be provided for file reviewers using the system.

WPAF Sections Section 1 - Index of materials submitted for evaluation. 11.7, 15.9

Section 2 - Pertinent documents concerning original appointment, subsequent retention tenure and promotion; evaluations of leaves intended to count as time in academic rank; and clarification of the terminal degree status if not readily apparent. Tenured faculty need not include data from before their last promotion.

Section 3 - Initiating unit and college personnel policies and procedures, and Department/Unit RTP Criteria and Standards.

Section 4 - Personnel Data Sheet (PDS) and Professional Development Plan (PDP).

Section 5 - Evaluation materials provided by evaluating committees and administrators rather than the candidate. 15.12a

Section 6 - Evaluative letters that address areas of performance from faculty and professional colleagues (on and off campus), administrators, staff, and other relevant individuals (non-students).

Section 7 - Evidence of teaching effectiveness/librarianship/counseling effectiveness (in addition to collegial letters).

Student letters, identified by name. 15.17b

Student evaluation data collected as part of the classroom student evaluation process. 15.17a

Any other relevant evidence.

Section 8 – Non-evaluative evidence of scholarly/creative activities.

Section 9 – Non-evaluative evidence of service.C. Mullery, April 2014

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Index

WPAF Index

Index to Supplementary Binder

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Section 1Index of materials

Prepare last

Specifies content of each WPAF section

Align with tabbed dividers of file

May cut Section 1 Index and paste relevant sections at the front of Sections 2 through 9.

Index of Supplementary Binder (if applicable)

List all items in reverse chronological orderC. Mullery, April 2014

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C. Mullery, April 2014

Supplementary BinderAppendix J, Section VII.B.2.b.

(4) Candidates shall submit for evaluation examples of materials which support performance areas.

(a) An index to such materials, which is section 1 of the WPAF, shall be prepared with a duplicate in the Personnel Action File. 15.9

(b) These materials shall be retained by the IUPC and not forwarded to higher committees or administrators unless specifically requested.

(c) Personnel committees or administrators may request an external review of supporting materials. 15.12d

(1) The request shall document the need for an outside review. 15.12d

(2) The request must be approved by the President, with the concurrence of the candidate. 15.12d

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Section 2Initial Appointment Letter

Initial Appointment letter

Subsequent retention documents All recommendation letters from previous performance reviews and

periodic evaluations.

Professional, Sabbatical, and/or Difference in Pay (DIP) leave approvals and report of activities

Tenured faculty need not include materials from before their last promotion (with exception of initial appointment letter), but should include student evals and activities not represented in previous performance review.

C. Mullery, April 20149

Section 3Policies, Procedures, etc.

Department Personnel Policies and Procedures

College Personnel Policies and Procedures

Approved Department Criteria and Standards

Public announcement posts of pending personnel action

Invitation for collegial class observations (preferably distributed by Dept Chair or Personnel Committee Chair)

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Section 4Personnel Data Sheet (PDS) and Professional Development Plan (PDP)

Personnel Data Sheet (PDS) Updated every year a WPAF is submitted

Do not include previous PDS

Professional Development Plan (PDP) PDPs are created by probationary faculty every two

years regardless of RTP cycle

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Personnel Data Sheet (PDS) Tips Complete the Template

Follow the Directions

Cite accomplishments once Reverse Chronological order

Cross reference as appropriate

Insert evidence in WPAF Sections 7, 8 or 9 as appropriate

Display teaching assignments in table format

Describe courses taught – once

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PDS Tips (cont.)

Include Teaching Philosophy

May comment on innovative teaching pedagogy

May comment on student evaluations – providing context as appropriate

May comment on methods used to improve teaching

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PDS Tips (cont.) Scholarly/Creative Activities

Completed workUse correct/complete citations

Note intended audience

Work in ProgressDescribe status of completion

Provide estimated date of completion

Note intended audience

Insert non-evaluative evidence of scholarly/creative activities into Section 8

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PDS Tips (cont.)

Assigned time vs. non-assigned duties/service

What is Service? – some examples: University, college, department committee work

Reviewer of manuscripts

Guest lecture at K-12 school

Insert non-evaluative evidence into Section 9

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PDS Tips (cont.)

What is not Service?

Attending regular department, all-college meetings

Attending convocation and/or commencement

Attending Faculty, Staff, or Student award ceremonies

Writing collegial letters or student recommendations

Attending department picnic

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Section 5Empty Section

This section will be empty when you submit your file to the Department Personnel Committee

Recommendation letters written for the current review are inserted into this section of the file

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Section 6Collegial Letters

No student letters

Collegial/Evaluative letters that address areas of performance from faculty and professional colleagues (on and off campus), administrators, staff, and other relevant individuals (non-students)

All letters from the review period are included

All letters must be signed by the sender in accordance with current university standards

Reverse chronological order

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Section 6 Formatting Suggestion for Section 6

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Name Institution Date Area of Performance Kenneth Aalto Humboldt State University 04/03/09 Service/Teaching Claude Albright Humboldt State University 04/01/09 Service Ben Allen Iowa State University 03/30/09 Scholarship Kay Chaffey Penn State University 03/15/09 Scholarship Ronald Chaney Humboldt State University 03/14/09 Teaching Ralph Gutierrez Humboldt State University 03/01/09 Teaching/Scholarship/Service

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Section VII.B.3. – Performance Review, Evaluation Procedure, Documentation:

a) All materials used Each evaluative submission in the Performance Review shall include the be identified by name of the document author, except for classroom evaluations. 11.3, 15.17a-b. The identity of a document author shall be verified by a signature (scanned images are allowed), secure digital signature or system-based identity verification.

all written evaluative materials addressing the candidate’s contribution in the RTP performance areas are to be included in the WPAF only if they contain the signature of the sender.

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Appendix J Revision Proposed Resolution on Electronic Identity Verification - #41-13/14-FAC

Section 7Evidence of teaching effectiveness Student Letters/Student Evaluations

Signed Student letters, identified by name and date May include former as well as current students and

alumni

All Course Evaluations by Students (CEbS) Remember that you may provide context for student

evals, as appropriate, in Personnel Data Sheet (PDS)

Any other relevant evidence

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Appendix J ExcerptApproved by General Faculty March 2012Effective AY 2012/13

Section VII.A.1.c.--Performance Review, Student Evaluation:

Due to the potential for the perception of a conflict of interest, candidates shall not request signed student letters from current HSU students or from students working under them. It is the responsibility of the IUPC to make requests for signed student letters on behalf of the candidate. A candidate shall not be penalized for the lack of such letters; in such a case, anonymous student course evaluations shall be considered as sufficient student commentary on teaching.

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Section VIII.B.3.b. – Peer Review Committees, IUPC, Procedures:

The IUPC shall invite written statements from the candidates’ current HSU students and current student employees to ensure that there is adequate notification and opportunity for substantive student evaluation.

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Appendix J ExcerptApproved by General Faculty March 2012Effective AY 2012/13

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Section 8 Non-evaluative evidence of scholarly/ creative activities

Cross-reference to Section 6 which lists evaluative letters related to scholarship

Conference presentation flyers, brochures, etc.

Invitations to present

Book contracts

Etc.C. Mullery, April 2014

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Section 9 Non-evaluative evidence of service

Cross-reference to Section 6 which lists evaluative letters related to service

Committee appointment letters

Certificates of participation (e.g., faculty development seminars)

Community service acknowledgements

Thank you notesC. Mullery, April 2014

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Etc. If you are submitting a paper file, use a good, large, sturdy, three-

ring binder

Label your Binder Name, Date, Personnel action sought

Retention

Tenure/promotion

Promotion

Be sure to review your official Personnel Action File (PAF) to insure that you have all appropriate documents for your WPAF

Insert a log at the front of the binder – two sheets

Insert WPAF cover sheetC. Mullery, April 2014

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WPAF Log

Name PAGE

LOG PERSONNEL ACTION FILE

Date of File Access Individual(s) Accessing File Purpose

MAINTAINED IN THE FOLLOWING OFFICES ON CAMPUS: Office of the President, Office of the Vice President of Academic Affairs, Department Office, Deans Office, Personnel Office, Payroll Offices

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WPAF COVER PAGE for use by Probationary Faculty

Date of File Submission to Department Personnel Committee: _______________ Candidate Name: ___________________________________________________ Department: _______________________________________________________ Current Rank: ______________________________________________________ Initial Appointment date: _____________________________________________ Please circle service credit years received 0 1 2 Please circle your current probationary year 1 2 3 4 5 6 ---------------------------------------------------------------------------------------------------------------------- Please indicate effective academic year(s) of previous retention decision: One-year retention – effective academic year: _____________________ or Two-year retention – effective academic years: ____________________ --------------------------------------------------------------------------------------------------------------------- Please check the personnel action you seek: Retention: ____ Tenure: ____ Tenure/Promotion: ____

Please place this sheet at the front of your WPAF binder. Thank you.

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RTP Handbook http://www.humboldt.edu/aps/docs/RTP/RTP_Handbook_1314.pdf

RTP Web Page http://www.humboldt.edu/aps/faculty/retention.html

UFPC Web Page http://www.humboldt.edu/ufpc/

UFPC Annual Reports: http://www.humboldt.edu/ufpc/annual-reports.html

C. Mullery, April 2014

Resources

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