Chapter III: Quality Management for Faculty
A. General Policy on Quality
Management for Faculty
It is the intent of the University
of La Verne that all regular contracted faculty possess a doctoral degree.
Program chairpersons and faculty teaching in the doctoral programs must
possess a doctorate in the appropriate field. Generally, the academic training
required for teaching a course at La Verne is the appropriate doctorate
in the general field (usually a Ph.D. but, for some of ULV's professional
programs, a D.P.A., Ed.D., or J.D.) with a subfield in the specific area
of the course. Individuals who are ABD or with post-master's-degree coursework
or individuals with a master's degree and exemplary professional experience
may also be considered for teaching. In special cases, such as studio art
or music, dance, photography, and physical education (and for Weekend Series),
individuals with recognized expertise in the field may be approved to teach
part time even though they have not earned a master's degree in the field.
All faculty scheduled to teach at
the University of La Verne are approved by the appropriate academic department.
An application with adequate documentation is submitted when approval is
In order to be considered for teaching
at ULV, an individual must have academic training in the subject matter
as well as research and/or experience in the field. In addition, applicants
must show evidence of, or potential for, quality teaching.
B. Official Records of Faculty
Policy on Official Records of Faculty
Records of faculty approval are
maintained by the Department of Human Resources, individual on-campus departments,
college/-school deans, off-campus program/center directors, and QM:
1. On-campus and Athens departments
keep full files on all regular contracted and part-time faculty, off campus
as well as on campus, who teach for the department. These files include
curriculum vitae/résumés, transcripts, letters of recommendation,
student evaluations, and other academic information as well as letters
2. For regular contracted faculty,
with the exception of those in Athens, the Department of Human Resources
keeps much the same information, but the Human Resources' file is the official
one. The Human Resources' files also contain records pertaining to hiring,
promotion, tenure, salary, benefits, degree completion, completion of other
education requirements, other information upon which employment decisions
are based, and documents required by Federal law. Human Resources also
keeps full files on full-time off-campus instructors as well as employment
files on part-time off-campus nstructors. Athens keeps these files
for Athens faculty.
3. Each dean and the associate dean
at Athens keeps files on the regular contracted faculty in the college/school/campus.
These contain complete information relating to promotion and tenure decisions
including the "Annual Faculty Growth Report and Plan."
4. Off-campus program/center/campus
directors (including the directors of EPIC and Weekend Series) keep full
files on each of their part-time faculty. In addition, the Dean of
the School of Continuing Education keeps a complete file for all part-time
instructors who teach at the residence centers.
5. QM maintains the official list
of approved part-time faculty, including those in Athens, showing the courses
for which each individual has received approval and disapproval, their
highest degree and the institution that awarded it, their primary teaching
site, and other statistical information needed for institutional research.
QM keeps no other documents on faculty except records of collegial reviews
and certain student evaluation records.
Procedures for Official Records of Faculty Approval:
1. The Department of Human Resources
is responsible for obtaining an employment application, curriculum vitae/résumé,
official transcripts, letters of recommendation, proof of right to work
in the US, and other application materials from each new full-time employee.
Human Resources is also responsible for placing information in the file
from the department chair and dean relevant to the employee's qualifications
and promotion/tenure decisions. As employment contracts, promotion/tenure/sabbatical
information, notification of degree completion, and other items relevant
to the faculty member's approval standing come to the Department, Human
Resources becomes the official repository for this information too. Human
Resources contains the official file of everything related to hiring, promotion,
tenure, salary, benefits, and other information upon which employment decisions
are based. The Athens associate dean and director of human resources
are jointly responsible for maintaining these records on all Athens faculty,
understanding that the proof of right to work in Greece is substituted
for the proof of right to work in the US.
2. Academic departments are responsible
for obtaining teaching applications/letters of application, curriculum
vitae/résumés, official transcripts, letters of recommendation,
I9's, and W4's from each full-time and part-time instructor. These will
usually be copies of the originals in the Human Resources files. The department
copy of teaching evaluations should be kept in these files along with a
list of courses the instructor has taught and other relevant nformation.
In Athens these records are included in one consolidated file for each
3. Academic departments are responsible
for providing the Department of Human Resources with copies of the curriculum
vitae/résumés, official transcripts, I9's, and W4's of each
part-time instructor who teaches on campus prior to allowing the instructor
to teach. In Athens relevant documents are collected by the Athens
associate dean and director of human resources.
4. Each dean and the associate dean
in Athens is responsible for keeping files relating to promotion and tenure
for each regular contracted faculty member in his/her college/school/campus.
5. Off-campus program/center/campus
directors are responsible for maintaining files for all instructors who
teach for them. These files should contain a complete application packet
as described in Section D below along with copies of instructor approval
forms (QMS9), teaching evaluations, instructor reviews, and other relevant
information. For the purposes of instructor and course approval, the directors
of EPIC and Weekend Series are considered off-campus directors.
6. Each on-campus department will
keep files on part-time faculty who teach courses for which the department
is responsible. Athens departments keep part-time faculty information
in the associate dean’s consolidated files and provide copies of this to
the on-campus relevant department.
7. The Dean of the School of Continuing
Education is responsible for maintaining files for all faculty who work
at the residence centers. These files contain originals of the material
in the residence center directors' files.
8. QM is responsible for keeping
the official list of the courses for which part-time instructors are approved.
9. All faculty, on-campus and off-campus,
full-time and part-time are responsible for submitting all application
materials, information on education/degree completion, and other relevant
information to keep their files current. Regular contracted faculty are
also responsible for submitting completed Annual Faculty Growth Reports
C. Approval of Regular
Policy on the Approval of Regular Contracted Faculty:
Regular contracted faculty at ULV are
hired to teach only after a position has been properly created, budgeted,
and advertised, and only after a search committee, composed primarily of
faculty from the field and related fields but also of appropriate administrators
and a student, have carefully examined the qualifications of all the applicants
and have made a selection. The selection and approval process must follow
guidelines prepared by the Human Resources Department (or the Athens director
of human resources for Athens faculty) and the generally accepted
practices in higher education as well as in the particular academic field.
It must also keep within the parameters set by PEPPIT and the Faculty Personnel
Procedures for the Approval of Regular Contracted
1. The department, working closely
with the dean or associate dean in Athens, documents the need for the position,
sees that it is budgeted, and asks the appropriate Human Resources Director
to advertise it.
2. After the dean, Vice President
for Academic Affairs, and President (or the associate dean and CEO
in Athens for Athens faculty) approve the position, the appropriate Department
of Human Resources advertises it in the appropriate newspapers and
journals as recommended by the department. Résumés and letters
of application are requested of applicants.
3. The dean (or associate dean in
Athens), with the assistance of the department chair, establishes a search
committee, which carefully screens applications, conducts interviews, and
makes recommendations on hiring. This is the first--and the principal--approval
the candidate must win, the academic approval.
4. The most favored candidate then
completes his/her application file by submitting official transcripts and
letters of recommendation. The chair of the search committee, department
chair, and/or dean (or associate dean in Athens also telephone(s) references.
5. Once the application file is
complete, the department chair (who will usually be the chair of the search
committee), dean (associate dean in Athens), Vice President for Academic
Affairs, and President must also approve the candidate. Prior to
an offer of employment being made, the appropriate Director of Human Resources
will review for possible discriminatory practices in an effort to reduce
the possibility of law suit against ULV and its administrators.
6. Offers of employment are contingent
upon the individual providing proof of right to work in the US (or in Greece).
7. No oral or written agreements
or commitments made by any representative of ULV regarding compensation,
benefits, tenure, promotion, continuation of employment, conditions of
employment, and the like will be valid if they vary from established policy
as delineated in PEPPIT and/or the Faculty Handbook unless such agreements
or commitments are approved in writing by the Vice President for Academic
Affairs and the President of the University (or by the associate dean and
CEO in Athens).
8. After a regular contracted member
of the faculty has been hired, it is generally the responsibility of the
department chair, in consultation with the faculty member, to decide which
courses the faculty member should be allowed to teach.
D. Appproval of Part-Time
Policy on Approval of Part-Time Faculty:
The policy on the approval of full-time
faculty applies to the approval of part-time faculty except that ULV typically
does not advertise specific part-time faculty positions (as opposed to
openings in fields) and rarely establishes formal search committees to
screen applicants for such positions. Part-time faculty are approved by
the appropriate regular contracted faculty member from the department in
which the person will teach, generally the department or program chair.
As in the case of full-time applicants, part-time candidates may not be
approved until they have submitted a complete packet of application materials.
Part-time instructors are approved to teach on a course-by-course basis,
while full-time instructors are generally approved to teach fields or sub-fields
of study. No part-time instructor may be approved to teach more than five
courses in any request for approval. The policy for the approval of part-time
faculty is the same off campus as it is on campus, but the approval procedures
Part-time faculty are not issued
contracts; they are issued letters of appointment which do not require
written acceptance. Most part-time faculty are hired on a course-by-course,
term-by-term basis, but Department Associates may be hired with year-by-year
letters. Part-time letters do not commit to future or continued employment.
Part-time faculty may be terminated at any time.
Procedures for Approval of All Part-Time Faculty:
On-campus and Athens part-time faculty
are usually hired by department chairs with the approval of the appropriate
dean or associate dean in Athens; off-campus part-time faculty, if previously
approval by the department, are hired by program/center/campus directors
with the approval of the Dean of SCE. The approval process starts
with the department chair on campus and in Athens and generally with the
program/center/campus director off campus. Department chairs
have the authority to approve the part-time faculty they select to teach;
off-campus part-time faculty must be approved by the appropriate on-campus
program and/or department chair before they are scheduled to teach. This
is the reason that approval procedures differ for on-campus part-time faculty
and their colleagues off campus.
Nevertheless, no one, neither on
campus nor off campus, may be approved to teach for ULV unless an application
packet containing the following items has been prepared and evaluated:
a. Application letter (on campus),
employment application (on campus), or "Part-Time Teaching Application"
(QMS43) (off-campus and in Athens).
b. Curriculum vitae/professional
c. Official transcripts showing
all relevant courses and degrees.
d. Notes/letter by the department/program
chair or program/site director based on a personal interview with the candidate
stating why the individual should be approved/hired, noting such things
as teaching experience, academic preparation, etc. An "Instructor Interview"
form may be used for this purpose.
e. Three letters of recommendation.
1. Procedures for Approval of On-Campus
and Athens Part-Time Faculty:
a. After a department chair identifies
the need for a part-time instructor and obtains the dean's approval (associate
dean in Athens), he/she finds a résumé in his/her potential
instructor file of a person with the background to teach the course in
b. The chair then contacts the potential
instructor and asks him/her to submit official transcripts and three letters
of recommendation to complete the application file.
c. After the file is complete, the
chair (and the associate dean in Athens) interviews the candidate.
If the chair concludes that the individual is qualified, he/she completes
an “Instructor Approval Form Cover Sheet” (QMS9), retains a copy for the
departmental files (campus files in Athens), and sends the remaining copies
d. QM logs the approval, places
the QM copy of QMS9 in the approved instructor log book, and sends Human
Resources its copy of QMS9 (along with a copy of the curriculum vitae/résumé
if it is a first-time instructor at ULV). Before logging approval
of Athens part-time faculty, QM sends a copy of the instructor packet to
the appropriate dean for review.
e. Human Resources will not approve
a letter of appointment for a part-time instructor to teach a course for
which there is no signed QMS9 on file approving the instructor the teach
the specific course.
2. Procedures for Approval of Off-Campus
Part-Time Faculty (excluding Athens):
a. Off-campus program/center directors
must anticipate their need for part-time instructors and actively recruit
them in order to obtain approval for them before a need arises for them
b. Off-campus directors use the
same general guidelines on instructor qualifications that on-campus department
chairs use. In addition, to assist off-campus directors determine whether
candidates have the qualifications for approval, most departments have
prepared specific lists of academic, professional, and teaching qualities
that they look for when evaluating potential instructors. The current lists
are contained in Appendix B.
c. For each instructor recruited,
the director must assemble an application packet including an application
form (QMS43), curriculum vitae/résumé, official transcripts,
and three letters of reference. For the latter the "Instructor Reference
Form" is available, but other letters of reference are acceptable. Applicants
who have not yet prepared curriculum vitae/professional résumés
should use QMS44, "Guidelines for Curriculum Vitae/Professional Résumé"
as a guide. Several instructor interview forms are available and can be
used, but a letter from the director commenting on the need for the instructor,
the instructor's qualifications, and the instructor's approach to teaching
is an acceptable substitute. Where possible, candidates should also be
interviewed by the Department/Program Chair, designated regular contracted
faculty, designated Special Assignment Faculty, or designated Department
Associate, and his/her written notes and comments on the candidate included
in the packet.
d. When the application packet is
complete, the director must complete the bottom of the Teaching Application
(QMS43) indicating which courses he/she wishes the applicant to be considered
to teach and send the whole packet to QM. No more than five courses can
be submitted. Residence center directors should send the packet to the
Dean of SCE for forwarding to QM.
e. QM will log in the packet, prepare
an "Instructor Approval Form Cover Sheet" (QMS9) for the instructor, and
send the packet and cover sheet to the appropriate Department/Program
Chair. If courses from two departments are included in the request,
QM will have to prepare two QMS9 forms and send the packet to different
programs specialists, one after another.
f. For each course included on the
cover sheet, the Department/Program Chair can either approve the applicant
to teach, disapprove the applicant for teaching, or approve him/her with
conditions. Frequently, program specialists will approve some courses,
disapprove others, and put conditions on still others. When the Department/Program
Chair has made his/her decision, he/she indicates the decision on QMS9,
signs it, and returns it and the packet to QM.
g. After QM has received responses
from the Depart-ment/Program Chair(s), QM enters the information in the
database, places the QM copy of QMS9 in the log book of approved instructors,
sends Human Resources its copy of QMS9 (along with a copy of the curriculum
vitae/résumé if it is a first-time instructor at ULV), and
returns the packet with the SCE copy of QMS9 to the appropriate program/center
director or to the Dean of SCE.
h. Only after the off-campus program/center
director has received approval for an instructor to teach a course can
the director schedule the instructor to teach the course.
3. Part-Time Faculty Scheduled On Campus
and Off Campus:
Once an individual has been approved
to teach a course, he/she can teach it on or off campus unless this approval
is subsequently revoked. Additional courses cannot be taught unless they
too are individually approved.
E. Conditional Approval of
Policy on Conditional Approval of Part-Time Faculty:
Part-time faculty applicants may be
fully approved to teach a course, disapproved, or approved with conditions.
The Department/Program Chair can set any number of conditions, from the
insistence that additional application materials be submitted to the requirement
that the instructor's teaching be observed and evaluated. Until all of
the conditions have been met and submitted to the Department/Program Chair
for approval, an instructor cannot be considered fully approved.
Procedures for Conditional Approval and Removal
of Conditional Approval:
1. When evaluating an applicant for
part-time teaching, a Department/Program Chair can place any reasonable
conditions on the approval of one or more courses. Often Department/ Program
Chairs will fully approve one course, disapprove another, and grant
conditional approval on a third. Example conditions are as follows:
* May be taught one time only.
2. When conditions are placed on approval,
the program/center director must meet the conditions before the instructor
can be considered fully approved for the course.
* Must be carefully reviewed after
the first course.
* Must submit an official transcript
showing terminal degree.
* Must provide documentation for
3. "Meeting the conditions" usually
means resubmitting the instructor's application packet with the additional
material requested. The packet is submitted to QM, which handles it precisely
as if it were any other request for instructor approval. The "Instructor
Approval Form Cover Sheet" (QMS9) is prepared for the Depart-ment/Program
Chair who considers the resubmission and then responds to QM. The department/program
chair may fully approve the instructor for the course, disapprove him/her
on the basis of the new information, or approve with new conditions.
For Athens part-time applicants, conditional approvals are set and removed
by Athens departments, but copies of the QMS9 forms documenting this are
submitted to the appropriate on-campus dean to review and QM to file.
F. Emergency Approval of Part-Time
Policy on Emergency Approval of Part-Time Faculty:
When scheduled instructors suddenly
and unexpectedly withdraw from their commitments and no other approved
instructors are available, the appropriate dean or the Vice President for
Academic Affairs or the associate dean in Athens may give an emergency
approval for an individual to teach one course for one time. No instructor
may ever be given more than one emergency approval because, by definition,
emergency approvals are only granted when an instructor without a complete
application packet is needed to teach in a situation which could not be
anticipated. After an emergency approval has been granted, the applicant
must complete his/her application packet before he/she may be scheduled
to teach again.
Emergency approvals are only to
be requested and granted in emergency situations, not merely because an
applicant's application packet is not complete nor because the department/program
has disapproved the instructor to teach the course
in question. In most cases a conditional approval (generally, a one-time
only approval) should be requested rather than an emergency approval. If
the applicant has submitted as much as a résumé or unofficial
transcripts, this is sufficient to request conditional approval pending
receipt of the complete official application packet.
When a conditional approval is requested
by an off-campus director in an emergency situation and the approval is
not granted by the Department/Program Chair, the off-campus director may
appeal the decision to the appropriate dean and then to the Vice President
for Academic Affairs.
Procedures for Emergency Approval of Part-Time
1. The department chair/SCE director
faced with an emergency need for an instructor should first try to get
a conditional approval for the instructor selected to fill the unexpected
need. Only if a conditional approval cannot be obtained through the normal
approval channels should an emergency approval be requested.
2. To obtain an emergency approval,
the department chair/off-campus director must send a written request for
the approval to the dean.
3. The dean, if he/she approves
the emergency approval, will notify the chair/director as well as QM.
4. If the dean rejects the emergency
appeal, the chair/director may appeal to the Vice President for Academic
5. QM will put the dean's (and Vice
President's, if appropriate) signed emergency approval/disapproval into
the approved instructor notebook as a record that the emergency approval
was granted/rejected. This record also helps assure that the instructor
is not granted a second emergency approval.
6. In Athens these steps
are streamlined because the associate dean has the power to grant emergency
approvals. Copies of emergency approvals granted by the Athens associate
dean are sent to QM and filed with the instructor’s other approvals.
G. Approval of Part-Time Faculty
to Teach Additional Courses
Policy on Approval of Part-Time Faculty to Teach
Part-time faculty may be considered
for approval to teach courses additional to those requested in the initial
application to teach. Each additional course must be approved separately
by the appropriate on-campus or Athens Department or Program Chair. Approval
of no more than four additional courses can be requested in any single
request. In general, part-time instructors should never be approved for
a total of more than five courses, and then only if the courses are in
a related field. When a department or program chair (or a center or program
director or the associate dean at Athens) judges it necessary and desirable
to request the approval of additional courses beyond these limits, the
chair or director must either remove an equivalent number of previously
approved courses from the instructor's list or appeal to the appropriate
dean and to the Vice President for Academic Affairs for approval of additional
courses beyond the maximum.
Procedures for Approval of Part-Time Faculty to
Teach Additional Courses:
1. Department/program chairs may approve
part-time instructors to teach additional courses with their dean’s (or
associate dean’s in Athens) concurrence if the maximum number of course
approvals is not exceeded.
2. Off-campus directors may request
approval for instructors to teach additional courses by completing QMS8,
"Instructor Sub-sequent Approval/Removal Request," and submitting it to
QM along with the instructor's entire application packet and any student
evaluations, instructor reviews, documentation showing previous approvals,
or other pertinent information that has accumulated on the instructor.
3. QM will process the request in
the same way that it handles initial requests for approval as described
4. When approval of more than a
maximum total of five active course approvals is proposed, either
an equivalent number of previously approved courses over the maximum must
be removed (as provided in §III.H) or the appropriate dean
and the Vice President for Academic Affairs must approve (in addition to
the program/department chair).
a. To appeal for approval of courses
beyond the maximums, the department/program chair or center/program director
or Athens associate dean completes the appropriate section of QMS8 providing
an explanation for the request and sends it with the instructor packet
to QM (or directly to the Vice President for Athens, skipping the next
5. As in all other cases, an instructor
can be scheduled to teach an additional course only after he/she has been
approved to teach the course by the appropriate on-campus or Athens department/program
b. QM logs the request and sends
it along with a completed QMS9 signature cover sheet to the department/program
c. If he/she approves and signs,
it is forwarded in turn to the dean and Vice President for Academic Affairs.
d. If chair, dean (or associate
dean in Athens), and Vice President approve, the appeal is approved. If
any disapprove, the appeal is denied.
e. The completed QMS8 and attached
documents are returned to QM which processes them as any other course approval.
H. Removal of Faculty Previously
Approved or Some of Their Courses
Policy on Removal of Faculty Previously Approved
or Some of Their Courses:
It is in the nature of a university
faculty in a dynamic learning environment that approved part-time faculty
and courses will need to be renewed on a regular basis. Among the reasons
why individuals may need to be removed from the list of approved part-time
faculty are changes in job or place of residence on the part of the instructor,
curriculum changes by ULV, and the approval of new part-time instructors
who better meet ULV 's needs. Individual courses may need to be removed
from the list an instructor is approved to teach for such reasons as the
course has been deleted, the program no longer needs the instructor to
teach it, its content or direction has changed significantly, or the instructor
prefers to teach other courses. To provide for the removal of approved
faculty and approved courses from continuing faculty is a necessary part
of the smooth running of the Quality Management System.
When a center/campus/program director/associate
dean at Athens, on the one hand, and the department/program chair, faculty
liaison, or faculty specialist, on the other, are in agreement that a particular
part-time faculty member needs to be removed from the list of approved
instructors, they can jointly remove him/her. However, if they are
not in agreement, the part-time instructor can only be dismissed after
a collegial review and evaluation by a regular contracted faculty member.
The final decision rests with the appropriate dean (associate dean in Athens)
in consultation with the reviewer, program chair/faculty specialist, and
Procedures for Removal of Faculty Previously Approved
or Some of Their Courses:
1. When a department/program chair
(or faculty specialist) or center/program director/associate dean at Athens
wishes to remove an individual from the list of approved part-time faculty
or to remove some of the courses for which an individual was previously
approved, he/she consults with the reviewer, program chair/faculty specialist,
and center/program director, completes the appropriate section of QMS8
and submits it with the instructor packet to QM. (The same QMS8 can be
used to simultaneously remove approved courses for an instructor and request
approval of additional courses.)
a. If the chair/specialist and
director agree to the removal of an instructor, they can jointly remove
2. If the request is to remove an instructor,
QM deletes the individual from the list of approved instructors and files
the QMS8 and the QMS9 forms with the former instructors. If the request
is to remove courses, the QMS8 is filed with the instructor's QMS9 forms
to show that the instructor was formerly approved for the course(s). If
the request is to simultaneously remove and request approval for new courses,
a QMS9 cover sheet is prepared for the additional courses and sent along
with the QMS8 and instructor packet to the department/program chair. When
this packet returns to QM, it files a copy of the QMS8 with its copy of
the signed QMS9 in the approved instructor binder. QM also notifies Human
Resources of the deletion. In Athens these changes are made jointly
by the associate dean and department chair and their decisions are forwarded
to the appropriate dean for review and filing in the QM instructor approval
b. If the chair/specialist and director
do not agree to the removal of an instructor, the chair/specialist (or
his/her designee) must conduct a collegial review and evaluation before
the final decision is made.
I. Appeals of Part-Time Faculty
Policy on Appeals of Part-Time Faculty Disapprovals:
It is the prerogative of the regular
contracted on-campus and Athens department/program chair to approve part-time
instructors. Nevertheless, the director may feel a need to appeal. In such
cases, the director may appeal first to the department appeals committee
and/or chair, then to the department's dean, and finally to the Vice President
for Academic Affairs.
Procedures for Appeals of Part-Time Faculty Disapprovals:
1. If a director receives a disapproval
that he/she sincerely and strongly feels was undeserved, he/she needs first
to try to meet the objections and/or requests stated by the department/program
chair in explaining the disapproval. In some cases it will be necessary
for the director to contact QM or the department/program chair directly
to ascertain the reasons for the disapproval.
2. The director should obtain additional
supporting documents to support his/her appeal and submit these through
QM to the department/program chair. QM will process this request as it
does any instructor approval, starting with logging the request and completing
QMS9, "Instructor Approval Form Cover Sheet."
3. If the director is dissatisfied
after appealing to the department/program chair, he/she may appeal directly
to the department's dean, and then to the Vice President for Academic Affairs.
All of the additional appeals should be done in writing or in person.
4. When a conditional approval is
denied in an emergency situation, the director may request an emergency
J. Student Evaluations of
Policy on Student Evaluations of Teaching:
Every instructor who teaches for ULV
is to be evaluated by the students in each course that he/she teaches before
the conclusion of the term. A standardized evaluation questionnaire, circulated
in the classroom to the students, is completed and collected in the instructor's
absence. The evaluation is kept confidential until after the instructor
submits his/her course grades to the Registrar. SCE center/campus/program
directors review the questionnaires completed in courses offered by their
center/campus/program before they are sent to the central campus and take
corrective action with center/campus/program faculty/courses as appropriate
as soon as possible. Once the completed questionnaires have been
tabulated, they are reviewed and corrective action is taken as appropriate.
At a minimum, deans (and the associate dean in Athens) review questionnaires
from courses taught by regular contracted faculty; department chairs review
those from departmental courses (part time and full time, on campus and
off campus); program chairs review courses in their programs; and faculty
specialists review courses for which they are responsible.
Procedures for Student Evaluations of Teaching:
1. The dean of each college or school
(including the Associate Dean at Athens) is responsible for seeing that
all courses under his/her college/school/campus are evaluated. The Directors
of EPIC and Weekend Series are responsible for seeing that instructors/courses
in their programs are evaluated.
2. The on-campus Faculty Personnel
Committee is responsible for seeing that the "Teaching Evaluation Form"
is appropriate. Currently, the evaluation form has a multiple choice quantitative
section which is tabulated by computer and compared across the University
as well as a brief-answer qualitative section where students are asked
to describe the most and least satisfactory aspects of the course.
3. Each term the dean of every college/school
or his/her designee(s) (or the associate dean at Athens) sees that sufficient
Teaching Evaluation Forms are distributed. Included with the forms are
instructions on how to administer the evaluation and a self-addressed return
4. Faculty are instructed to schedule
time for the evaluation during the last or second-to-the-last class meeting
before the final exam. One student or coordinator in each class is asked
to distribute the evaluation forms to the class while the instructor steps
out of the room. Students complete the evaluations and return them to the
proctor who in turn puts the evaluations in the return envelope and forwards
it to the center/program director (off campus), dean (on campus), associate
dean at Athens, or his/her designee.
5. Upon receipt of the evaluations,
the center/campus/program director (off campus), associate dean in Athens,
dean (on campus), or designee unseals the envelope and examines the
results. The center/campus/program director (off campus) will
take corrective action as appropriate if evaluations have not been submitted
for all classes or if any evaluations are poor even before sending the
completed questionnaires to the central campus.
6. After the dean (or associate
dean at Athens) makes sure that evaluations have been received for all
courses offered under his/her responsibility that term, the entire group
of evaluations is forwarded to data processing. If evaluations were not
completed in any class, the dean should determine why and take appropriate
7. Data processing inputs the quantitative
portions of the on-campus evaluations into the computer, batching the evaluations
for whole terms so that comparisons can be made. SCE processes its own
evaluation to hasten responses to SCE directors and instructors. The dean
(or associate dean at Athens) is responsible for forwarding a copy to the
instructor and to the department and/or program chair. Off-campus center/program
directors and the directors of EPIC and Weekend Series are sent copies
of the statistical analyses for courses offered in their programs along
with the students' handwritten comments for these courses.
8. The deans (or the associate dean
at Athens) are responsible to insure the storing of the original evaluation
forms with the students' handwritten comments for three years and for keeping
the statistical analyses from all courses in their jurisdiction for as
long as the instructors are teaching for ULV.
9. The deans (or the associate dean
at Athens) are responsible for making the handwritten evaluation forms
available to instructors. In general, instructors may see the original
evaluations one week after they turn in their grades for the course, if
the evaluations are ready. Instructors who receive poor evaluations--defined
as evaluations which receive 2.6 or higher for the overall mean--may not
see the handwritten evaluations, at least not for courses offered on campus.
Instead, on campus at least, the deans are responsible for preparing typewritten
summaries of the students' comments recorded in the brief-answer section
of the evaluation.
10. Each dean (or the associate
dean at Athens) is responsible for documenting the action taken by department
chairs (on campus) and program/center directors (off campus) concerning
instructors with poor evaluations (overall means of 2.6 or higher*).
To do so, department chairs and program/center directors complete an
"Action Report on Teaching Evaluations" (QMS74) each semester/term listing
the number of courses offered, the number evaluated, and the number with
overall means above 2.6 as well as action taken regarding the means below
2.6. [From 1977 until 1992 the evaluation scale went from a high positive
of 1 to a low negative of 6. During this period poor evaluations were defined
as an overall mean of 2.6 or above. In 1992 the scale was reversed, making
6 high positive and 1 low negative. Consequently, for a part of 1992 and
1993 "poor" was defined as those with overall means below 3.4. The evaluation
scale was returned to a high positive of 1 in 1993.]
11. QM is responsible for spot-checking
to see that all courses offered by the University are evaluated, for seeing
that directors complete Action Reports, and for maintaining the file of
K. Obtaining Student Feedback
During the Term/Semester
Policy on Obtaining Student Feedback During the
Every ULV instructor is encouraged
to develop means by which to get feedback from his/her students in each
class during the course of the semester/term. Feedback should involve more
than quizzes, exams, and papers, seeking to determine the climate of the
classroom as well as measuring learning that is taking place.
Procedures for Obtaining Student Feedback During
1. Many instructors have developed
successful means of obtaining student feedback through informal discussions,
short-answer one-minute quizzes, and other techniques.
2. The Director of Institutional
Research is responsible for providing information on evaluation techniques
used successfully and reported in the literature. Examples are the methods
described in Classroom Assessment Techniques: A Handbook for Faculty
by Pat Cross and Thomas Angelo.
L. Collegial Reviews
Policy on Collegial Reviews:
The classes of ULV part-time faculty
are visited on a systematic, periodic basis by regular members of the ULV
faculty. In general, visits are made by regular contracted faculty, but
Department Associates are sometimes asked to make reviews. New part-time
faculty are usually reviewed in their second term of teaching; faculty
who receive poor student evaluations are reviewed as soon after they receive
the warning-sign evaluations as possible. Ideally, all part-time faculty
are reviewed once each year for the first three years at the end of which
time they are evaluated for promotion to adjunct professor. Part-time faculty
who receive satisfactory student evaluations and who have worked for ULV
for many terms are reviewed systematically, a few per term. Regular contracted
faculty are also reviewed systematically, the reviews being conducted by
department chairs and deans. The appropriate deans (or the associate dean
at Athens) are responsible for seeing that instructors teaching in their
programs are reviewed on a regular basis. Deans typically delegate
this responsibility to department/program chairs who work in conjunction
with the SCE center/campus/program directors.
Procedures for Reviews of Regular Contracted Faculty:
Each dean (and the associate dean at
Athens) is responsible for visiting at least one class session of all regular
contracted faculty in his/her college/school/campus at least every other
year. Deans (and the associate dean at Athens) may delegate
this responsibility to department chairs. Where potential for real or perceived
conflict of interest exists in the review of regular contracted faculty
(e.g., because a dean or chair teaches in a program), arrangements for
alternate reviewers should be made.
Procedures for Reviews of On-Campus Part-Time
1. The deans (and the associate dean
at Athens) are responsible for seeing that at least one class session of
all new part-time faculty is visited during their first term teaching at
2. The deans (and the associate
dean at Athens) are also responsible for seeing that a class session or
two of those part-time faculty with poor student evaluations is visited
during the first term that the instructor teaches after receiving the poor
3. Deans (and the associate dean
at Athens) may delegate this responsibility to department chairs.
4. The collegial visitors should
observe the part-timer's teaching style, check to see that what he/she
is teaching addresses the requirements for the course, make sure that the
reading materials are appropriate, and make other observations pertinent
to the course and teaching. Deans (and the associate dean at Athens) may
direct reviewers to utilize the same forms used in reviewing off-campus
part-time faculty (QMS25 and QMS52), or they may devise other forms or
5. The collegial visitors are to
report their observations to the department chair and to the dean (and
the associate dean at Athens) in writing, using QMS25, "Instructor/Course
Review Report Form," or another format specified by the dean.
6. The deans (and the associate
dean at Athens) are responsible for making appropriate responses to these
reports, and for sending a copy of each report along with the dean's follow-up
actions to the Vice President for Academic Affairs.
7. Department chairs are responsible
for seeing that the results of the reviews are shared with the faculty
who are reviewed.
Procedures for Reviews of Off-Campus Part-Time
1. The appropriate deans are responsible
for seeing that at least one class session of all new part-time faculty
is visited during their first or second term teaching at ULV. The deans
are also responsible for seeing that a class session or two of those part-time
faculty with poor student evaluations is visited during the first term
that the instructor teaches after receiving the poor evaluation.
2. Center/campus/program directors
and department/program chairs are collectively responsible for arranging
collegial reviews of off-campus part-time faculty by full-time on-campus
faculty (or department associates as determined by department program/chairs.
a. For part-timers who teach in
the Los Angeles region, reviews are arranged at the rate of two or three
per program or location per term, focusing on new part-time faculty or
those who received poor student evaluations.
3. In arranging reviews, it is the
center/campus/program director’s responsibility to find a date and time
convenient for both the instructor and the reviewer and to provide the
reviewer with the instructor's curriculum vitae/résumé and
current course syllabus and outline, driving instructions and other pertinent
information (including a map) needed to get to the classroom, the name
and phone number of the instructor (and the coordinator, if there is one),
the number of students in the course, and the beginning and ending dates
of the course.
b. For part-timers who teach at
distant centers, reviews by Special Assignment Faculty, faculty liaisons,
and department associates are arranged or by on-campus faculty or appropriate
administrators when they visit the centers. Center/campus/program directors
are responsible for monitoring the quality of their instructors and for
notifying the dean, Vice President for Academic Affairs, or QM, if a need
for a special review visit arises.
a. The director is responsible
for providing the instructor being reviewed with a copy of QMS52, "Guidelines
for Collegial Review of Instructor/Course," as well as any further explanation
and information necessary for the instructor to get the most out of this
4. Using QMS52 and QMS25 as guides,
the reviewer conducts the review. The principal purpose of the review is
to assess the instructor's teaching abilities and insure that the contents
of the course are correct. However, the reviewer may also comment on other
germane items which come up during the review. It is critical, however,
that the reviewer keep his/her review of the instructor/course separate
from any comments he/she might feel compelled to make about the facilities,
program, etc., even if the review and comments are all made on QMS25.
b. QM provides the reviewer with
a copy of QMS52, "Guidelines for Collegial Review of Instructor/Course"
and QMS25, "Instructor/Course Review Report Form."
a. In conducting the review, the
reviewer should try to be as unobtrusive as possible. The ideal would be
to observe without being seen or heard. The instructor will introduce the
reviewer and let the class know why the reviewer is there, but the class
must continue as usual, both to get an accurate picture of its conduct
as well as to allow the academic process to proceed. Reviewers may wish
to chat with students outside of the instructor's hearing, or to chat with
the instructor alone, but this should only be done before class,
on breaks, or after class. Arrangements for such interviews should be made
in advance by the reviewer with the instructor. Reviewers are encouraged
to call instructors in advance of reviews so that the two can get to know
each other as well as to share plans and needs for the review.
4. Reviews by on-campus faculty and
administrators of part-time instructors at distant centers are arranged
by QM as part of Site Reviews by faculty and administrators. QMS52, QMS25,
the ULV Expense Report, and the Pay Advice are all used in the same manner
as in other collegial reviews.
b. The reviewer should make his/her
report on the review on QMS25 within one week after conducting the review.
QM will examine the report, file the original, and send copies to the off-campus
director, Dean of SCE, and chair of the appropriate on-campus department.
QM will request the director to react or respond to the review, if appropriate.
The off-campus director should share the review with the instructor.
c. Reviewers are reimbursed for
mileage and appropriate meals as reported on a completed ULV Expense Report
with supporting receipts. They also receive a small honorarium authorized
by a Pay Advice initiated by QM and added to the reviewer's regular paycheck.
M. Evaluation of Course
Policy on Evaluation of Course Assessments:
Along with syllabi, evaluations by
students, student written work, and student projects, some of the most
valuable documents for assessing what occurs in the classroom are the examinations
which are given in each course. The syllabus lays out the instructor's
goals, objectives, outline, and intended outcomes, but the examinations
provide evidence on just how well those goals and objectives were met,
how much of the outline was covered, and how many of the intended outcomes
the instructor believed were actually achieved. The style of examination,
its rigor and incisiveness, the extent to which it challenges the students,
its creativity, and its timeliness also give a portrait of the instructor:
how current he/she is in the field, how much she/he relies on a single
textbook, and so forth. Although written examinations are not a required
part of every ULV course, most courses include a written final examination.
Exceptions include some physical education activity and team sports courses
as well as some studio art courses. It is La Verne policy to review course
examinations of part-time instructors on a regular basis.
Procedures on Evaluation of Course Assessments:
1. Part-time instructors are responsible
for submitting their course examinations to the department/program chair
(for on-campus and Athens instructors) or center/campus/program director
(for off-campus instructors) at the end of each term.
2. Center/campus/program directors
are responsible for submitting the examinations they receive to the appropriate
on-campus department/program chairs for regular and systematic review.
3. Department/program chairs are
responsible for reviewing examinations in their fields and providing appropriate
feedback to the instructors and to the center/program directors.
4. Once reviewed, it is the responsibility
of the department/-program chair to see that the examinations are placed
in the instructors' portfolios (see next item).
N. Portfolio Assessment
Policy on Portfolio Assessment:
The University of La Verne believes
that faculty should participate in their own assessment. Course-by-course
student evaluations and periodic collegial reviews do not provide a complete
picture. Regular contracted faculty complete an Annual Faculty Growth Report
and Plan each year as well as the Guidelines for Faculty Workload Equivalency.
In addition, regular contracted and part-time faculty are all encouraged
to place documents illustrating their teaching and scholarly activity into
permanent files (portfolios). These documents normally consist of such
items as published articles, papers read at professional conferences, and
copies of professional award citations illustrative of scholarly endeavor,
as well as such things as exemplary final examinations, syllabi, student
term papers, and student research findings demonstrating excellence and/or
creativity in teaching. Video and audio tapes may be included as well as
records of artistic and other creative activity. Material in faculty portfolios
is read and viewed along with student evaluations and collegial reviews
in making decisions related to rehiring and promotion.
Procedures on Portfolio Assessment:
1. Portfolio files for regular contracted
faculty are maintained by the appropriate dean or the associate dean at
2. Portfolios for central campus
part-time faculty and for Department Associates are maintained by the appropriate
academic department/program chair.
3. Portfolios for SCE programs and
centers are maintained by the appropriate SCE program/center chair.
4. Portfolios for special programs
such as EPIC, Weekend Series, and the off-campus religion programs are
maintained by their respective directors.
5. Department/program chairs may
keep duplicate portfolios for regular contracted faculty and off-campus
part-time faculty in their department/program offices.
6. The Dean of SCE may keep duplicate
portfolios for all faculty in SCE.
7. Faculty members are encouraged
to keep a duplicate portfolio of all items submitted for inclusion in their
O. Evaluation of Part-Time
Faculty and Their Pomotion to Adjunct Professor and Senior Adjunct Professor
Policies and Procedures for the Evaluation of
Part-Time Faculty and Their Promotion to Adjunct Professor and Senior Adjunct
In December 1995 the Faculty Assembly
approved a formal statement on the evaluation of part-time faculty and
established a promotion system for part-time faculty that leads from Adjunct
Instructor to Adjunct Professor to Senior Adjunct Professor. The policies
and procedures for these are detailed in PEPPIT, §IXD-E. It is the
responsibility of the Office of Quality Management, working in conjunction
with the Department of Human Resources, to identify part-time faculty in
their fourth and eighth years of teaching at ULV and report their names
to the appropriate deans and departments so that they can be evaluated
for promotion on schedule.
P. Faculty Degrees
Policy on Faculty Degrees:
The University seeks diversity in its
faculty, looking for the contribution of traditionally trained individuals
with terminal degrees as well as of those practicing in their fields. It
also seeks diversity in where graduate degrees were awarded, including
hiring graduates from some of its own programs.
Each department will have a faculty
sufficiently diverse in formal educational preparation to cover the major
areas of study in the degrees offered by the department.
Although the doctoral degree is
not the only measure of a faculty member's knowledge and skill, it is the
most recognized and respected measure. Consequently, it is ULV's goal to
hire faculty to teach courses in fields which they possess doctoral degrees.
The University has established the following quality indicators regarding
* 90% of all part-time faculty
should have taken courses in the areas in which they teach.
* 80% of all regular contracted
faculty should have the doctorate and have taken post-master's courses
in all areas in which they teach.
* 75% of all part-time faculty teaching
graduate courses should have the doctorate or have taken post-master's
courses in all areas in which they teach.
* 50% of all part-time faculty teaching
undergraduate courses should have the doctorate.
Procedures for Reviewing Faculty Degrees:
1. It is the joint responsibility of
the Office of Institutional Research and QM to tabulate the highest degrees
possessed by the faculty teaching at ULV and to compare this data with
the goals set by policy. The data should be broken down by program and
center as well as regular contracted and part time and graduate and undergraduate.
2. If any of the figures do not
show a trend consistent with the Policy on Faculty Degrees stated above,
the inconsistency should be analyzed, and the figures and analysis reported
to the Vice President for Academic Affairs.
Q. Faculty Recruitment
Policy on Faculty Recruitment:
To obtain sufficient pools of qualified
applicants and to endeavor to insure diversity in these pools, it is ULV's
policy to advertise faculty openings. Regular contracted openings are advertised
in appropriate professional publications as well as the general media as
appropriate. Appointed search committees screen applications, interview
the best candidates, and make recommendations for hiring.
Part-time faculty needs are usually
advertised in the general media in the geographic area surrounding the
center or program site where instruction is to take place. A pool of prospective
instructors is interviewed and submitted through QM for approval. Every
effort is made to insure diversity in the pool of qualified, approved part-time
faculty at every center and in every program. It is ULV's intention to
advertise for part-time faculty only when there is an anticipated need
so that instructors recruited can actually be scheduled to teach and not
merely appear on a list of individuals approved to teach.
Procedures for Faculty Recruitment:
1. Regular Contracted Faculty: Whenever
a regular contracted faculty position becomes available, it must be advertised
and filled through guidelines established by the Human Resources Depart-ment
(or the Athens Human Resources Director).
a. Advertisements should be worded
and placed as recommended by the department, dean, and Vice President for
Academic Affairs. Advertisements should be placed in publications that
are likely to attract women and minorities to the applicant pool.
2. Part-Time Faculty: Whenever a center/campus/program
director, in consultation with appropriate department/program chairs, faculty
liaisons, and/or department associates, judges that the available pool
of approved part-time faculty must be increased, she/he should advertise
for faculty in publications distributed in the area where courses will
be offered. Publications should be included which are likely to be read
by qualified women and minorities.
b. A search committee, appointed
by the Vice President for Academic Affairs (or the associate dean at Athens)
in consultation with the department chair and dean, screens the applications,
interviews a short list of candidates, and makes recommendations concerning
a. With the assistance of the appropriate
department/program chairs, faculty liaisons, and/or department associates,
the center/program director screens the applications and requests transcripts,
letters of recommendation, and other supporting materials from the most
b. As each teaching packet is complete,
the center/campus/program director sends the packet through QM for approval.
R. Faculty Development
Policy on Faculty Development:
The University of La Verne supports
its faculty in developing their knowledge and skills in their fields, in
conducting research and publishing in their areas of specialization, in
participating actively in professional organizations, in creative pursuits,
in learning new technologies, and in improving their teaching. Regular
contracted faculty are supported primarily by sabbaticals and other leaves,
Faculty Professional Support Committee grants, in-house training sessions,
retreats, library materials and equipment, and electronic communication
with colleagues and databases around the globe. Part-time faculty can apply
for Faculty Professional Support Committee grants, participate in certain
in-house training sessions, and use most library materials and equipment.
In addition, as a condition of continued appointment, all part-time faculty
members are expected to attend at least two faculty meetings annually for
the center/program in which they teach and, ideally, one on-campus faculty
workshop each year. Athens has its own Faculty Professional Support
Committee which works exclusively with Athens faculty.
Procedures for Faculty Development:
1. It is the responsibility of the
Vice President for Academic Affairs and the academic deans (or the associate
dean at Athens) to see that all faculty, regular contracted and part time,
are aware of the development opportunities available to them.
2. It is the responsibility of the
Vice President for Academic Affairs and the deans (and the associate dean
at Athens) to see that sufficient funds are available for sabbaticals,
workshops, conferences, library resources, and other necessary components
of an active and productive faculty development program.
3. It is the responsibility of department/program
chairs and center/campus/program directors to see that their faculty participate
in faculty development, especially mandatory meetings and workshops.
4. It is the responsibility of each
faculty member, part time as well as regular contracted, to participate
in faculty development.
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