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Personnel Action Items – Full-Time Faculty
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Second Friday in September
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FIDO/personnel files close for faculty being considered for reappointments (second and subsequent reappointments), tenure, and/or promotion in a given fall semester. No updates can be made after this date.
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February 1
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Deadline to request from the Provost a one-year extension for consideration of tenure/CCE, based upon the circumstances of the Spring 2020 semester and the COVID pandemic. This applies to faculty appointed to a tenure-track line or lecturers on the CCE track or members on the CLT series in 2019-2020 or earlier.
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Mid-February
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Candidates for First Reappointment to second year of service (i.e., faculty in their first year of service): provide department chair with an updated CV and verify that signed teaching observation(s) are on file with the department.
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March 15th
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Deadline to notify Provost of intention to apply for tenure and/or promotion in the current year (fall votes) in writing (email is acceptable). Copy Director of Faculty Services (Dr. Kyeanna Bailey; kbailey@jjay.cuny.edu) and your department chair.
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Approx April 15-22 (depending on spring break)
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Chairs submit via email the names and contact information for 4-6 external evaluators who agreed to evaluate each faculty member applying for tenure and/or promotion. Send to Director of Faculty Services (Dr. Kyeanna Bailey; kbailey@jjay.cuny.edu), copying the faculty candidate for tenure/promotion.
Faculty candidates for tenure and/or promotion submit evaluator packets to Director of Faculty Services (Dr. Kyeanna Bailey; kbailey@jjay.cuny.edu). Packets should include Table of Contents, updated CV, and representative examples of scholarship and/or professional practice for evaluators to review.
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First 10 weeks of semester
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Teaching Peer Observations should be completed during the first 10 weeks of a given semester (for untenured faculty). Once signed, they are submitted to the Provost’s office for personnel files and Chairs upload to FIDO when it opens.
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Dates variable
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Chairs (or P&B designees) complete annual evaluation conferences with all faculty members (other than tenured Full Professors) and document with a memorandum of the conference (occurs 1/year).
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Personnel Action Items – Part-Time (Adjunct) Faculty
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Prior to November 1st
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Adjunct Faculty interested in applying for promotion should review eligibility requirements and criteria and consult with their Department Chair prior to Nov 1st. Refer to the most recent Faculty Personnel Process Guidelines (FPPG) here: https://www.jjay.cuny.edu/part-time-faculty
Note: Adjunct Lecturers/Instructors who earn their PhD or other terminal degree may, upon verification of receipt of their degree (i.e., transcript or letter from Registrar with the date of completion), with a subsequent appointment, be promoted to the title of Adjunct Assistant Professor. To do so, the candidate should submit terminal degree verification and updated CV to their Department Chair, who will then submit the materials to the Office of the Provost & Faculty Services. There is no deadline, faculty may submit after their terminal degree is completed/conferred.
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November 1st
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Deadline for candidate to notify Department Chair and Provost of the intention to apply for promotion to Adjunct Associate or Adjunct Full Professor. Send a brief letter of intent and updated CV to your Department Chair. Information on the process can be found here: Adjunct Promotion Policy & Process. Please email questions to Faculty Services, academicaffairs@jjay.cuny.edu.
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November 15th
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Department Chair confirms that canditate meets qualifications to apply and notifies candidate accordingly.
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February 15th
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Deadline for candidate to submit to Department Chair (via email or Dropbox, per Chair’s instructions) their file/dossier of materials for promotion (CV, cover letter, student and peer evaluations of teaching, examples of scholarship, etc.; for more details, see Section II.M.5b of the Faculty Personnel Process Guidelines).
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February 15th –
March 15th
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Department P&B meets and reviews candidate’s file/dossier and votes.
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March 24th
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Deadline for Chair to submit candidate’s file/dossier for promotion with Chair’s note, and department P&B vote to Provost’s Office/Faculty Services (via Dropbox). Email Faculty Services (academicaffairs@jjay.cuny.edu) with questions.
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On or before April 28th
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College Faculty Personnel Committee votes on candidate’s promotion.
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By May 15th
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Provost notifies candidate for promotion of decision.
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Fellowship (Sabbatical) Leaves
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Leave Eligibility
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Faculty are eligible for sabbatical (fellowship) leave after completing 6 years of continuous service from date of return/start (assuming no break in service).
Scenario 1: You are on sabbatical Fall 2020 & Spring 2021; you return Fall 2021; you are eligible for another leave as early as Fall 2027 (application due Fall 2026).
Scenario 2: You are on sabbatical Fall 2020; you return Spring 2021; you are eligible for another leave as early as Spring 2027 (application due Spring 2026).
Scenario 3: You are on sabbatical Spring 2021; you return Fall 2021; you are eligible for another leave as early as Fall 2027 (application due Fall 2026).
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Leave Duration Options
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There are 3 options for leave duration – sample semester combinations below to illustrate. (Salary rate does not impact date of next leave eligibility.)
(1) Full year at 80% salary:
Consecutive options: (a) Fall 2020 & Spring 2021; (b) Spring 2021 & Fall 2021
Split options:Fall 2020 & Fall 2021; (d) Spring 2021 & Spring 2022
(2) Half year (one semester) at 80% salary: Spring 2021 only
(3) Half year (one semester) at 100% salary: Spring 2021 only
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October 1st
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Sabbatical (Fellowship) Leave applications for the next Fall semester (or next Fall/Spring or Fall/Fall) due to department chair (“Fellowship (Sabbatical) Leave Application”, go to “Key Forms”: http://www.jjay.cuny.edu/key-forms).
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March 1st
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Sabbatical (Fellowship) Leave applications for the next Spring semester (or next Spring/Fall or Spring/Spring) due to department chair (For “Fellowship (Sabbatical) Leave Application”, go to “Key Forms”: http://www.jjay.cuny.edu/key-forms).
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Third Monday in June
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Faculty must accept or decline their fellowship/sabbatical leave in writing by this date in the June prior to their leave. (Faculty Services will send a leave award letter on which this written response would be submitted.)
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Start of Semester
(either Fall or Spring)
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Upon return to the College following fellowship leave/sabbatical completion, a summary report of relevant activities during the leave must be submitted to the Provost and Department Chair. This is a narrative (no form needed).
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Faculty Workshops (approx. dates)
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Late Fall & Early Spring
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Promotion from Associate to Full Professor
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Early Spring
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Tenure & Promotion Workshop
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Late Spring
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Form C Workshop
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End Spring/Early Summer
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Chairs Workshop
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