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Voting Procedures

• Voting Procedures
• Votes for Appointment
• Votes for Retention
• Votes for Promotion
• Votes for Award of Tenure
• Department Chair Participation in Meetings

RPT Forms and Resources

• 2009_RPT_Handbook
• 2009 RPT Training
• tenuresummaryform
• Non-Tenure_Review
• RPT Review Schedule
• SACSummary
• Sample Review Letter from Chair to Candidate
• Sample Chair's Letter informing Candidate of Right to Respond
• Department Chair Letter to Department SAC for Mid-Probationary Review
• Invitation to Provide Written Comments / Recommendations
• Student/Housestaff Advisory Committee [SHAC] Instructions
• Letters of Evaluation
• Suggested Timeline

Votes for Appointment

(Refer to U of U PPM 9-5.A.B)

Secret or Open Ballot:

• For appointments, committee votes on specific candidates shall presumptively be conducted by secret ballot.
• Open Ballot may be used if faculty unanimously determine that open balloting is appropriate.
  • Decision must be made via secret ballot at or before the meeting,
  • Decision must be unanimous.
    

Defining the ”Quorum”:

• A quorum of the department faculty appointments advisory committee shall consist of 2/3s of the members eligible to vote (as defined under committee membership)
  • Faculty on formal leave of absence shall not be counted in determining quorum.
  • Department chair shall advise eligible faculty on leave or otherwise absent of the proposed action and shall request written opinions prior to the meeting.
    • Absentee votes must be received prior to the meeting during which a vote is taken by the committee
    • Absentee opinions shall be disclosed at the meeting, and votes will be recorded and counted as all other votes.
      

  COMMITTEE MEMBERSHIP:

• The committee membership shall include all of the tenure track faculty, consisting of the professors, associate professors and assistant professors (both tenured and tenure-eligible), except as follows:
  • The chairperson of the department shall serve as chairperson of the committee but shall not vote on actions of the committee.
  • Deans, and other administrative officials who are required by the regulations to make their own recommendations in an administrative capacity, and who hold regular faculty appointments within the department, may attend meetings and participate in discussions, but shall not vote on actions of the committee.
  • If approved by a majority of the regular faculty, other interested persons, who may include non-tenure track faculty, tenure track faculty from outside the department, staff, students, and community representatives, may be allowed to participate in discussions with the committee, but shall not vote on actions of the committee.
    

Clinical, Lecturer, Research, Visiting and Adjunct Track Appointments

• Current auxiliary faculty (as described in PPM 9-2-4) may be allowed to serve as voting members of the departmental committee for particular cases involving appointments to auxiliary faculty positions.
  •  College council has adopted a policy allowing such participation of auxiliary faculty for departments within the college, 
  • Majority of the tenure track faculty of the department has approved the inclusion of auxiliary faculty on the committee either by continuing policy or for purposes of a particular appointment decision.
  • Whenever any auxiliary faculty are made members of the committee for purposes of a particular appointment recommendation, the department chairperson shall include a description of such participation in the written report transmitted to the dean of the college provided for in Part D of this policy.
  • Once non-tenure track faculty have been incorporated into the departmental faculty committee, they will count towards the 2/3 quorum of eligible members for all non-tenure track appointment decisions.
    

E-Voting (New appointments only):

• Ordinarily, meetings shall be conducted with members physically present at the meeting site.
• Chair may opt to conduct vote via telephone, electronic mail, or similar means of communication.
• Chair will provide committee members with adequate notice of alternative voting method.
• E-voting should be used in exigent circumstances for appointments of tenure track faculty, but may be used as a matter of course for non-tenure track appointments.
  

Action by the department faculty appointments advisory committee

• The department chairperson shall convene and chair the department faculty appointments advisory committee at appropriate times to consider proposed appointments.
• After full consideration and discussion, the votes of the committee members shall be taken as follows, for each candidate considered:
  • All members of the committee (junior and senior faculty) shall vote on a recommendation as to the making of the appointment for Instructor and Assistant Professors.
  • If it is proposed that the appointment be made at Associate Professor or Professor, then there shall be a separate vote taken among only those members holding a rank equivalent to or higher than that proposed appointment rank