Personnel Process Information and Resources
Standards and Criteria
The criteria used to evaluate candidates for contract renewal, tenure, and promotion are determined at the university, college, and departmental levels. The burden of proof rests with candidates to demonstrate that they have met all necessary criteria.
- University: Board of Trustees (BOT) Board Policies (formerly GVSU Administrative Manual), BOT 4.2.5-4.2.10
- College: CLAS Standards and Criteria for Personnel Evaluation
- Mathematics Department: Workload and Evaluation of Regular Faculty
The Summary of Criteria for Personnel Evaluation, a departmental resource, summarizes and provides an overview of the criteria for all three levels.
Departmental Personnel Process and Calendar
The Procedure for the Evaluation of Tenure-Track Faculty outlines the Mathematics Department's detailed process for conducting personnel reviews. Appendices in this document provide: (a) a general schedule for the personnel process; (b) responsibilities associated with the personnel process; (c) discussion of confidentiality and conflicts of interest; and (d) the Class Visit Record.
This calendar includes specific dates associated associated with different phases of the personnel process.
Guidelines for Preparing Personal Statement & Portfolio
- Please use the CLAS Personnel Committee (CPC) detailed guidelines for personnel portfolios to direct the creation of your personal statement and portfolio.
- You are encouraged to start writing your personal statement early so that you will have adequate time to receive feedback from your colleagues. At your request, the PC will provide formative feedback on your personal statement the semester prior to your review.
- Make sure you review and follow this checklist of items to include in your portfolio. Please organize your electronic portfolio according to these guidelines.
Resources and Websites
- The Office of the Provost also maintains a Personnel Workbook webpage with information and links relevant to the personnel process.
- The CLAS Faculty and Staff Personnel webpage has links to documents and standards related to the personnel process.
- The FTLC offers personnel portfolio workshops. Check the FTLC website for specific offerings.
Frequently Asked Questions
The Department of Mathematics prefers and strongly encourages the electronic submission of materials. If you need assistance creating PDF files, please talk with the PC Chair or office staff for guidance on how to do this.
Use the specified file structure to organize your electronic portfolio. Regardless of how you submit your materials (electronic or paper format), you must prepare separate PDF files of your CV and personal statement.
Please follow the guidelines in the Electronic Portfolio Organization document when you prepare your electronic portfolio.
The PC Chair will upload the files/folders to Bb using the Portfolio folder/subfolders structure provided by the CLAS Personnel Committee. (See Template for Electronic Submission of Personnel Materials to CPC.) Additionally, the PC Chair will ensure that student evaluations, class visit records (since 2013), external letters, and a copy of the departmental standards are placed into your portfolio
Submit your portfolio to the PC Chair. Use the specified file structure to organize your electronic portfolio. Regardless of how you submit your materials (electronic or paper format), you must prepare separate PDF files of your CV and personal statement.
If you submit a paper portfolio, the PC will work with office staff to scan and make your portfolio available to the department electronically.
The College Personnel Committee recommends that the portfolio (if printed and in a binder) be no thicker than 3 inches for contract renewal, and no more than 5 inches for tenure, promotion to Associate Professor, and promotion to Full Professor (excluding student evaluations).
The portfolio should be in final form prior to the submission deadline. Normally, these materials should not be revised after the submission deadline unless new information has become available (e.g., an article listed on the CV as under review was accepted for publication after the submission deadline).
See the CPC Guidelines for Personnel Portfolios for more information about what to include in your portfolio including your CV, Personal Statement, and supplementary materials. Each item listed should be saved as one pdf file.
- Personal Statement
- Curriculum Vita
- Examples of Relevant Work to Support Personal Statement:
- Supplementary Material: Teaching
- Supplementary Material: Scholarship
- Supplementary Material: Service
- Faculty Activity Reports (FARs), Faculty Activity Plans (FAPs), and Written Performance Summaries (WPS) (one file, organized chronologically)
- Documentation of Years Toward Tenure or Joint Appointment (if applicable)
- Unit Recommendation Report from prior contract renewal(s) (recommended, but not required)
The PC will add the following documents to the portfolio you submit:
- Student evaluations
- Class Visit Records (CVRs) after December 2013 (minimum of 2)
- External letters
- Copy of the departmental standards: Workload & Evaluation of Regular Faculty (v. 3.2)
See the Procedure for the Evaluation of Tenure-Track Faculty document for more information.
Yes. This documentation should be placed in the “Supporting Materials” folder.
For contract renewals and tenure/promotion to Associate Professor, you must include all FAPs (or workload plans) and FARs since your initial hire at GVSU. For promotion to Full Professor, you must include all FAPs and FARs from the past 6 years. (See BOT Policies 184.108.40.206D)
No. For untenured faculty, the PC will include all Class Visit Records completed after December 2013. For tenured faculty considering promotion, all Class Visit Records produced by the PC in the 3 years prior to review will be included. If any candidate (untenured or tenured) has not been visited twice in the 3 years prior to the review, then the PC will conduct 2 visits in the semester prior to the review. (See #5 in the Procedure for the Evaluation of Tenure-Track Faculty). The candidate may choose to include class visit records conducted prior to December 2013 in their supplementary material in the portfolio.
The College Personnel Committee recommends that candidates include student evaluations from the past 6 years.
CV & Personal Statement
See the CPC Guidelines for Personnel Portfolios (p. 2) for a list of items to include in your CV. Be sure to clearly indicate when you began working at GVSU and your position(s) held. The PC recommends that you list your accomplishments in reverse chronological order
Yes. The Board Policies (formerly the Administrative Policies) now uses the language of “personal statement.” We formerly called this document an integrative statement.
The purpose of the personal statement is to document how you have met university, college and departmental standards associated with the personnel action in each of the evaluation criteria (teaching, scholarly activity, and service). The CPC Guidelines for Personnel Portfolios (p.2) state the following:
“The Personal Statement should not simply repeat information already contained in the CV. Rather, the most effective statements are those in which candidates discuss accomplishments as they relate to unit and college standards, and reflect upon teaching, scholarly/creative activity, and service in ways that help the reader to understand the significance of his/her accomplishments and goals in the context of the unit, the university, and the discipline.”
See the CPC Guidelines for Personnel Portfolios (pp. 2-3) for more information about personal statements.
Yes. The CPC Guidelines for Personnel Portfolios (p. 3) state the following:
“Personal statements should include reflections on patterns of student responses to teaching. For example, candidates may wish to comment on ways that assignments or course structure changed in response to student feedback, to comment on patterns of success, or to discuss concrete plans to address concerns raised in the evaluations.”
See the document entitled “CPC View on Student Evaluations,” available on the CLAS website, for guidance in interpreting student evaluations.
The CLAS PC states the following page limits for personal statements:
- 5 pages for contract renewal
- 7 pages for tenure and/or promotion to Associate Professor
- 9 pages for promotion to Full Professor.
The CPC also recommends 12 point font and single spacing. See the CPC Guidelines for Personnel Portfolios (pp 2-3) for more information about personal statements.
Yes. The CPC Guidelines for Personnel Portfolios(p. 3) state that "comments/claims in a well-written Personal Statement are supported by evidence in the supporting documents, ideally with direct links to numbered attachments or tabs.”
Within the text of the integrative statement, the PC recommends, when applicable that you specify where evidence can be found (either by referring to specific page numbers if you have paginated your portfolio or by referring to a specific file/folder). For example, if you are explaining how you assess your students’ understanding, you might write something like: “See Appendix 4: Rubrics and Formal Assessments (Supplementary Material: Teaching pp. 54-65) for examples of homework and exam rubrics I use to assess students’ work.”
Yes. The candidate has an opportunity to share a draft of his/her personal statement with the PC (personnel committee) and their Advocate. The PC and Advocate will meet with the candidate to provide oral formative feedback. The choice to meet with the PC and receive feedback on the personal statement rests with the candidate; this choice will not be viewed favorably or unfavorably in subsequent steps of the evaluation process. (See #7 in the Procedure for the Evaluation of Tenure-Track Faculty.)
Agenda & Unit Meeting
Yes. According to our Procedures for the Evaluation of Tenure-Track Faculty (#10), each department member is expected to review at least the candidate’s vita, personal statement, class visit records, numerical student evaluation data and external letters. In addition, faculty should seek additional information/clarification from the candidate’s materials when necessary to ensure an informed and responsible participation in the candidate’s review.
All tenure-track faculty members are invited to submit suggested bullet items (1-2 sentences each) for each of the 3 areas of evaluation (teaching, scholarly activity, service). The PC and Advocate will review the entire portfolio and will submit 1-3 bullet items for each of the 3 areas of evaluation. Faculty are encouraged to include a brief rationale for their suggestions, but the rationale will not be included in the agenda.
These suggestions will be sent to the Unit Head, PC, and Advocate. The candidate will also receive an edited copy of the compiled suggested bullet items, with names redacted, when the Initial Agenda is shared with the department so the candidate has full information in order to address questions/concerns/issues at the unit discussion meeting. (See #10, #11, and #15 in the Procedures for the Evaluation of Tenure-Track Faculty.)
Section 220.127.116.11B of the BOT Policies (formerly Administrative Manual) states that "only unit regular faculty in attendance may vote, except those tenure track, unit regular faculty who have not completed two (2) years of full-time, uninterrupted service as a unit regular faculty member (except as provided by Section 18.104.22.168)."
In addition, Section 22.214.171.124.A of the BOT Policies excuses faculty with conflicts of interest from all aspects of the unit personnel procedures, as described below:
For purposes of Section 126.96.36.199 and 188.8.131.52, unit regular faculty members who have a Conflict of Interest with a candidate under consideration for a personnel action shall be completely excused from all aspects of involvement and participation in the unit procedures as it relates to the candidate for which there is a Conflict of Interest. Should a question arise as to whether there is a Conflict of Interest, the Dean of the College/Library shall make the final determination. A Conflict of Interest includes, but is not limited to, one or more of the following:
- A familial relationship, including Household Member and their dependents, with the candidate;
- A financial or business relationship exists with the candidate outside of the University; or
- Unit regular faculty members who are in their terminal year of employment due to non-renewal of a contract or denial of tenure.
Section 184.108.40.206.B of the BOT Policies states:
At least two thirds of the members of the unit regular faculty must be present for a valid vote on a motion regarding a personnel action to be taken. For the purpose of determining the required quorum or majority, the count of the number of the members of the unit regular faculty will not include the candidate or those absent because they are on sabbatical or approved leave of absence, those tenure track, unit regular faculty who have not completed two (2) years of full-time, uninterrupted service as a unit regular faculty member, or those with a Conflict of Interest. To pass, the personnel vote must be carried by a majority of the members of the unit regular faculty eligible to vote unless they are on sabbatical or approved leave of absence, or those with a Conflict of Interest. If a vote does not obtain the required majority for any reason, this will be reflected in the minutes of the meeting, and the process will continue on to the College Personnel Committee.
Section 220.127.116.11.A of the BOT Polices states “In making personnel recommendations, the Dean will normally be expected to recommend in favor of the appointee if the appointee has the support of the College Personnel Committee. If, in any case, the Dean does not accept the recommendation of the College's Personnel Committee, the Dean will present the reasons in writing to the appointee, the unit, and the Committee.