June 13th, 2017

Contract Renewal

Contract Renewal is a process in which faculty submit a summary of accomplishments and progress towards tenure and promotion.  It is conducted in the second and fourth years of the probationary period (the third year is optional and occurs within the department only). The Department Personnel Committee (DPC) and Department Chair review the contract renewal papers, conduct an assessment of the faculty member’s strengths and weaknesses, and make a recommendation to the Dean whether to re-hire the faculty member. The primary question in deciding on contract renewal is, “Is this faculty member on track  for meeting the criteria for tenure and promotion?” If the recommendation is non-renewal, the faculty member is offered one more (final) year of employment. Note that contract renewal feedback and decisions are not a part of the tenure and promotion decision.

Faculty are responsible for preparing their contract renewal papers. For Instructional (“I”) faculty, the contract renewal papers are developed as a narrative that focuses on the areas of teaching, research, and service.   For Specialist (“S”) faculty, the narrative should address professional duties and responsibilities, service, and scholarship. Some “S” duties indicate that scholarship or refereed publications are not required.  “I” and “S” faculty should review their “Letter of Hire” and may include this and refer to it in their contract renewal submission. Generally, a curriculum vita and supplementary materials, such as course evaluation print-outs, syllabi of new courses developed, letters verifying that manuscripts have been accepted for publication, etc.) are included with the submission.

UHM Guidance

The UHM Office of the Vice Chancellor for Academic Affairs (OVCAA) administers the tenure and promotion process, as well as, contract renewal.  The OVCAA (see bottom of webpage) provides two documents related to contract renewal:

  • Annual Contract Renewal Instructions Memo
  • Attachment A – Probationary Faculty: Annual Evaluation/Contract Renewal Recommendation

Additional information on contract renewal is provided  in the union (UHPA) contract.

Activity #12 (complete by 12/7/17):  Draft Outline of Contract Renewal Papers

Using the outline provided below, generate an outline of your contract renewal papers (to be submitted next Fall). For the purpose of drafting and planning, you may include items that you have not yet accomplished but anticipate completing by next Fall.

Format and Content

This section presents a format for the contract renewal papers and suggestions for content. The suggested content is not a required list of content, nor is it an exhaustive list. Instead, it provides an example of the kinds of activities and accomplishments that may be described within each category.  Your department chair or DPC may also provide a recommended format for your contract renewal papers. Also review the University of Hawaii at Manoa (UHM) Criteria and Guidelines for Tenure/ Promotion for a discussion of endeavors in teaching, research, and service.  It’s a good idea to format your contract renewal papers according to the format for the tenure/promotion dossier. Note, however, that the endeavors listed in your contract renewal papers should be limited to the review period.

Format/Outline for Contract Renewal – I Faculty

Name

Position

Date of Initial Hire

            Write a brief, one-paragraph introduction to the narrative. Describe the duties of your position (these may be mentioned in letter of hire) and/or any special assigned tasks

Teaching

            Write a brief overview of  instructional duties (cohort coordination, advising, teaching, field supervision, etc.).

Philosophy of Teaching

Write a brief overview of instructional philosophy. Indicate how you demonstrate/utilize your philosophy in your teaching and other instructional duties.

Courses Taught During this Review Period

  • Provide a table indicating the semester, course number, course name, and number of students enrolled.  For field courses, list the field course number and the number of students that you actually supervised (rather than enrollment of record).
  • Write a brief narrative commenting on each course and field supervision assignment. Comments may address innovative instructional activities, unique features of the course (e.g., delivered on-line; adapted for a specific cohort; conducted as a writing intensive course). Conclude your comments with a few statements that summarize the student course evaluations. Highlight strengths; identify areas needing improvement, and indicate what you will do to address areas needing improvement. If you’ve demonstrated progress/improvement in your teaching from the previous review periods, discuss this.  You may also list a few student comments that represent the types of comments you typically receive in your course evaluations.
  • Construct two tables, one summarizing student course evaluations, and one summarizing field supervision evaluations. ALL courses & field experiences should be evaluated.  If evaluation data are missing, explain.

Sample Formats for Student Course Evaluation Data Tables:

 

Mean Ratings per Item on Student Course Evaluations
Fall 2015 Spring 2016
n=26 n=30 n=4 n=28 n=10 n=2 Overall
SPED 630 SPED 632 SPED 699 SPED 614 SPED 740 SPED 699 Mean
1. The instructor was always well-prepared for class
2. The instructor demonstrated a strong grasp of course content.
3. The instructor explained concepts clearly.
4. The instructor responded to student questions in an open and helpful manner.
    etc.
Overall Mean
OR
Mean Ratings per Item on Student Course Evaluations
SPED 630 SPED 632
n=26 n=30 n=12 n=28 n=24 Overall
Fall 2015 Spr 2016 Fall 2016 Fall 2015 Fall 2016 Mean
1. The instructor was always well-prepared for class
2. The instructor demonstrated a strong grasp of course content.
3. The instructor explained concepts clearly.
4. The instructor responded to student questions in an open and helpful manner.
    etc.
Overall Mean

Curriculum and Program Development

If you developed or made any substantial revisions to courses, curricula, and/or programs, describe your accomplishments.

Advising

Write a short paragraph describing your advising activities.  Include a summary table, as follows:

  • Number of Ph.D. advisees who completed
  • Number of Ph.D. committees as chair
  • Number of Ph.D. committees as member
  • Number of M.Ed. advisees who completed (indicate Plan B and Plan A)
  • Number of M.Ed. advisees
  • Number of B.Ed. advisees
  • Other   _______________

Other Instructional Activities

Describe any other activities you may have accomplished during the review period that contribute to the instructional mission of the department and College of Education (e.g., guest lectures, cohort coordination, etc.)

Summary

Write a short paragraph that summarizes your instructional accomplishments during this review period.

Research

Introduce the research section by describing your line(s) of inquiry. Write a short description of your scholarly activities (research, publications, grant writing, conference presentations, etc.) completed during this review period.  Provide a full reference (APA style) for each.  Organize your bibliography as follows:

  • Refereed Journal Publications
  • Books
  • Book Chapters
  • Refereed Conference Proceedings
  • Non-Refereed Publications (e.g., invited manuscripts, project reports)
  • Non-Refereed Conference Proceedings
  • National/International Conference Presentations
  • Regional Conference Presentations
  • State/Local Conference Presentations
  • External Grant Proposals (funded)
  • External Grant Proposals (non-funded)
  • Internal Grant Proposals (funded)
  • Internal Grant Proposals (non-funded)
  • Other Scholarly Works (tests constructed, CD/DVDs produced, curricula developed, etc.)

If you have listed several scholarly activities, you may write a summary paragraph to indicate how the works relate to your research agenda and future research plans.

Service

Write a short overview of your service activities during this review period. List service activities under the headings below. Indicate if any were “high demand” committees and if you served as committee chair.

  • Service to the University (committees, administrative service [such as cohort coordination], etc.)
    • University-wide service
    • College service
    • Department service
    • Multi-agency service
  • Service to the Community (workshops, consultancies, etc.)  For service to community, indicate duration, scope, and if you were paid
  • Service to the Profession (professional association officer, professional association committee work)

Professional Development

List all professional development activities that you participated in during the review period.

Other

Note other accomplishments/tasks associated with your professional work during the review period.

  • Awards
  • Special Appointments
  • Special Duties

Attachments

Vita

Syllabi for courses developed or taught

Course evaluations (raw data)

Acceptance letters for manuscripts in press

Other supporting documents

 

Format/Outline for Contract Renewal – S Faculty

Name

Position

Date of Initial Hire

 

Write a brief, one-paragraph introduction to the narrative. Describe the overall role of your position and/or any special assigned tasks.

Professional Duties

            Write a detailed overview of your duties

  • List your assigned professional duties (bulleted) as indicated in your letter of hire.
  • If there have been any modifications to your assigned duties, explain.
  • If any additional duties have been assigned since your hire, list those as well (explain as appropriate).

Accomplishments in Professional Duties

Use your professional duties as headings to organize your description of accomplishments during this review period. If some of the duties are relatively small, you may combine them with others (combine in a meaningful way). As much as possible, provide a self-evaluation/critique of your accomplishments. The measures used to evaluate your accomplishments should be relevant to the duty. For example, if you field-tested a curriculum, describe the extent of the field tests (# of participants, schools, districts, states; variables field-tested; qualitative descriptors of the field test); external feedback on the field-test; outcomes/impact of the field (what resulted from the field test in terms of future work on the curriculum or dissemination [or adoption] of the curriculum); recognition/awards associated with the curriculum; etc. Include relevant supporting documents in an appendix.

If you have not had an opportunity to fulfill on an assigned duty, address this in your narrative: Indicate ideas/plans/assignments you have to begin working on the duty. Use this contract renewal as an opportunity to discuss the duty relative to your next contract (e.g., next contract may specify how you might/will fulfill, or next contract may eliminate/change the duty).

If Relevant: Courses/Professional Development Activities Taught During this Review Period

  • Provide a table indicating the semester, course number, course name, and number of students enrolled.  For field courses, list the field course number and the number of students that you actually supervised (rather than enrollment of record).
  • Construct and include two tables, one summarizing student course evaluations, and one summarizing field supervision evaluations. ALL courses & field experiences should be evaluated.  If evaluation data are missing, explain.
  • Write a brief narrative commenting on each course and field supervision assignment. Comments may address innovative instructional activities, unique features of the course (e.g., delivered on-line; adapted for a specific cohort; conducted as a writing intensive course). Conclude your comments with a few statements that summarize the student course evaluations. Highlight strengths; identify areas needing improvement, and indicate what you will do to address areas needing improvement. If you’ve demonstrated progress/improvement in your teaching from the previous review periods, discuss this.

If Relevant: Curriculum and Program Development

Other Professional Activities

Describe any other activities you may have accomplished during the review period that contribute to the mission of the unit/department and College of Education.

Summary

Write a short paragraph that summarizes your accomplishments in fulfilling your professional duties during this review period.

Research

If research is not among your assigned professional duties, you may omit this section or simply state that it is not required in your position.

If you are engaging in scholarship, introduce this section by describing your line(s) of inquiry. Write a short description of your scholarly activities (research, publications, grant writing, conference presentations, etc.) completed during this review period.  Provide a full reference (APA style) for each.  Organize your bibliography as follows:

  • Refereed Journal Publications
  • Books
  • Book Chapters
  • Refereed Conference Proceedings
  • Non-Refereed Publications (e.g., invited manuscripts, project reports)
  • Non-Refereed Conference Proceedings
  • National/International Conference Presentations
  • Regional Conference Presentations
  • State/Local Conference Presentations
  • External Grant Proposals (funded)
  • External Grant Proposals (non-funded)
  • Internal Grant Proposals (funded)
  • Internal Grant Proposals (non-funded)
  • Other Scholarly Works (tests constructed, CD/DVDs produced, curricula developed, etc.)

If you have listed several scholarly activities, you may write a summary paragraph to indicate how the works relate to your research agenda and future research plans.

Service

Write a short overview of your service activities during this review period. List service activities under the headings below. Indicate if any were “high demand” committees and if you served as committee chair.

  • Service to the University (committees, administrative service [such as cohort coordination], etc.)
    • University-wide service
    • College service
    • Department service
    • Multi-agency service
  • Service to the Community (workshops, consultancies, etc.)  For service to community, indicate duration, scope, and if you were paid.
  • Service to the Profession (professional association officer, professional association committee work)

Professional Development

List all professional development activities that you participated in during the review period.

Other Accomplishments

Note other accomplishments/tasks associated with your professional work during the review period.

  • Awards
  • Special Appointments
  • Special Duties

Attachments

Vita

Syllabi for courses developed or taught

Course evaluations (raw data)

Acceptance letters for manuscripts in press

Other supporting documents

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