Reappointment, Promotion, and Tenure Guidelines

Preface
General Principles
Professional Standards
Recommendations for Faculty Appointments, Reappointments, Non-reappointments, and Promotions

Preface

The Board of Regents for the Oklahoma State University and Agricultural and Mechanical Colleges adopts this comprehensive set of policies with the belief that a well-defined statement of rules is essential to support academic freedom and promote excellence at the Oklahoma State University Center for Health Sciences. Well-designed academic personnel policies ensure that academic quality will be at the heart of academic personnel decisions and serve as the basis for enhancing academic excellence.

It is fundamental that institutions under the governance of the Board of Regents, such as the Oklahoma State University Center for Health Sciences, use various professional and administrative standards.

Accordingly, it is the policy of this Board that the activities at these public institutions should be conducted in a manner that will attempt to balance the rights of the individual faculty member with the OSU-CHS’s and the public's legitimate needs and interests. Policy statements of the Board are to be applied and interpreted in that spirit.

The Board of Regents strongly supports the concept of faculty counsel on matters which affect faculty. The Board of Regents acknowledges that principal stakeholder groups – the Board itself, administrators, faculty, staff and students – play differing and complementary roles in effective institutional governance. The Board determines its delegations of powers to stakeholders, starting with the delegated authority required by the president to provide strong and comprehensive leadership for the institution. It is the intention of the Board that those with the responsibility to act can exercise the legitimate authority to do so in a straightforward and timely way. To ensure this outcome, and in the spirit of clarifying and streamlining shared governance and reducing burdensome aspects for all parties, the Board’s working guideline on consultation with the faculty delineates three areas of interest. They are: (a) those areas of predominate interest (within Board- approved institutional mission and strategic direction) where the expertise of the faculty means that in the absence of exceptional circumstances their counsel is sought; (b) those areas of secondary interest where faculty advice may be requested and considered; and (c) those areas where faculty need not to be consulted, but may receive information as important members of the campus community.

This broad policy statement is intended to be stable and a source of reliable information and guidance to faculty, administrators, and external groups. However, in approving this policy statement for the Oklahoma State University Center for Health Sciences, the Board is not waiving or restricting its lawful power, duty, and responsibility to act at any future time to establish policies, regulations, and procedures and to implement other decisions of the Board. As permanent changes to this policy statement are considered, it is recognized that there is substantial public benefit in consulting with Board staff, institutional administrators, appropriate faculty, and others before enacting revisions. The Board expects administrators recommending changes to discuss those proposed revisions to this policy statement with the Oklahoma State University Center for Health Sciences’ Faculty Senate, and others as may be appropriate, before the Board acts on the proposed revisions.

While the Board of Regents recognizes the value of appropriate participation of faculty, administrators, and others in the formulation of professional standards, policies, and procedures, it also recognizes that extraordinary circumstances may arise where the collective judgment of the Board requires the Board to act independently in discharging its responsibility. In such instances, the Board will make every reasonable effort through the official public record and the institutional administration to inform affected personnel of the Board's actions and invite their input for subsequent consideration by the Board.

It is intended that faculty and administrators shall adhere to the standards set forth in this policy statement. It is not intended that minor variances which are not substantially prejudicial to rights of individual faculty members or contrary to the intent of the policy should serve as the sole basis for complaints or claims of erroneous treatment or action. Additionally, it is not intended that these minor variances in circumstances and conditions or events be interpreted as establishing authority to disregard the standards set forth in this policy statement.

References to the entity of the governing Board of Regents in this policy statement may include participation or representation by the Board's staff so designated or authorized by the Board. Any use of grammatical gender references shall be interpreted as applying equally to males and females.

This policy statement became effective as of the beginning of the academic year 2013-14 and has been amended by the governing Board of Regents as noted below. This policy statement shall not apply to any pending personnel actions commenced under earlier policies.

Preface and Body Approved by the OSU Board of Regents, December 6, 2013.
Modifications to Body and Appendices Approved by the OSU Board of Regents, September 9, 2022

General Principles

An essential measure of excellence of an educational institution is the quality of its faculty. The appointment, promotion, and retention of faculty members will determine how well a college accomplishes its mission and the distinction it achieves. Faculty membership carries with it inherent responsibilities to develop, disseminate and preserve the intellectual growth and professional maturation of students, prepare medical manpower of excellence, provide state-of-the-art health care delivery, and serve the needs of the lay and scientific communities.

The promotion and tenure process needs a great deal of foresight and wisdom, and requires well defined policies and procedures to provide equity, uniformity and efficiency. Faculty members should recognize that they bear an important obligation that transcends the mere technical details of procedural policies. The intent of these policies, broadly interpreted, is to attract highly-qualified candidates to the faculty, to develop and reward scholars who demonstrate a commitment to the advancement and communication of knowledge, to recognize faculty members who show promise of pursuing productive academic careers, and to retain faculty members who are a credit to the institution.

Sound, clearly stated, and sufficiently flexible policies and procedures governing appointments, tenure, promotion, and related matters are vital to the effective performance of faculty members and administrators. These standards are to be implemented in a reasonable manner. In implementation of the standards in this policy statement, the President of the Oklahoma State University Center for Health Sciences (“OSU- CHS”) is authorized to decide procedural questions on uncertain points. Prior to making such decisions the President of OSU-CHS may consult with the chairperson of the OSU-CHS Faculty Senate, the Board of Regents Office of Legal Counsel, or others.

The opportunity for faculty members to participate in efforts to improve policies is critical. The Faculty Senate shall be consulted in the process of reviewing suggestions for improvements in this policy statement. Recommendations for improvements made by the Faculty Senate shall be transmitted to the President of OSU-CHS. Any change(s) in this policy statement must be approved by the governing Board of Regents.

This policy is applicable to faculty members of the OSU Center for Health Sciences.

Professional Standards and Matters of Academic Appointment Administration

1.1.1 Qualifications
The diversity of OSU-CHS activity requires that detailed academic qualification standards for each rank, function, or specialty be specified by the appropriate unit administrator. In those cases in which work assignments vary greatly within a given unit or are split between units it will be necessary to specify qualifications for individual positions. In establishing these qualification standards the unit administrator shall obtain appropriate faculty counsel. When approved by the Provost, a copy of the standards shall be given to each faculty member and such standards shall be applied by all administrative units involved until duly amended.
- The term "unit administrator", as used throughout this policy statement, refers to those individuals holding the title of department head, department chairperson, or any similar position at OSU-CHS.
- Depending on the OSU-CHS organizational structure, "appropriate faculty counsel," “advice of the faculty,” and “faculty consultation” referred to throughout this policy statement shall involve obtaining input from (a) the entire departmental faculty; or (b) members of a special or permanent committee selected by procedures which have been approved by a majority of the faculty of the administrative unit involved, submitted to the President of OSU-CHS for approval and retention in a permanent file; or where necessary (c) duly elected members of boards, senates, or councils at the departmental, Center or other levels. Whenever deemed necessary this counsel may seek external assistance to aid evaluation. In formulating input the faculty or its committees shall have the prerogative to meet in the absence of the unit administrator.
1.1.2 Job Description and Terms and Conditions of Employment

It is the policy of OSU-CHS that each faculty member's job description and the applicable standards, criteria, and procedures used in making decisions relating to renewal, tenure, and promotion should be available to the faculty member in written form. These items are provided to a faculty member in the form of the initial memorandum of understanding, written policy and procedure statements of the unit and OSU-CHS, and formal appraisal and development statements.
1.1.3 Professional Ethics
Members of the faculty have the responsibility to follow the Board of Regents’ approved policies on Ethics and Non-Retaliation, as well as institutional policy on outside activities, to avoid conflicts of interest prohibited by Oklahoma statutes, and, particularly, to develop and maintain student/teacher relationships which are healthy, honorable, and beneficial to students in the pursuit of legitimate educational objectives. Members of the faculty must not exploit students for their private advantage.

The faculty of OSU-CHS endorses the American Association of University Professors' 2009 Statement on Professional Ethics (Appendix A).
- Throughout governance and due processes outlined in this Policy Statement, committee members, unit administrators, deans, and others must be able to freely discuss personnel related issues in an open and honest manner and without fear of repercussion, retaliation, or negative impact on their professional relationships with colleagues. As such, all discussions and/or votes of individual committee members shall remain confidential.
1.1.4 Academic Freedom

OSU-CHS endorses the general statement on academic freedom, as it applies to state universities and medical schools, which are embodied in "Academic Freedom and Tenure (1940 Statement of Principles)" and in the 1999 statement on “Academic Freedom in the Medical School” as drafted by the Association of American Colleges and the American Association of University Professors. (Appendix B)
1.1.4.1 Annual Review of Faculty
Review of faculty activities and accomplishments shall be conducted by the unit administrator every year for every faculty member, regardless of rank or tenure status. A written report of activities and accomplishments shall be submitted by the faculty member. This report shall include a work and professional development plan. If the faculty member, after due notice, fails to submit documentation, the unit administrator may conduct the review from available information. Unit administrators are expected to encourage the professional development of each faculty member. Unit administrators shall familiarize each faculty member with the applicable reappointment, promotion, and tenure guidelines established by the faculty members of the unit. The unit administrator shall endeavor to provide an environment conducive to the achievement of expected performance. The unit administrator shall submit a written evaluation that gives detailed descriptions of the faculty member’s accomplishments or deficiencies. The faculty member’s written report, together with the unit administrator’s evaluation, shall serve as the supporting documentation for any merit pay raise or other salary adjustment. The completed annual review documentation shall be placed into the permanent record of the faculty member and shall be added to an accumulation of performance documents that shall be used in any further review. A complete set of annual review documents shall be available for any peer committee evaluation, particularly evaluations at the times of reappointment, tenure and promotion. If a major element of performance is judged to be unsatisfactory by the unit administrator, the following steps shall be taken:
1. A detailed written plan for corrective action shall be specified by the unit administrator.
2. If requested by the faculty member, the unit administrator shall obtain appropriate faculty counsel to determine whether the appraisal is justified, and if so, what measures to improve performance are warranted. If the judgment of unsatisfactory performance is not supported by the faculty group, the matter shall be forwarded to the Provost for resolution.
1.1.4.2 Cumulative Review of Tenured Faculty

For each tenured faculty member a cumulative review shall take place every five years. A review conducted to grant promotion qualifies as a cumulative review. The review shall be based on discussion and substantive documentation provided by the faculty member. If the faculty member, after due notice, fails to submit documentation, the unit administrator may conduct the review from available information. Individuals designated to conduct the review shall be faculty in the discipline or department of the faculty member under review. Faculty serving on review committees shall be selected by procedures approved by the department or unit. The review process shall include written feedback to the faculty member as well as a provision for response. Written feedback shall be a detailed description of the faculty member’s accomplishments or deficiencies and must include a statement as to whether the faculty member’s overall performance during the review period is deemed “satisfactory” or “unsatisfactory”. The cumulative review requires individual development plans for each faculty member. Faculty members are responsible for their own development consistent with unit and OSU-CHS goals. Any formal development plan should respect academic freedom and professional self-direction, and it should be flexible enough to allow for subsequent alteration. The results of a Cumulative Review of Tenured Faculty may be used by appropriate administrators as a basis for providing support which will assist faculty members in carrying out their professional goals and responsibilities. Any disciplinary action that may follow the cumulative review must adhere to all prescribed procedures in force within this policy document. In the event that unsatisfactory performance has not improved within the timelines set in the individual development plan, any dismissal action shall be based upon those grounds for dismissal specified in this Policy Statement.

If a faculty member believes that the results from a cumulative review are based on unlawful discrimination, inadequate consideration, or legitimate exercise of academic freedom, they may request a review of the matter utilizing the Dispute Resolution Procedure set forth in this Policy Statement. (Appendix C)

Recommendations for Faculty Appointments, Reappointments, Non-reappointments, and Promotions

A prerequisite of a strong faculty is an active involvement in decisions affecting its own membership. This is critical in appointments to and separations from the faculty.

Tenured and Tenure Track Faculty

1.2.1.1

It shall be the personal responsibility of the faculty member to demonstrate that he or she meets the applicable qualifications for reappointment, tenure, or promotion.
1.2.1.2

Appropriate unit administrators are charged with the responsibility for recommending appointments, reappointments, non-reappointments, and promotions., the unit administrator shall obtain appropriate faculty counsel before making recommendations.
1.2.1.3

When the unit administrator is unable to act in accord with the faculty recommendation, the reasons shall be communicated in writing to the faculty committee that provided the counsel.
1.2.1.4
All recommendations generated by the unit personnel committee and by the unit administrator shall be available to the Provost for consideration and action. Final institutional review of personnel actions may be conducted by the President of OSU-CHS and the President of the OSU System. Appointments, reappointments, promotions, and terminations must be approved by the governing Board of Regents except as authorized by Board of Regents policies.
- Unit Personnel Committee: At the Unit level, the body designated by the faculty within a department to provide appropriate faculty counsel on personnel matters shall be referred to in this policy statement as the unit personnel committee. The responsibility of the unit personnel committee is to recommend whether or not the candidate has met each of the applicable criteria and qualifications for the personnel action being considered. The composition of the unit personnel committee shall be: A minimum of 3 voting faculty members are required to be at the same rank as, or above, that being sought by the candidate.
  - If candidate is tenure-track then the UPC must be comprised of tenured faculty.
  - If candidate is non-tenure-track then the UPC may be comprised of either non-tenured or tenured faculty.
  - If the unit does not have enough qualified members to create a UPC, then the Provost, with the input of the Unit Administrator, may designate an appropriate UPC.
  - If the unit has not otherwise designated a UPC, the Provost shall help select an appropriate UPC.

Non-Tenure Track Faculty

1.2.1.5

It shall be the personal responsibility of the faculty member to demonstrate that he or she meets the applicable qualifications for reappointment or promotion.
1.2.1.6

Appropriate unit administrators are charged with the responsibility for recommending appointments, reappointments, non-reappointments, and promotions.
1.2.1.7

For reappointment decisions, the unit administrator shall conduct a brief review of the faculty member’s performance throughout the current contract period. If the review is satisfactory, the unit administrator may make a record for reappointment without seeking appropriate faculty counsel. If the unit administrator finds that the performance was not satisfactory, and is considering non-reappointment, the unit administrator must obtain appropriate faculty counsel in accordance with 1.2.2.4.
1.2.1.8

For appointment, non-reappointments, and promotions, the unit administrator shall obtain appropriate faculty counsel before making recommendations.
1.2.1.9

When the unit administrator is unable to act in accord with the faculty recommendation, the reasons shall be communicated in writing to the faculty committee that provided the counsel.
1.2.1.10

All recommendations generated by the unit personnel committee and by the unit administrator shall be available to the Provost for consideration and action. Final institutional review of personnel actions may be conducted by the President of OSU-CHS and the President of the OSU System. Appointments, reappointments, promotions, and terminations must be approved by the governing Board of Regents except as authorized by Board of Regents policies.

Process for Appointment and Assignment of Tenure-Track and Non-Tenure Track Faculty

1.2.2 Appointment to Faculty Positions
The unit administrator has the principal responsibility for initiating all authorized faculty appointments (see Section 1.2.2.2). The unit administrator with the advice of faculty shall carry out this responsibility by:
1. filing a "Request to Staff Form;"
2. searching for and obtaining information about prospective candidates;
3. evaluating candidates; and
4. recommending suitable, qualified individuals for appointments, with supporting evidence concerning the candidate's qualifications.
1.2.3 Memorandum of Understanding

A statement of the proposed basic terms and conditions of every appointment shall be available in writing and be in the possession of both OSU- CHS and the prospective faculty member before the appointment is made. Where applicable, this statement will make reference to the substantive and procedural standards generally used in the decisions affecting renewal and tenure and any special standards adopted by the appropriate unit. Any other authorized agreements pertaining to conditions of appointment, reappointment, promotion, and tenure shall be part of this written statement. No offer is binding on OSU-CHS, however, until a formal recommendation has been presented to and officially approved by the governing Board of Regents in accord with the policies of the Board.
1.2.4 Amendments

If changes in assignment or conditions of appointment (other than revisions to fringe benefits, retirement plans, and this policy statement) become necessary during the period of appointment, the changes must be discussed in advance, normally during the annual Appraisal and Development process and communicated to the affected faculty member in writing by the unit administrator. Unresolved disputes regarding changes in assignments or conditions of appointment are resolved by the Dispute Resolution Procedure set forth in this Policy Statement. (Appendix C).

Appointment and Tenure for Tenure-Track Faculty

1.2.5 Appointment
All tenure-track faculty positions shall be filled by appointments of qualified persons with the rank of Instructor, Assistant Professor, Associate Professor, or Professor. The initial appointment of any person to the rank of Instructor or above, shall be based on a search which is consistent with applicable state and federal equal employment opportunity standards. National searches will be conducted unless an exemption is authorized by the Provost and the office of Equal Opportunity. All initial appointments to the rank of Instructor or above are of two kinds:
1. tenure-track (appointments potentially leading to tenure); or
2. appointments with tenure (applicable only to appointments with the initial ranks of Associate Professor or Professor if specifically approved by the Board of Regents).
1.2.6 Tenure
Tenure is a continuous appointment granted following evaluation by the faculty member's academic department, review by appropriate administrators, and approval by the Board of Regents. Tenured appointments shall not be terminated except under extraordinary conditions stated in Section 1.14 of the OSU Policy Statement to Govern Appointments, Tenure, Promotions, and Related Matters of the Faculty of Oklahoma State University, Termination of Appointments.

Tenure is a means by which to ensure academic freedom (see Section 1.1.4). Academic freedom is indispensable to the success of OSU-CHS in fulfilling its obligations to its students, to the State of Oklahoma, and to society in general. The decision to grant tenure is a judgment made with appropriate faculty counsel. Except for prestigious scholars initially appointed as Associate Professor or Professor with tenure, the decision to grant tenure is normally made toward the end of a probationary period. Tenure is a major undertaking and shall not be granted unless the faculty member has demonstrated by consistent performance that the academic department will benefit from making a career-long commitment to the faculty member.

Academic appointments normally coincide with the beginning of the academic year. For faculty appointed after this date but before January 1, the period of probation for tenure consideration or for renewal of appointment will commence at the beginning of that academic year. The probation period for faculty appointed on or after January 1 will commence at the beginning of the following academic year. Except for extenuating circumstances (see Section 1.4.8) the period of probation for tenure consideration shall never exceed a total of seven years of continuous appointment with the University.

Review for the granting of tenure shall occur only at the following times:
1. when a prestigious scholar is initially considered for appointment to the rank of Associate Professor or Professor;
2. when a tenure-track faculty member is reviewed for promotion to the rank of Associate Professor or Professor;
3. when a tenure-track faculty member is reviewed for a reappointment or promotion which, if awarded, will extend the number of years in a tenure- track faculty position at the University beyond a total of seven years; or
4. when a person has completed at least one year of satisfactory service at OSU-CHS following an initial appointment as a tenure-track Associate Professor or Professor.
1.2.7 Appointment to the rank of Instructor
Appointment to the rank of Instructor shall normally be for one year at a time during the probationary period but shall not exceed three years. Individuals who have been appointed as Instructors for their sixth year of probationary service shall be evaluated for tenure and informed in writing by June 30 of the sixth year of either:
1. reappointment at the rank of Instructor with tenure effective at the beginning of the seventh year;
2. promotion to Assistant Professor with tenure effective on July 1 of that year; or
3. the expiration and nonrenewal of the appointment effective at the end of the seventh academic year.
If a tenure-track Instructor is promoted to a higher rank, the period of probation for tenure shall commence with the beginning of the initial appointment as an Instructor, unless the faculty member requests and is granted an extension of the probationary period (see Section 1.4.8). The initial term of appointment as Assistant Professor will vary depending on the number of years served as an Instructor:
1. with five years as an Instructor, promotion would result in a two-year appointment as Assistant Professor;
2. with four years, the appointment to Assistant Professor would be for three years;
3. with three years, the appointment would be for four years;
4. and with two years as an Instructor, the appointment to Assistant Professor would be for four years, and a second probationary term of one year is permitted.
5. If an Instructor is promoted to Assistant Professor after only one year, an initial four-year appointment as Assistant Professor can be followed by a second probationary term of two years.
In all cases described above, decisions will be made in the sixth year and any non-reappointment decision would be effective at the end of the seventh year, thus providing the required one-year notice of termination.
1.2.8 Initial appointment to the rank of Assistant Professor

Initial appointment to the rank of Assistant Professor shall normally be for a period of four years. Reappointment for a three-year period may be made. Promotion to Associate Professor or reappointment as an Assistant Professor after seven years of probationary service as an Assistant Professor shall confer tenure.
1.2.9 Initial appointment to the rank of Associate Professor

Initial appointment to the rank of Associate Professor shall normally be for a period of five years. Reappointment as Associate Professor or promotion to Professor shall confer tenure. A special tenure review may be made after one year of service at OSU-CHS (see Section 1.4.2). In extraordinary circumstances tenure may be expressly granted at the time of initial appointment.
1.2.10 Initial appointment to the rank of Professor

Initial appointment to the rank of Professor shall confer tenure unless a probationary period, not to exceed three years, is specified at the time of appointment.
1.2.11 Affect of Change in Position

Academic tenure is not affected by change to administrative or other active status. Appointment to an administrative or other position shall not confer tenure in that position.
1.2.12 Extension of Probationary Period

A period of appointment and the probationary period of a faculty member may be extended up to three years for extenuating circumstances, e.g. a leave of absence without pay, an extended sick leave, significant changes in published criteria for tenure, or significant changes in job description associated with transfer or promotion. Upon written request by the faculty member and recommendation by the unit administrator and Provost of the college, such an extension may be granted upon approval by the Provost.

Appointment of Non-Tenure Track Faculty

1.2.13 Adjunct Appointments and Titles

Professional persons who are affiliated with OSU-CHS may be granted appointments as Adjunct Professor, Adjunct Associate Professor, Adjunct Assistant Professor, or Adjunct Instructor. Such appointments do not require a national search and are recommended by the unit administrator.
1.2.13.1 Clinical Faculty

Clinical faculty appointments are annual, renewable term, non-tenure track appointments at the rank of Clinical Instructor, Clinical Assistant Professor, Clinical Associate Professor, and Clinical Professor. Clinical appointments are intended to offer a career pathway to individuals who have clinical experience, teaching experience, and/or other expert qualifications. The positions will be used to support and enhance training programs and initiatives at Oklahoma State University Center for Health Sciences. Such appointments would normally require a national search and are recommended by the Unit Administrator after obtaining appropriate faculty counsel. All clinical faculty will be expected to provide teaching, clinical supervision/teaching, and/or clinical care as assigned by the unit administrator and for which the clinical faculty member is qualified to perform. The sources of funding are dependent on respective departmental resources. Notwithstanding the appointment periods, the existence of any clinical faculty position is contingent upon availability of funding.

Appendix E: Clinical Faculty Basic Standards for Appointment and Promotion further addresses the clinical track faculty process.
1.2.13.2 Temporary Faculty Appointments and Titles

In response to short-term and/or emergency needs OSU-CHS may make temporary appointments. When such appointments are made, the titles of Lecturer, Research Professional, Visiting Assistant Professor, Visiting Associate Professor, Visiting Professor, Scholar, Artist, or "Professional" In Residence, etc. shall be used. Appropriate search procedures should be used prior to making such appointments but may vary depending upon the nature of the position. Unit administrators, after receiving appropriate faculty counsel, shall be responsible for recommending appointments to temporary positions.

When persons are appointed to temporary faculty positions, the period of appointment shall be clearly stated and should be designated as temporary on the Employment Action Form. The memorandum of understanding will state that the appointment will not lead to tenure nor count as part of a probationary period potentially leading to tenure.

In those few instances in which OSU-CHS is confronted with an emergency situation in the areas of research, extension, or instruction, a person can be appointed on a temporary basis for a term not to exceed one year even though all of the recruitment procedures normally followed in making such an appointment may not have been met. In such cases, the administrative unit shall implement normal recruitment procedures to fill the position at the end of the initial temporary appointment. When temporary appointments are made, the memorandum of understanding should specify the term of appointment and state the conditions relating to reappointment. Persons holding temporary positions may not be awarded tenure and do not have OSU-CHS faculty voting privileges but may be awarded other professional rights and privileges afforded the faculty.

The titles described in this section are important to OSU-CHS in its management of the fluctuating demands of programs. Tenured and tenure-track faculty may be released from assigned duties as grants and contracts are obtained. To facilitate this process, the unit administrator may request authorization to establish and fill temporary positions with persons awarded one of the following titles. They may also request variations from the specific conditions and terms of appointment for persons appointed to one of the titles in this section. When determined to be in the best interest of OSU-CHS, the Provost may approve such variations in specific individual cases. Notwithstanding the appointment period, the existence of any of the following positions is contingent upon availability of funding.
1.2.13.3 Visiting Assistant Professor, Visiting Associate Professor, and Visiting Professor

These titles shall be used for persons employed to meet short-term teaching, research, or extension needs. They may also be used for scholars with a terminal degree who wish to affiliate with OSU-CHS for professional development. Limited search procedures are usually adequate when appointment to any of these positions is made. The terms of appointment shall normally be for one year and may be renewed after receiving appropriate faculty counsel. Should such an individual be appointed to a tenure-track position following an appropriately approved search, the time spent in the temporary position shall not count as part of the probationary tenure consideration period, unless specified in the memorandum of understanding for the permanent position.
1.2.13.4 Research Faculty

Research professorships are annual, renewable term, non-tenure track appointments at the rank of Research Assistant Professor, Research Associate Professor, and Research Professor. These positions will be used to support and enhance research programs and initiatives and create research activities at OSU-CHS. These individuals will be expected to develop independent research programs and serve as principal investigators on proposals to external agencies. In hiring into the research professor track, the University looks to attract high quality researchers who hold promise to become engaged in academic and scholarly activities including but not limited to performing collaborative research with academic faculty; supervising undergraduate or graduate research; serving on departmental or college committees; and organizing, attending, and presenting at professional conferences and seminars. The primary assignment will be research, and these individuals will not serve as primary Instructors in regular course offerings of departments or degree programs. Instructional activities will be limited to offerings specific to their research expertise and supervision of graduate students as provided for by membership in the Graduate Faculty. The salaries and fringe benefits for research professors are to be paid by external grants and sponsored programs. The existence of research professor positions are contingent on availability of funding.

Continued employment of a research professor during the term of appointment will depend on the availability of external funding. If reappointment is desired, an application for reappointment is required prior to the end of the contract period. Reappointment is contingent upon satisfactory performance as determined through performance appraisal and the availability of external grant funds and/or bridge funds.

Research Assistant Professors and Research Associate Professors will be eligible to seek promotion to Research Associate Professor and Research Professor, respectively, after five years of service in rank according to guidelines for promotion developed by the sponsoring academic unit(s).

Should such an individual be appointed to a tenure-track position following an appropriately approved search, the time spent in the research position shall not count as part of the probationary tenure consideration period, unless specified in the memorandum of understanding for the permanent position.

Promotions in Rank

1.6.1 Tenure Track Faculty

The process of review for promotion in rank shall be initiated by the unit administrator or by the unit personnel committee. Prior to the initiation of the review, the consent of the faculty member shall be obtained. Faculty members should be provided sufficient notice to enable them to assemble and submit materials believed helpful to a full review. Individual faculty members have the right to be reviewed for promotion at their own request provided they have not undergone such a review within the previous two academic years. Appendix D addresses detailed guidelines for the evaluation of tenure-track faculty through annual evaluation, reappointment, promotion, and tenure.

Following consideration of appropriate faculty counsel, the unit administrator will decide whether or not a faculty member is to be recommended for promotion by the unit. This decision should be in keeping with the established qualification guidelines of the unit. The faculty member shall be informed by the unit administrator if a recommendation for promotion is not being sent forward and shall be provided counsel by the unit administrator regarding how they might meet criteria for promotion in a subsequent consideration.

The Provost and President of OSU-CHS shall review each promotion recommended by the unit administrator. The Provost's recommendation to the President of OSU-CHS will be accompanied by the original recommendations of the unit administrator and the counsel of the unit's appropriate faculty personnel committee. In the process of review, the Provost and the President of OSU-CHS may seek counsel from suitable faculty committees. Copies of any written counsel provided by faculty committees will become part of the faculty member’s documentation file. If the recommendation of the Provost and/or President of OSU-CHS differs from that of the unit administrator, the reasons shall be specified in writing and provided to the faculty member.

Changes in academic title or promotion of persons holding temporary titles (see Section 1.5.2.2) to tenure-track faculty positions (Instructor or above) is permitted only under extraordinary circumstances. (Persons holding temporary titles may, however, apply for advertised tenure-track positions.) Before any such promotions are recommended by the President of OSU-CHS, they should seek appropriate faculty counsel from the RPT Committee of the OSU-CHS Faculty Senate.

Promotions must be recommended by the President of OSU-CHS, the President of the OSU System, and approved by the Board of Regents before becoming effective. The affected faculty member shall be informed by the Provost that a recommendation for promotion will be presented by the President of OSU-CHS and the President of the OSU System to the Board of Regents. Normally, recommendations for promotions are submitted to the Board of Regents for its consideration during its June meeting. When approved, the Board of Regents specifies the date on which the promotion shall become effective.
1.6.2 Non-Tenure Track Faculty

The process of review for promotion in rank shall be initiated by the unit administrator or by the unit personnel committee. Prior to the initiation of the review, the consent of the faculty member shall be obtained. Faculty members should be provided sufficient notice to enable them to assemble and submit materials believed helpful to a full review. Individual faculty members have the right to be reviewed for promotion at their own request provided they have not undergone such a review within the previous two academic years. Appendix E addresses detailed guidelines for the evaluation of non-tenure track faculty through annual evaluation, reappointment/non-reappointment and promotion. Following consideration of appropriate faculty counsel, the unit administrator will decide whether or not a faculty member is to be recommended for promotion by the unit. This decision should be in keeping with the established qualification guidelines of the unit. The faculty member shall be informed by the unit administrator if a recommendation for promotion is not being sent forward and shall be provided counsel by the unit administrator regarding how they might meet criteria for promotion in a subsequent consideration.

The Provost and President of OSU-CHS shall review each promotion recommended by the unit administrator. The Provost's recommendation to the President of OSU-CHS will be accompanied by the original recommendations of the unit administrator and the counsel of the unit's appropriate faculty personnel committee. In the process of review, the Provost and the President of OSU-CHS may seek counsel from suitable faculty committees. Copies of any written counsel provided by faculty committees will become part of the faculty member’s documentation file. If the recommendation of the Provost and/or President of OSU-CHS differs from that of the unit administrator, the reasons shall be specified in writing and provided to the faculty member.

Promotions must be recommended by the President of OSU-CHS, the President of the OSU System, and approved by the Board of Regents before becoming effective. The affected faculty member shall be informed by the Provost that a recommendation for promotion will be presented by the President of OSU-CHS and the President of the OSU System to the Board of Regents. Normally, recommendations for promotions are submitted to the Board of Regents for its consideration during its June meeting. When approved, the Board of Regents specifies the date on which the promotion shall become effective.

Reappointment and Non-reappointment of Tenure-Track Faculty

1.2.14 Tenure-Track Faculty

Recommendations to reappoint or not to reappoint shall originate with the unit administrator after obtaining appropriate faculty counsel (see Section 1.2). Normally, such recommendation shall be in response to a routine notice from the office of the Provost of OSU-CHS. A tenure track faculty member being considered for reappointment or non-reappointment shall be provided sufficient notice to assemble and submit materials believed helpful to a full consideration of the question.

Recommendations for both reappointment and non-reappointment of faculty members are forwarded to the Provost for review and action. Following review, all recommendations, accompanied by a statement of approval or disapproval, are forwarded to the President of OSU-CHS for action. In the process of review, the Provost and President of OSU-CHS may seek counsel from the RPT Committee of the OSU-CHS Faculty Senate. Copies of the written counsel provided by the RPT Committee of the OSU-CHS Faculty Senate should accompany recommendations to the President of OSU-CHS.

The affected faculty member shall be informed by the Provost that (a) a recommendation for reappointment will be presented by the President of the OSU System to the Board of Regents, or (b) OSU-CHS does not intend to continue the appointment beyond a specified date.

Reappointment and Non-reappointment of Non-Tenure Track Faculty

1.2.14.1 Reappointment

Appropriate unit administrators are charged with the responsibility for recommending reappointments of non-tenure track faculty members. Normally, such recommendation shall be in response to a routine notice from the office of the Provost of OSU-CHS.

For reappointment decisions, the unit administrator shall conduct a brief review of the faculty member’s performance throughout the current contract period. If the review is satisfactory, the unit administrator may make a recommendation for reappointment without seeking appropriate faculty counsel.
1.2.14.2 Personnel Action Process

All recommendations generated by the unit personnel committee and by the unit administrator shall be available to the Provost for consideration and action. Final institutional review of personnel actions may be conducted by the President of OSU-CHS and the President of the OSU System. Appointments, reappointments, promotions, and terminations must be approved by the governing Board of Regents except as authorized by Board of Regents policies.
1.2.14.3 Non-reappointment
Non-reappointment of a nontenured appointment shall not be regarded as a termination. If a decision is made not to recommend reappointment of a faculty member, the following schedule for notification should be observed:
1. For clinical faculty on one-year of service or less, notice shall be given not later than March 1 of the first academic year of service, if the appointment expires at the end of the academic year, or, if an initial one-year appointment expires during an academic year, at least three months in advance of its expiration.
2. For clinical faculty with more than one year of service, notice shall be given at least 12 months before the expiration of an appointment. For example, if an appointment period is from July 1 –June 30, and notice of non-reappointment is given on January 1, then the end of the appointment would be December 31, which is twelve months after the notification of non-reappointment.
Non-reappointed individuals shall have the option to obtain the reasons for nonrenewal in a confidential form of their choosing. If the affected faculty member believes that the reasons for nonrenewal are based on unlawful discrimination or inadequate consideration, or legitimate exercise of academic freedom, they may request a focused review of the matter utilizing the Dispute Resolution Procedure set forth in this Policy Statement. A focused review only considers the matters raised by the affected faculty member in their request for review. (Appendix C)
1. Focused Review: Insofar as the affected faculty member asserts in writing that the decision against reappointment by the appropriate administrator was based on inadequate consideration, the functions of the dispute resolution committee which reviews the faculty member's assertion should be the following: (a) to determine whether the decision of the appropriate faculty body and the decisions of the appropriate administrators were the result of adequate consideration in terms of the relevant standards of the institution, with the understanding that the review committee should not substitute its judgment on the merits for that of the academic department; (b) to request reconsideration by the faculty bodies and/or administrators when the committee believes that adequate consideration was not given to the faculty member's qualifications (in such instances, the committee should indicate the respects in which it believes the consideration may have been inadequate).

Honorary Appointments and Titles

The following list of titles and appointments, while complete as of the present time, may be expanded or altered from time to time as conditions require.

1.3.1 Regents Professor

This honorary title may be awarded to professors who have made outstanding contributions in their discipline through resident teaching, research or other scholarly activities, and extension or outreach activities at OSU- CHS or while serving as a professorial faculty member at another similar institution. Persons appointed with this title should be recognized on campus and at the national level for past and continuing scholarly accomplishments. Evidence of accomplishments may be their record of publication in nationally recognized journals or as authors of monographs, scholarly books and/or textbooks, creative activities, or outstanding performance as classroom teachers. Teaching excellence must be documented by their unit administrators, peers and students or indicated by previous teaching awards granted by student or faculty groups.

Outstanding performance in extension or outreach activities will also be considered.

A nomination for appointment as Regents Professor may be proposed by any tenured member of the OSU-CHS and the nomination seconded by another tenured member of the faculty. The nomination packet will be sent to the Provost, who will forward it to the President of OSU-CHS. When it is determined that the packet is complete, the packet will be forwarded for evaluation to the academic unit in which the nominee holds tenure. Separate letters evaluating the nominee’s qualifications for the rank of Regents Professor will be prepared by the unit’s promotion and tenure committee, the unit administrator, and the Provost. The Provost will forward the packet to the Regents Professor Selection Committee. After consideration by both the Provost and the Committee, a recommendation will be sent to the President of OSU-CHS for decision and action. The appointment will be effective July 1 following formal approval by the President of the OSU System and Board of Regents.
1.3.2 Regents Service Professor

Appointment to this title may be made for administrators who have rendered distinguished service to OSU-CHS and desire to be relieved of administrative duties and return to resident instruction, extension, or research positions. Recommendations shall be made by the Provost to the President of OSU-CHS. Appointment shall be for a period of four years and is not subject to renewal.
1.3.3 Endowed or Supported Chairs or Professorships

After receiving appropriate faculty counsel, the unit administrator may recommend that a person be appointed to an endowed or supported position in recognition for past and continuing scholarly accomplishments in the appropriate discipline. Persons holding endowed positions will be subject to the rules and procedures governing other faculty members of the same rank.
1.3.4 Emeritus Faculty

Upon retirement, faculty members shall carry as emeritus the rank and title they were holding when retired, retain all professional rights, and be accorded privileges specifically authorized by the Board of Regents.

Dispute Resolution Policy

2.1 Policy Statement

It is the policy of Oklahoma State University Center for Health Sciences that all full-time and part-time members of the University faculty, including those holding non tenure-track appointments, may petition for review of certain personal employment concerns defined in this document.

Persons holding a joint appointment (i.e., faculty and staff or administration combination) shall use the dispute resolution procedure germane to the nature of the dispute; e.g., if the dispute is relevant to one's work assignment as a member of the faculty, the faculty dispute resolution procedure shall be utilized.
2.2 Definition

A qualified employment dispute is a faculty member's timely written objection to matters related to particular working conditions, but normally excluding suspensions, sanctions, terminations, or actions taken as a result of financial exigency.
2.3 Grounds for Dispute
A "petition for resolution of dispute" may be filed after informal consultation with appropriate administrators has failed to resolve a faculty member’s concerns. Faculty members cannot file disputes against other faculty members. The dispute must address an administrator’s failure to act on or address a faculty member’s concerns. Some issues, including sexual discrimination or discrimination against a protected class, may be violations of law and should be immediately referred to the appropriate department and not be part of a dispute hearing. With this exception, a “petition for resolution of dispute” should be initiated for cased where the faculty member is being treated in a manner different than their peers, and inconsistent with the terms and conditions of their employment. The issue must be tangible and the faculty member must provide both evidence of the disputed issue and a potential resolution of the dispute. Examples include:
1. disregard on the part of the unit administrator or other member(s) of the administration of complaints relating to the terms and conditions of the appointment;
2. an unreasonable compensation over a prolonged period of time (two years or more);
3. unreasonable denial of promotion;
4. unreasonable denial of leave;
5. unreasonable denial of reappointment;
6. unreasonable workload or physical working conditions;
7. unreasonable denial of access to University resources necessary for the faculty member's compliance with the basic terms and conditions of the appointment;
8. unacceptable reassignment growing directly out of actions specified in Section 1.14.2.1 of the OSU Policy Statement to Govern Appointments, Tenure, Promotions and Related Matters;
9. changes in assignment or conditions of employment if unrelated to sanctions or medical leave; and/or
10. suspension for more than six months;
For a dispute that does not fit the specific examples above, the faculty member should bring the dispute to the President of Faculty Senate. The President may seek counsel from the Faculty Senate Executive Committee, the Provost, and other University employees with knowledge of the issue. The President, at their discretion, will authorize the dispute, deny the dispute or refer the dispute to resolution by procedures set forth in Appendix C.

Faculty members who believe they have a qualified employment dispute that warrants filing a petition will be expected to have thoroughly discussed their complain with their unit administrator, dean, and other appropriate administrators. Policies and procedures for resolution of disputes are set forth in the Appendix C.
2.4 Title IX/Equal Opportunity

Title IX of the Education Amendments and Oklahoma State University Center for Health Science policy prohibit discrimination in the provision of services or benefits offered by the University based on gender. Any person (student, faculty, or staff) who believes that discriminatory practices have been engaged in based on gender may discuss their concerns and file informal or formal complaints of possible violations of Title IX with the Director of Human Resources and/or the OSU Title IX Coordinator. The Director of Human Resources is also specifically authorized to deal with complaints concerning sexual harassment or gender discrimination. (See OSU-CHS Policy and Procedures 1-70703 for details.) Complaints related to discrimination based on race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status will also be handled by the Director of Equal Opportunity.
2.5 Formal Dispute Resolution Procedures

Faculty members who believe they have a qualified employment dispute that warrants filing a petition will be expected to have thoroughly discussed their complaint with their unit administrator, dean, and other appropriate administrators. Policies and procedures for resolution of disputes are set forth in the Appendix C.