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XV. What Happens In Athletics and Physical Education Faculty Reviews — A Brief Account

There are two major stages in the process of review.  In the first, discussion among members of the Athletics and Physical Education Department Review Committee results in a written departmental recommendation.  In the second, the College Level Review Committee (CLRC) acts in an advisory capacity to the president.  Discussion among members of CLRC and the president results in a written recommendation from the president to the Board of Trustees.  CLRC meets independently as well as with the president.        

The review of a faculty member in the Department of Athletics and Physical Education for extension, reappointment or promotion begins in the individual’s department. The review by the department is undertaken by a Department Review Committee comprised of the Athletic Director, the two Associate Directors (of Athletics and Physical Education, respectively), and a senior member of the department on the same track (lecturer or tenure-track) as is the candidate.  The review must consider all submitted materials and all aspects of the candidate’s professional contributions during the period under review. The candidate’s dossier will normally include the following materials: (a) an up-to-date vita, (b) a coaching accomplishments and teaching portfolio, (c) a Personal Statement that describes the candidate’s career and professional development as reflected in coaching and teaching, and service to the college, department and community, (d) any pertinent accomplishments and/or work produced during the period under review.  Extraneous material of all sorts, including unsolicited letters, whether positive or negative, may not be included in the candidate’s dossier.   

Responsibility for writing the final recommendation rests with the Athletic Director.  It must be a full statement of the Department Review Committee’s recommendation, reporting the vote and summarizing the points of view presented, including differences of opinion, if any.  A separate letter may be submitted by a member or members of the Department Review Committee who feel(s) that the Department Review Committee’s recommendation is not a fair, accurate, and full report of the discussion about the candidate. 

At the time the Department Review Committee’s recommendation is submitted to the dean of the strategic planning and academic resources, the candidate will be provided with a copy of the full recommendation modified so as to indicate the numerical vote but not the votes of the individual voting members.  If a separate minority report is submitted, this minority report will also be provided to the candidate with the names of those signing it deleted.  The Athletic Director shall also meet with the candidate to discuss this report and the remainder of the review procedure.

The Department Review Committee’s recommendation is subsequently reviewed, together with the information in the individual’s dossier, by the College Level Review Committee (CLRC) consisting of a representative of FASC, the Faculty Athletics Representative and the dean of the faculty, working independently and then in consultation with the president, working separately at first, then jointly.

The Athletic Director shall send with the Department Review Committee’s recommendation an invitation to the candidate to discuss the recommendation.  Whether the recommendation is positive or negative, the candidate may (but need not) request a meeting with the FASC representative participating in the CLRC review and the Faculty Athletic Representative to discuss issues raised in the Department Review Committee’s recommendation.  The candidate may also (but need not) submit to the College Level Review Committee and the president a written response to the recommendation.  The request for a meeting and the intention to submit a written response must be communicated to the FASC representative within one week, and the written response submitted within two weeks, of receiving the departmental recommendation.  If later in the review process the department meets with the president and the College Level Review Committee to provide additional information or to defend its recommendation, the candidate’s written response shall be shared with the Department Review Committee’s members.   

After studying all the available material, the CLRC, meeting alone, attempts to view each case from as wide a range of perspectives as possible.  Close attention is given to the adequacy and fairness of the departmental, student and athlete evaluations.  The CLRC, after notifying the president, may ask the department to amplify in writing any points that are inadequately addressed in its recommendation.  Within the CLRC, individual viewpoints are formulated and compared, and differences of opinion are discussed.  Then the CLRC forwards to the president, in written form, a tentative recommendation for the purpose of informing discussion among the members of the CLRC and the president. Special attention is given to those cases in which the recommendations of the CLRC differ with the Department Review Committee.   

If at this point the CLRC and the president believe that additional information might be necessary or helpful in reaching a decision, a consultation with the Athletic Director and other members of the Department Review Committee may be arranged.  If preliminary discussions have indicated the likelihood of a decision contrary to the Department Review Committee’s recommendation, a consultation with the Athletic Director and other involved members must be arranged.  Meetings are called by the president together with CLRC, and the dean informs the Department Review Committee of the nature of the meeting and the issues the department should be prepared to address.  After such meetings, the CLRC shall within one week summarize in writing the issues raised and the departmental response.  Copies are distributed to the candidate as well as the all participants in the candidates review, both at the departmental and college levels.  The candidate has the opportunity within one week to respond in writing to all participants in the meeting.   After considering any departmental and candidate responses, members of the CLRC will meet with the president to convey their final recommendations, and the CLRC records its recommendation in the form of a vote.  The president subsequently submits a final written recommendation to the trustee Committee on Academic Affairs.  In cases where the final recommendations of CLRC and the president differ, the CLRC may request a conference with the trustee Committee on Academic Affairs.  

Strict confidentiality is maintained throughout the process by all who are involved in the review.   The dates for the various steps in reviews for extension, reappointment, promotion, and tenure decision will be listed each year in the Athletics and Physical Education Department Handbook.  Except for the required dates of notification listed in the Governance, the dates mentioned are administrative guidelines and are not legally binding.  Every effort will nevertheless be made to conform to them.   In cases where a negative recommendation has been received, the candidate may discuss the reasons for the decision with the president or the dean of the faculty.   In cases where the faculty member believes there are grounds for appealing a negative decision, the grounds for appeal described in the Governance should be reviewed first, and if necessary, clarification with regard to the individual case should be sought from the dean of the faculty or from the Appeal Committee.