Third-year reviews are usually conducted during the third year of a regular faculty member’s service. The Provost and the department conduct a thorough evaluation of the faculty member’s work. This evaluation of progress made during the first years of service provides the principal evidence used in deciding whether the faculty member should be reappointed, and in addition, provides the candidate with guidelines for priorities and improvements in their teaching, scholarship and work at Carleton in preparation for the tenure review.

January Prior to Review Year

The Office of the Provost will send a letter regarding class visits to the chair. The chair should discuss this letter with the candidate, and return the signed letter to the Provost. Keep a record of such visits to be submitted with the departmental letter. Please also see Classroom Visits. (N.B. Class visits are to be made winter and spring of the second year and early fall term of the third year.) Faculty who have been recently reviewed and recommended for tenure may participate in the review and begin class visits after the Board of Trustees has approved their tenure.

Attend the kick-off meeting. The Office of the Provost schedules a group meeting with the Provost and members of the faculty who will undergo third-year reviews, their department chairs (or special review committee chairs), a representative from the Office of Institutional Research and Assessment, chair of FAC, and a representative of the FPC.

Fall Term

Finish class visits.

October

The candidate will submit any requests for extra-departmental letters.

November

At this time, the candidate will submit their lists of students to be asked to evaluate their teaching.

Winter Break

Evaluations are sent to students and graduates. Student and graduate responses are due in the Office of the Provost prior to winter term start-up. Handwritten responses are typed by the Office of the Provost.

Early January

Candidate uploads their c.v., prospectus, scholarly materials, list of items submitted and role in any co-authored work to their individual Moodle review site. 

January – February

The Provost reads the candidate’s dossier and student evaluations.

The candidate reads the student evaluations (with names and addresses removed). The candidate then meets with the Provost regarding student evaluations and submitted materials.

February – March

The Office of the Provost will add the tenured members of the department to the candidate’s Moodle site. The Moodle site will include the candidate’s c.v., course syllabi (if provided), prospectus, the student/graduate evaluations, scholarly materials, and extra-departmental letters (if any). Any scholarly materials available in hard copy format only, will be brought to you for circulation to the review committee. 

Conduct a thorough discussion among the tenured members of your department. Often, more than one meeting is warranted. Discussion should include, but not be limited to, the candidate’s growth, development, potential, strengths and weaknesses. This discussion should occur before individual and department letters are drafted.

Write departmental letter. Your departmental letter should reflect the full range of the departmental discussions. Include in your letter the differences of opinions that will inevitably arise, and not just the recommendation for or against reappointment. Tenured faculty will write their individual letters. In their individual letters, faculty may limit their comments to indicating that they concur with the departmental letter. Or they may make additional comments or observations that expand on those in the departmental letter. Copies of all individual letters should be shared with all members of the committee. Return the Record of Senior Colleagues’ Visits form along with your departmental letter.

March – April

The Office of the Provost will circulate the dossier files to the President and to two FPC members assigned to read the file. The dossier includes the same materials sent to you in February/March plus the departmental and individual letters. The Provost and President will make a reappointment decision in consultation with FPC. If the decision is to reappoint the Provost will draft the third-year review letter. The FPC discusses the letter and the file.

May

The Provost shares the draft with the department or review committee chair. The chair may supply written feedback on the letter within 24 hours. The Office of the Provost schedules times for the candidate and Department Chair to read the draft third-year review letter 48 hours prior to a meeting with the Provost to discuss its content. The final third-year review letter is sent to the candidate with a copy to the department chair. The Department Chair circulates the letter among all tenured colleagues before filing it.