Annual Review for Probationary Faculty Members

The Annual Review for Probationary Faculty members form will serve to implement a continued appointment or reappointment for each faculty member. See the Probationary Faculty Annual Review guidelines for information regarding the policies governing annual reviews.

The initiator will asked to enter information about the faculty member for whom they would like to initiate an Annual Review for Probationary Faculty Form and to also enter the effective date for the transaction. The purpose of the effective date is to determine the review year and allow the system to accurately pull the current faculty status information into the transaction.

Example: Any effective date that falls within fiscal year 2012 will generate a review year of 2012/13.

Once the faculty member is selected, the options provided on the workflow form will depend on the faculty members current faculty status end date information. (If the data on the form appears incorrect, please contact Debbie Millsap at deborah-millsap@uiowa.edu.

  • If the faculty member's end date is within the current fiscal year, the initiator will be asked to enter a new faculty status end date on the form and indicate whether or not the following year is a terminal year.
  • If the faculty member's end date is not within the current fiscal year, the initiator will simply be asked to indicate whether or not the following year is a terminal year.

Reminders:

  • A written evaluation of the probationary faculty member, covering the categories outlined on the form, should accompany each Annual Review form. The evaluation should include the manner in which the information was collected, who was involved in the evaluation, and how the faculty member was informed of the review results.
  • The workflow form will be automatically routed to the faculty member being reviewed after being entered by the Initiator into Workflow. This will enable the faculty member to "approve" the form, which will serve as an electronic signature to acknowledge that s/he has received the results of the review. A physical signature on the review documents is encouraged, but not required; the electronic signature will serve as documentation that the faculty member has been informed of the results of the Annual Review and was offered the opportunity to respond. The faculty member will not be able to edit the form, nor be able to add, remove or edit attachments. All review documents, including an response for the faculty member should be uploaded before it reaches the faculty member for approval.
  • All approvers will see the following message at the top of the form: "In the context of Workflow for the Annual Review, approval indicates consent for the Annual Review to continue to the next approver rather than agreement with the contents of the Annual Review. The Annual Review is desplayed below."

The University recognizes a faculty member's right to access his or her own personnel file. A faculty member may have access to letters and other materials written in an expectation of confidence after the means of identification have been removed. Although these type of documents are not typically included in the annual review process, if such documents do exist, these documents must be redacted prior to attaching it to the Annual Review form.

  • For faculty whose current appointments end in the next fiscal year or for whom a one year terminal appointment is being recommended, the collegiate dean must provide each faculty member a written notice of intent to terminate no later than one year prior to the termination date. Such written notice must be given prior to the Deadline for Notice of Non-renewal. See "Notice of Non-renewal" in section III 12.2 of the Operations Manual. The HR transaction form does not constitute notice of non-renewal.
  • The General Counsel’s office does not feel it is necessary for departments to maintain a paper copy of the documents attached in workflow. If these documents are needed in the future, a printout from the HR system will be sufficient.

Attachments for the Annual Review:

  • Description of the evaluation process; who participated in the evaluation and how it was conducted? How were the results of the evaluation communicated to the faculty member?
  • Evaluation Documents (including a composite review of teaching, scholarly/professional productivity, service ect, as applicable).
  • A current CV must be attached to the workflow form for all reappointments.