RUL 05.67.851 – Department of Clinical Sciences Reappointment, Promotion and Tenure Standards and Procedures

Authority: Executive Vice Chancellor and Provost

History: First Issued: September 3, 1999. Last Revised: September 19, 2008.

Related Policies: 
NCSU POL05.20.01 – Appointment, Reappointment, Promotion and Permanent Tenure
NCSU RUL05.67.853 – College of Veterinary Medicine Reappointment, Promotion and Tenure Standards and Procedures
NCSU REG05.20.27 – Statements of Mutual Expectations

Additional References:
Office of the Provost RPT Website
Department of Clinical Sciences Web Site

Contact Info: Department Head (919-513-6230)

1. Introduction 

This rule describes the standards and procedures for reappointment, promotion and tenure (RPT) in the Department of Clinical Sciences and is supplemental to and consistent with the college rule and university Academic Tenure Policy.

1.1 The Department of Clinical Sciences (DoCS) is one of three departments in the College of Veterinary Medicine at North Carolina State University. The department is divided into sections each of which concentrates on a specialty area within clinical veterinary medicine. The department is also the administrative home for the university’s Laboratory Animal Resources division.

1.2 DoCS is charged with preparing veterinarians and veterinary specialists to enhance medical care for client patients and patients from referring veterinarians. This is accomplished through didactic and clinical teaching and research to yield new methods to prevent, diagnose, and treat disease in companion animals, horses, laboratory animals, aquatic species, and wildlife.

1.3 DoCS faculty members are well known for research and medical breakthroughs in veterinary and human health care. They have an excellent publication record and are continually seeking/receiving extramural funding. Consequently, they are in demand for scientific presentations and continuing education presentations throughout the world.

2. Areas of Faculty Responsibility

The five realms of faculty responsibility that are applicable for members of the department are: (1) teaching and mentoring students, (2) discovery of knowledge through discipline-guided inquiry, (3) technological and managerial innovation, (4) extension and engagement with constituencies outside the university, and (5) service in professional societies and within the university itself. The assignment of percentages of effort for each responsibility will be made by the Department Head when a new faculty member is hired. The assignment percentages will be reviewed annually and adjusted if deemed necessary.

3. General Standards

3.1 Faculty performance will be evaluated in recognition of the weight of percentages assigned to each realm of responsibility on the Statement of Mutual Expectations.

3.2 Evidence of good teaching must accompany each positive recommendation for promotion. Evidence of teaching productivity may include the number of courses taught, and development of innovative lectures, laboratory sessions, courses, electives, selectives and extracurricular activities that teach veterinary students. Assessment of these efforts by students and peers is essential. Recognition of teaching excellence by students and peers is also part of the evaluation process.

Scholarly activity in education may include writing textbooks, review papers in reputable journals, monographs, generating and organizing web-based instructional materials, developing and obtaining certification for autotutorial programs, organizing major symposia on topics of vital concern to the profession or developing and scientifically evaluating other new approaches to teaching not listed above. A record of invited presentations on teaching methods also is evidence of scholarly activity in education.

3.3 Each faculty member is expected to work in a collegial manner and contribute to the mission of the College of Veterinary Medicine. Each DoCS faculty member will be assigned to a Section composed of members working in similar professional and scientific disciplines. The Faculty members will be expected to contribute effectively and appropriately to the overall workings of the Section.

3.4 Evidence of successful research must accompany each positive recommendation for promotion. Documentation of creative and scholarly activity in a discipline relevant to the department is the responsibility of every member of the Departmental Faculty. Research work should be original and published in major journals of the discipline concerned.

The standard to be considered is the number of substantive works accepted for publication through a peer review process.

The evaluation of quality as well as quantity of research for reappointment, promotion and tenure must be applied with judgment since there may be substantial variation among refereed works in terms of their contribution to the academic and professional community. The quality of the work itself and the quality and prestige of the journal or other media in which the work appears are factors to be considered. The impact factor of the journal may be a consideration when evaluating the quality of scholarly activity. Evidence must be presented in the candidate’s dossier that the work has either been published or accepted (acceptance letter from the Editor of the Journal). Manuscripts submitted or in preparation will not be considered when evaluating the quality of scholarly activity.

Papers presented at professional meetings and activities such as membership on editorial boards of refereed journals, serving as a referee, assisting colleagues with their research activities and other contributions to the scholarly life of the department may be encouraged and will be considered, but will not substitute for peer-reviewed publications for faculty promotion from Assistant to Associate Professor with tenure. Invited presentations at national and international research symposia and conferences also may be considered evidence of the impact of the faculty member’s contribution to research.

3.5 Clinical service within the veterinary teaching hospital or other sites is regarded as a mixture of teaching and extension and engagement. For those individuals engaged in clinical service, evidence that the faculty member provides professional expertise and performs his/her duties in a professional manner must accompany each positive recommendation for promotion.

3.6 Evidence of service in professional societies and within the college and university must accompany each positive recommendation for promotion.

4. Standards for Reappointment as a Tenure Track Assistant Professor

Reappointment as Assistant Professor requires that the individual is making satisfactory progress towards meeting the standards for promotion to the rank of Associate Professor with tenure (Section 5).

5. Standards for Associate Professor with Tenure

Promotion to Associate Professor with tenure will be evaluated for each faculty member with an appropriate and individual integration across the faculty member’s contributions in teaching, research and extension with due consideration to effective service to the institution. The expectation is that a faculty member will have demonstrated scholarly activity in teaching, research, clinical service, and organizational service and the potential to achieve national or international recognition as noted below.

5.1 A faculty member will have demonstrated scholarly activity in teaching based on the following criteria:

5.1.1 On evaluations for previous 3 years, 80% of students have rated the faculty member as A or B for overall effectiveness as a teacher in didactic teaching (if applicable); and,

5.1.2 On evaluations for previous 3 years, 80% of students have rated the faculty member as Excellent (4) or Good (3) for overall effectiveness as a teacher in clinical teaching (if applicable);and,

5.1.3 Peers agree that faculty member has provided effective didactic and clinical teaching (if applicable; peer review of lectures and comprehensive VTH evaluation) during the previous 2 years; and,

For subsections 5.1.4, 5.1.5 and 5.1.6, the faculty member will select, from all of their accomplishments in these areas, the requisite items she/he wants to be considered for review.

5.1.4 Three (3) improvements or innovations in teaching that have been implemented based on student, peer, or self-evaluation; and,

5.1.5 Five (5) activities that have been implemented by their section to provide clinical and/or research experience to years 1-3 students (special rounds, case presentations, lectures in non-DoCS courses, summer opportunities, selectives, etc.); and,

5.1.6 Ten (10) activities that have been implemented to provide professional development opportunities for veterinarians, such as activities for individual veterinarians (visiting veterinarians, interactions with practitioner adjunct faculty, etc.), continuing education lectures and proceedings, book chapters, or review articles. These must include at least 3 activities for North Carolina veterinarians and at least 3 national or international presentations.

5.2 A faculty member will have demonstrated scholarly activity in research. From all of their manuscripts and grants, the faculty member will select the designated items she/he wants to be considered for review for each of the following subsections:

5.2.1 Five (5) manuscripts that have been published in refereed journals, reporting original research beyond the level of a case-report. The faculty member being reviewed should be first author or identified as a major contributor to the research (e.g., as the mentor of a trainee or as the corresponding author). {Significant scholarly activity in teaching, clinical service, or organizational service may substitute for 1 or 2 manuscripts. The work needs to be creative and be designed to include assessment of significance and outcome. External review is required};and,

5.2.2 Two (2) grant proposals that have been submitted for extramural funding. Receipt of substantial extramural funding may be considered as a substitute for 1 or 2 manuscripts.

These guidelines for scholarly activity in research are based on percent time distribution for faculty with a 6-month hospital assignment and typical resource allocations (technical support, laboratory space) for the department. Differing productivity in specific realms of responsibility will be required of some individuals as outlined in the individual’s Statement of Mutual Expectations.

5.3 If a faculty member has had responsibilities in the Veterinary Teaching Hospital (VTH), she/he will have demonstrated scholarly activity by providing effective and efficient patient care and hospital management, with continually improving quality.

5.3.1 Peers, staff and hospital administrators agree that faculty member has provided effective service in the VTH (if applicable) during the previous 2 years (comprehensive VTH evaluation);and,

5.3.2 Diplomat status (board-certification) has been achieved if there is an appropriate specialty college for their clinical discipline. (The decision on whether such a specialty college exists will be made by the department head and tenured full professors within the first 2 years of the faculty member’s career at NCSU); and,

For subsections 5.3.3 and 5.3.4, from all of his/her accomplishments in these areas, the faculty member will select the items she/he wants to be considered for review.

5.3.3 Three (3) innovations in clinical service that have been introduced to the VTH (new techniques developed or learned, new methods for delivery of service, clinical protocols established, etc.); and,

5.3.4 Two (2) manuscripts that have been published based on clinical observations and/or studies (including case reports; manuscripts are not necessarily in addition to those listed under research).

5.4 A Faculty member will have provided a leadership role in Department, CVM, VTH, NC State and/or specialty/professional organizations by documented contributions to the process and accomplishments of committees and teams. (Although faculty may serve in an advisory role for some committees, faculty are expected to take an active working role on at least one committee).

5.5 A Faculty member will have contributed time and talents to the wider community. (Contributions could include such activities as presentations to schools; Science-Teacher Partnership; other service to community organizations, such as the YMCA, Literacy League, sports teams, etc.)

6. Standards for Professor with Tenure

6.1 Promotion to Professor will be evaluated for each faculty member with regard to assigned effort in the individual’s realms of responsibility as described in his/her Statement of Mutual Expectations. In general, the expectation is that a faculty member will have demonstrated internationally recognized scholarly accomplishments. These accomplishments may be in the area of teaching, research, clinical service, and/or organizational service. However, for promotion to Professor, cumulative outstanding leadership within the university, over an extended number of years, that contributes to the national or international recognition of university programs be heavily weighed in lieu of the faculty member’s individual national or international recognition for scholarship and leadership.

6.2 The types of activities detailed in section 5 above ( Standards for Associate Professor with Tenure ) will be used to assist in these deliberations, but the expectations are above and beyond those detailed in that section. Most importantly, the contributions of the faculty member must have made a difference, whether it is in the way veterinary students learn, the manner in which veterinary medicine is practiced and delivered, or in the creation and application of new knowledge.

7. Standards for Promotion of Special Faculty

Special faculty appointments are non-tenure track, fixed-term appointments as lecturer and assistant professor, associate professor, or professor with the appropriate modifier. Professorial special faculty appointments have a prefix modifier of either “clinical” or “research.” Qualifications for special faculty professorial ranks are the same as for comparable tenure track ranks. Promotions within the professorial special faculty ranks are considered through the same process as for promotion and tenure The candidate will be evaluated with regard to assigned effort in the individual’s realms of responsibility as described in his/her Statement of Mutual Expectations.

8. Procedures for RPT Review

8.1 Tenure track faculty members will be notified by the Department Head during their annual review the spring before their mandatory time for reappointment and tenure consideration. In cases where there is a request for non-mandatory reappointment, tenure or promotion, a committee of Full Professors of the department will meet in the summer before such formal consideration will be made. This meeting will be for the purpose of evaluating the individuals to give them guidance as to whether the timing for such consideration is appropriate.

8.2 Special faculty members will be reviewed in the spring semester of their penultimate contract year by the departmental Comprehensive Periodic Review Committee. If there is a consensus that promotion should be considered, the candidate will be notified. The dossier will be prepared and reviewed using the same procedures used for tenure track faculty. Special faculty members (other than the candidate) appointed at the rank for which the candidate is being considered will be present and participate in a joint meeting with Departmental Voting Faculty regarding promotion decisions, but will not vote.

8.3 All Department procedures will be consistent with those of the College of Veterinary Medicine and NC State University.

8.4 The schedule of deadlines for dossier submission and Department Faculty Voting meetings will be set and communicated by the Department Head.

8.5 Absentee votes may be submitted to the Head by faculty who are unable to attend the DVF meeting. The Head will announce the deadline for absentee vote submission to enable the department to meet the college submission deadline.