WPAF WORKSHOP May 5, 2014 Colleen Mullery Sr. AVP, Faculty Affairs & Human Resources SH

C. Mullery, April Resolution on Electronic Working Personnel Action Files - #25-12/13-FAC  RESOLVED: That the University Senate… recommend… that an electronic Working Personnel Action File system be implemented, and be it further  RESOLVED: That … it become effective for the AY Retention, Tenure, and Promotion (RTP) cycle, and be it further  RESOLVED: That current probationary faculty candidates be given the choice to move to an electronic WPAF or retain a paper WPAF, and be it further  RESOLVED: That current tenured faculty candidates seeking promotion be given the choice to move to an electronic WPAF or retain a paper WPAF during the , , and cycles only; thereafter tenured faculty candidates would submit electronic Working Personnel Action Files, and be it further  RESOLVED: That Lecturer Range Elevation Portfolios (REPs) use the same system developed for electronic WPAFs University Senate: Passed Unanimously, 04/02/13 General Faculty: Approved (Spring 2013-May 13-17) General Faculty Election

C. Mullery, April Status of Electronic WPAF Project Electronic Platform  During the 2014/15 review cycle, faculty will be using Moodle for electronic WPAFs.  Moodle is currently being used at CSU San Marcos for RTP and other faculty evaluations. Pilot Implementation  The pilot program will be implemented beginning Summer/Fall  Probationary faculty initially appointed during AY 2013/14 are required to create electronic WPAFs via Moodle for the 2014/15 review cycle.  Lecturers undergoing range elevation review, and probationary and tenured faculty initially appointed prior to AY 2013/14, may create electronic WPAFs via Moodle for the 2014/15 review cycle. Those wishing to do so should contact Academic Personnel Services

C. Mullery, April Status of Electronic WPAF Project (Cont.) Support for Preparation of Files  Best-practice guidelines are available on electronic file storage in preparation for uploading to Moodle at: Practices.pdf. Practices.pdf  Once Moodle setup is complete, additional training and support will be provided to pilot participants creating WPAFs.  Training will also be provided for file reviewers using the system.

WPAF Sections  Section 1 - Index of materials submitted for evaluation. 11.7, 15.9  Section 2 - Pertinent documents concerning original appointment, subsequent retention tenure and promotion; evaluations of leaves intended to count as time in academic rank; and clarification of the terminal degree status if not readily apparent. Tenured faculty need not include data from before their last promotion.  Section 3 - Initiating unit and college personnel policies and procedures, and Department/Unit RTP Criteria and Standards.  Section 4 - Personnel Data Sheet (PDS) and Professional Development Plan (PDP).  Section 5 - Evaluation materials provided by evaluating committees and administrators rather than the candidate a  Section 6 - Evaluative letters that address areas of performance from faculty and professional colleagues (on and off campus), administrators, staff, and other relevant individuals (non-students).  Section 7 - Evidence of teaching effectiveness/librarianship/counseling effectiveness (in addition to collegial letters).  Student letters, identified by name b  Student evaluation data collected as part of the classroom student evaluation process a  Any other relevant evidence.  Section 8 – Non-evaluative evidence of scholarly/creative activities.  Section 9 – Non-evaluative evidence of service. C. Mullery, April

Index  WPAF Index  Index to Supplementary Binder C. Mullery, April

Section 1 Index of materials  Prepare last  Specifies content of each WPAF section  Align with tabbed dividers of file  May cut Section 1 Index and paste relevant sections at the front of Sections 2 through 9.  Index of Supplementary Binder (if applicable)  List all items in reverse chronological order C. Mullery, April

Supplementary Binder Appendix J, Section VII.B.2.b. (4) Candidates shall submit for evaluation examples of materials which support performance areas. (a) An index to such materials, which is section 1 of the WPAF, shall be prepared with a duplicate in the Personnel Action File (b) These materials shall be retained by the IUPC and not forwarded to higher committees or administrators unless specifically requested. (c) Personnel committees or administrators may request an external review of supporting materials d (1) The request shall document the need for an outside review d (2) The request must be approved by the President, with the concurrence of the candidate d 8

Section 2 Initial Appointment Letter  Initial Appointment letter  Subsequent retention documents  All recommendation letters from previous performance reviews and periodic evaluations.  Professional, Sabbatical, and/or Difference in Pay (DIP) leave approvals and report of activities  Tenured faculty need not include materials from before their last promotion (with exception of initial appointment letter), but should include student evals and activities not represented in previous performance review. C. Mullery, April

Section 3 Policies, Procedures, etc.  Department Personnel Policies and Procedures  College Personnel Policies and Procedures  Approved Department Criteria and Standards  Public announcement posts of pending personnel action  Invitation for collegial class observations (preferably distributed by Dept Chair or Personnel Committee Chair) C. Mullery, April

Section 4 Personnel Data Sheet (PDS) and Professional Development Plan (PDP)  Personnel Data Sheet (PDS)  Updated every year a WPAF is submitted  Do not include previous PDS  Professional Development Plan (PDP)  PDPs are created by probationary faculty every two years regardless of RTP cycle C. Mullery, April

Personnel Data Sheet (PDS) Tips  Complete the Template  Follow the Directions  Cite accomplishments once  Reverse Chronological order  Cross reference as appropriate  Insert evidence in WPAF Sections 7, 8 or 9 as appropriate  Display teaching assignments in table format  Describe courses taught – once C. Mullery, April

PDS Tips (cont.)  Include Teaching Philosophy  May comment on innovative teaching pedagogy  May comment on student evaluations – providing context as appropriate  May comment on methods used to improve teaching C. Mullery, April

PDS Tips (cont.)  Scholarly/Creative Activities  Completed work  Use correct/complete citations  Note intended audience  Work in Progress  Describe status of completion  Provide estimated date of completion  Note intended audience  Insert non-evaluative evidence of scholarly/creative activities into Section 8 C. Mullery, April

PDS Tips (cont.)  Assigned time vs. non-assigned duties/service  What is Service? – some examples:  University, college, department committee work  Reviewer of manuscripts  Guest lecture at K-12 school  Insert non-evaluative evidence into Section 9 C. Mullery, April

PDS Tips (cont.)  What is not Service?  Attending regular department, all-college meetings  Attending convocation and/or commencement  Attending Faculty, Staff, or Student award ceremonies  Writing collegial letters or student recommendations  Attending department picnic C. Mullery, April

Section 5 Empty Section  This section will be empty when you submit your file to the Department Personnel Committee  Recommendation letters written for the current review are inserted into this section of the file C. Mullery, April

Section 6 Collegial Letters  No student letters  Collegial/Evaluative letters that address areas of performance from faculty and professional colleagues (on and off campus), administrators, staff, and other relevant individuals (non- students)  All letters from the review period are included  All letters must be signed by the sender in accordance with current university standards  Reverse chronological order C. Mullery, April

Section 6  Formatting Suggestion for Section 6 C. Mullery, April

 Section VII.B.3. – Performance Review, Evaluation Procedure, Documentation: a) All materials used Each evaluative submission in the Performance Review shall include the be identified by name of the document author, except for classroom evaluations. 11.3, 15.17a-b. The identity of a document author shall be verified by a signature (scanned images are allowed), secure digital signature or system-based identity verification. all written evaluative materials addressing the candidate’s contribution in the RTP performance areas are to be included in the WPAF only if they contain the signature of the sender. C. Mullery, April Appendix J Revision Proposed Resolution on Electronic Identity Verification - #41-13/14-FAC

Section 7 Evidence of teaching effectiveness Student Letters/Student Evaluations  Signed Student letters, identified by name and date  May include former as well as current students and alumni  All Course Evaluations by Students (CEbS)  Remember that you may provide context for student evals, as appropriate, in Personnel Data Sheet (PDS)  Any other relevant evidence C. Mullery, April

Appendix J Excerpt Approved by General Faculty March 2012 Effective AY 2012/13  Section VII.A.1.c.--Performance Review, Student Evaluation: Due to the potential for the perception of a conflict of interest, candidates shall not request signed student letters from current HSU students or from students working under them. It is the responsibility of the IUPC to make requests for signed student letters on behalf of the candidate. A candidate shall not be penalized for the lack of such letters; in such a case, anonymous student course evaluations shall be considered as sufficient student commentary on teaching. C. Mullery, April

 Section VIII.B.3.b. – Peer Review Committees, IUPC, Procedures: The IUPC shall invite written statements from the candidates’ current HSU students and current student employees to ensure that there is adequate notification and opportunity for substantive student evaluation. C. Mullery, April 2014 Appendix J Excerpt Approved by General Faculty March 2012 Effective AY 2012/13 23

Section 8 Non-evaluative evidence of scholarly/ creative activities  Cross-reference to Section 6 which lists evaluative letters related to scholarship  Conference presentation flyers, brochures, etc.  Invitations to present  Book contracts  Etc. C. Mullery, April

Section 9 Non-evaluative evidence of service  Cross-reference to Section 6 which lists evaluative letters related to service  Committee appointment letters  Certificates of participation (e.g., faculty development seminars)  Community service acknowledgements  Thank you notes C. Mullery, April

Etc.  If you are submitting a paper file, use a good, large, sturdy, three-ring binder  Label your Binder  Name, Date, Personnel action sought  Retention  Tenure/promotion  Promotion  Be sure to review your official Personnel Action File (PAF) to insure that you have all appropriate documents for your WPAF  Insert a log at the front of the binder – two sheets  Insert WPAF cover sheet C. Mullery, April

WPAF Log C. Mullery, April

C. Mullery, April

RTP Handbook  RTP Web Page  UFPC Web Page   UFPC Annual Reports: reports.htmlhttp:// reports.html C. Mullery, April 2014 Resources 29