New Faculty Survival Guide
CSU Stanislaus supports and encourages the teaching, research, and professional development of the faculty. You are eligible to apply for campus-and CSU-sponsored grants, travel funds, and sabbaticals as well as for national awards and external funding from state, federal, and private sources. As a CSU Stanislaus faculty member, you are also subject to performance review procedures established to ensure that the university faculty is of the highest quality.
The California Faculty Association, the Office of Research and Sponsored Programs, the Faculty Center for Excellence in Teaching and Learning, and the Office of Faculty Affairs, as well as your department chair and college dean are all sources of information, resources, and support for your scholarship, teaching, and professional growth.
Collective Bargaining Agreement
The Higher Education Employer-Employee Relations Act provides that wages, working hours, and the terms and conditions of employment are to be negotiated between the CSU board of trustees and the bargaining unit. The California Faculty Association is the sole and exclusive representative of the bargaining unit (Unit 3), which includes all faculty, counselors, librarians, and coaches.
California Faculty Association
The California Faculty Association is the exclusive collective bargaining representative for Unit 3. CFA is affiliated with the American Association of University Professors (AAUP); the California Teachers Association (CTA); the National Education Association (NEA); the Service Employees International Union (SEIU); and the American Federation of Labor-Congress of Industrial Organizations (AFL-CIO). CFA maintains a chapter at CSU Stanislaus. The faculty association offers members a variety of benefits. You may contact CFA at 108 JSRFDC (667-3629) or on the web at www.calfac.org
Affirmative Action-Equal Employment Opportunity
CSU Stanislaus’ hiring policies reflect the university’s commitment to achieving excellence through promoting and honoring diversity in all forms. The university encourages applications and nominations of women, persons of color, persons with disabilities, and members of other under-represented groups.
Equal employment opportunity refers to the right of all persons to apply and be evaluated for employment opportunities without regard of age, color, disability, marital status, race, national origin, pregnancy, religion, sex, sexual orientation, or veteran status. Affirmative action refers to assertive, active strategies to increase the employment, retention, and advancement of women and minorities. For additional advice and suggestions refer to the CSU Stanislaus Faculty Handbook.
Vacancy announcements for full-time faculty positions can be found on the CSU Stanislaus Web site at www.csustan.edu. Vacancy announcements for temporary faculty are located in the individual department offices. Departments maintain a pool of qualified part-time faculty that they can draw upon as needed.
Individual appointments as lecturers or coaches serve in non-permanent academic assignments. Such appointments are temporary, and appointments are made for specific terms (i.e., one or more semester or terms.) Temporary appointments automatically expire at the end of the period stated in the letter of offer and do not establish any further appointment rights.
Following two semesters of consecutive employment within an academic year, a part-time temporary employee offered appointment to a similar assignment in the same department is entitled to receive a one-year appointment. Such appointments may be conditional, based on department needs, enrollment and budget considerations. Classes may be canceled any time prior to the third class meeting. If a class is canceled, the temporary employee must be paid for class hours taught. Full-time temporary employees may not be appointed on a conditional basis. For more information, call the Faculty Affairs Office, at Ext. 3392, and ask to speak to the faculty affairs specialist.
There are two types of faculty evaluations. Performance evaluations of faculty members are conducted for retention, promotion, and tenure. Periodic evaluations also are made for purposes such as evaluation of temporary faculty, probationary faculty who are not subject to a performance review, and evaluation of tenured faculty who are not subject to performance review for promotion. Evaluations are based on teaching performance and/or other professional performance, professional growth and achievement, service to the university and community, and student evaluations.
Personnel Action File
An employee’s Personnel Action File (PAF) located in the Office of Associate Vice President for Faculty Affairs, is the one official personnel file containing employment information and other information that may be relevant to personnel recommendations or personnel actions affecting the employee. The Working Personnel Action File (WPAF) is that portion of the Personnel Action File, including the dossier, used during periodic evaluation of performance review.
You should regularly review your personnel file. If you are undergoing review you are responsible for putting together careful, well-ordered, and supportive documents. During an evaluation, all forms and documents pertaining to the evaluation are placed in the Working Personnel Action File, which is then made available to the faculty member, peer review committee members, and academic administrators involved in the process. For advice on constructing faculty portfolios, which can become the basis of the Working Personnel Action File, talk to your department chair and/or your department Retention, Promotion and Tenure Committee. For additional suggestions and ideas about your RPT file, contact the Faculty Center for Excellence in Teaching and Learning at Ext.3216.
Performance Review Procedures
The review process is initiated by the department Retention, Promotion and Tenure Committee chair. It is the responsibility of the departmental RPT Committee chair and the candidate to gather information pertinent to the RPT review, including student evaluation of teaching data and current vita. Such materials are placed in your Working Personnel Action File. Additionally, you need to prepare an index of the materials submitted.
The University Retention, Promotion and Tenure Committee also sends out procedural information about the organization and content of the Working Personnel Action File as approved by the Academic Senate. Questions about the process should be directed to the faculty affairs specialist in the Office of the Associate Vice President for Faculty Affairs, at Ext. 3392.
The University Retention, Promotion and Tenure Committee, with the approval of the president, publishes an annual review calendar that will establish a specific deadline by which the Working Personnel Action File is declared complete with respect to documentation of performance for the purpose of evaluation. If you wish to insert materials after that date, you must have the approval of the committee. Late insertions are limited to items that became accessible after the deadline.
The probationary and tenured faculty of the department elect a committee of tenured full-time faculty for the purpose of evaluating and recommending individuals for retention, promotion, and tenure actions. The departmental Retention, Promotion and Tenure Committee is responsible for providing a detailed description and evaluation of the candidate’s performance for each of the stated criteria. The purpose is to communicate all pertinent information about the candidate to subsequent levels or review, including faculty and administration presumed to be outside the candidate’s discipline.
At all levels of review, before your recommendation is forwarded to a subsequent review level, you will be given a signed copy of the written recommendation that includes reasons for the recommendation. You may submit a rebuttal statement or response in writing and/or request that a meeting be held to discuss the recommendation within seven days following receipt of the recommendation. A copy of your response or rebuttal will then accompany the Working Personnel Action File.
A probationary period is the period of service in tenure-track position prior to the granting or denial of tenure. The normal period of probation is six years of full-time probationary service, including credited service, if any. For purposes of calculating the probationary period, a year of service commences with the first fall semester of appointment.
One of the privileges of a university career is the earning of tenure. Tenure, which assures you permanent employment, is often granted after a specified number of probationary years. Tenure protects faculty members from dismissal except for serious misconduct or incompetence determined by formal hearings, reasons specified in the Collective Bargaining Agreement, or via layoff proceedings precipitated by serious budgetary restraints.
At CSU Stanislaus, tenure is granted by the president upon the recommendation of university-wide and departmental faculty committees and academic administrators. The president notifies probationary faculty members of the final decision on the award or denial of tenure no later than June 1. Lack of official notice does not result in the award of tenure. If tenure is denied, the president notifies that faculty member of a subsequent probationary appointment or a terminal-year appointment.
Tenure may be awarded before the normal six-year probationary period. In order to be granted tenure prior to the end of the probationary period, an applicant must provide evidence of outstanding performance in all categories of review criteria specified in the campus retention, promotion and tenure policies and procedures. Tenure becomes effective at the beginning of the fall semester succeeding the date in which tenure is awarded.
Promotion is the advancement of a probationary or tenured faculty member to a higher academic or librarian rank, or advancement to a higher classification.
The California Faculty Association-California State University Collective Bargaining Agreement states that “a probationary faculty unit employee shall not normally be promoted during probation.” Although at CSU Stanislaus some faculty have been promoted prior to receiving tenure, this is not the usual practice. Faculty members in the rank of instructor or librarian equivalent may be considered for promotion after completing one year of service in rank. Probationary Faculty are normally considered for promotion at the same time they are considered for tenure. Probationary faculty unit employees are not promoted beyond the rank of associate professor without having received tenure. A faculty member may apply for promotion or tenure at any time during his or her professional career by following the university’s retention, promotion and tenure procedures.
The promotion of a tenured faculty unit employee normally will be effective the beginning of the sixth year after appointment to his or her current academic rank or classification. In such cases, the performance review for promotion takes place during the year preceding the effective date of the promotion. This provision does not apply if the faculty unit employee requests in writing that he or she not be considered.
Criteria and Expectations
All faculty members, regardless of rank, experience, or discipline, are engaged in a similar intellectual enterprise and perform essentially the same kinds of services for CSU Stanislaus. In recognition of this fact, the same criteria are used to evaluate faculty for retention, the according of tenure, and the several levels of promotion. Among the criteria are teaching proficiency, scholarship, or other equivalent creative activities, possession of a doctorate or appropriate terminal degree, and participation in university affairs. Check your departmental retention, promotion and tenure elaborations, and with your department chair to see what the specific expectations are with regard to your department.
RPT Timetables and Instructions
Deadline dates for retention, promotion and tenure are established by the University Retention, Promotion and Tenure Committee and approved by the president. The annual review calendar consists of dates for the transmittal of documents pertaining to evaluations of and recommendations on candidates for retention, promotion, and tenure. The committee distributes the approved calendars to the faculty, the individuals eligible for review, and the departmental Retention, Promotion and Tenure Committee chair. The committee also distributes material and instructions necessary for conducting the reviews. Contact Wendy Miller at Ext. 3401 for further information.
Full-time instructional faculty, library faculty, and counselor faculty are eligible to receive a leave with pay after completing six consecutive years of full-time service following any previous sabbatical or difference-in-pay leave. Credit towards the completion of the probationary period for service elsewhere also applies upward fulfilling the eligibility requirements for a sabbatical. Compensation for sabbatical leaves is as follows: one semester at full pay, or one academic year at half pay. Sabbaticals are not automatic. They are competitive and depend upon state funding. If you receive a sabbatical, you must work an equivalent amount of time for the university after the leave is over. Also, you may not accept additional employment during your sabbatical without the approval of the president.
A difference-in-pay leave can be taken for one or more semesters or terms. The salary for a difference-in-pay leave for a faculty employee is the difference between the faculty’s salary and the minimum salary of the instructor rank. The salary for a difference in pay leave for a librarian is the difference between the librarian’s salary and the minimum salary of the lowest comparable time base librarian rank.
Office of Research and Sponsored Programs
The Office of Research and Sponsored Programs (ORSP) assists faculty and students in seeking extramural funding for their professional development and exemplary teaching and learning. The office serves as a lead advocate for research, scholarship, and creative activities. ORSP is available to support faculty members to develop creative projects, find funding sources, and prepare highly competitive proposals and encourages faculty to meet with the Pre Award staff to discuss their research interests. When a proposed project is funded, the ORSP Post Award staff is here to assist in the management of the funded projects.
If you are planning to pursue extramural funding to help support your scholarly interests, the Pre Award staff is available to assist with proposal development, including identifying funding sources, obtaining application materials, developing proposals, and budget preparation. Once a proposal is finalized, ORSP is responsible for obtaining on-campus approvals prior to agency submission. All proposals are to be submitted officially through ORSP on behalf of the Principal Investigator (PI) and the University with signature approvals by the Director of Research and Sponsored Programs, Department Chair, College Dean, Risk Management, Budget Review, Vice President of Business and Finance, and the Vice Provost. In addition, contractual agreements as a result of funded proposals are reviewed and approved by the Contract Officer.
The Vice Provost serves as the official Authorized Institutional Representative and the Nominating Official on behalf of the University for these proposals. Proposals should be submitted seven working days prior to deadline so that the necessary approvals can be obtained. Faculty who wish to submit a proposal should contact ORSP at Ext. 3493 well in advance so that the office staff can assist in the overall preparation.
Once a proposed project is funded, the Post Award staff is here to assist the PI ensuring the funds are being spent in a timely manner and that reports are prepared and submitted in compliance with the award and agency. If an award requires modifications such as a budget adjustment or a no cost extension, ORSP is your resource to address and complete such needs.
Fellowships, Stipends, Scholarships
Proposals by faculty for externally funded research activities through fellowships, summer stipend programs, Fulbright Scholars, and other scholarship programs submitted to a sponsoring agency each have their unique requirements. While these programs are made to individuals rather than the University and may vary in their requirements for institutional endorsement, these awards normally require letters of endorsement from University faculty and/or administration. As such, faculty are strongly encouraged early in the process to consult with their department chair and dean as to the agency's requirements and type of support desired, especially if a letter of reference is required from the dean. In addition, it is highly recommended that faculty consult with the ORSP very early in the preparation process so that the office is familiar with and advocates for the proposal most effectively.
Proposals are reviewed and approved through the University’s official process before being sent to the sponsor. Proposals in the form of fellowships, stipends, and scholarships are to be submitted officially through ORSP with signature approvals by the Director of Research and Sponsored Programs, Department Chair, Dean, and the Vice Provost. ORSP may require the proposal go through additional approvals dependant on the activity, especially requisite for proposals that bind the University to resource support (e.g., matching funds) or are subject to state or federal requirements (e.g., risk management, international travel).
The Vice Provost serves as the official Authorized Institutional Representative and the Nominating Official on behalf of the University for these proposals. Proposals shall be completed and delivered to ORSP for review at least seven working days prior to the submission deadline in order to allow sufficient time for review and approval.
Student Research Competition
Each year during the spring semester, CSU Stanislaus hosts a campus-wide student research competition. This competition provides?an excellent opportunity for students to disseminate their findings?to?an audience of their peers, faculty, and community members. The top presenters from CSU Stanislaus are then eligible to advance to the CSU system-wide competition, hosted on?a rotating basis throughout the CSU system. To learn more about this opportunity, contact the Office of Research and Sponsored Programs at Ext. 3493.
Student Research Council
The Student Research Council (SRC) supports research, scholarship, and creative activity by providing financial assistance to conduct research (e.g. copy costs, instrument purchases), to attend scholarly functions related to student research endeavors, and peer review of manuscripts. Each Spring, the notice to apply for SRC funding goes out to the campus community. To learn more about this opportunity, contact the Office of Research and Sponsored Programs at Ext. 3493.
The University sponsors a grant competition each fall for faculty – the Research, Scholarship, and Creative Activity Grants. Proposal submitted for RSCA funding consideration are reviewed and determination of those proposal awarded are made by your peers on the Leaves and Awards Committee. For RSCA applications, contact the Academic Senate Office at Ext. 3400 for details. For questions about the structure and preparation of an RSCA grant, contact ORSP at Ext. 3493.
Funding for in-state and out-of-state professional travel is available through your department and through the office of your dean. Contact those offices for specific instructions on applying for travel funds.
Yearly faculty awards from the Office of International Education provide access to summer language and culture study programs outside the U.S.
The University sponsors a grant competition for faculty the Research, Scholarship, and Creative Activity Grants. For applications, contact the Academic Senate Office at Ext. 3400 for details.
Outstanding Professor Award
Each year the Leaves and Award Committee recommends an outstanding professor on the basis of a record of superlative teaching in addition to professional achievement. The recommended individual receives a $2,000 award and is deemed Outstanding Professor for the Academic Year. For more information, contact the Office of the Academic Senate at Ext. 3400 or the Provost Vice President for Academic Affairs at Ext. 3203.
Outstanding Research, Scholarship and Creative Activity Award
Each year the Leaves and Awards Committee recommends an Outstanding RSCA Professor on the basis of scholarly achievement. The nomination is based on his or her career productivity and considers primary work accomplished at California State University Stanislaus. No amount of professional achievement as evidenced by teaching or service to the campus or community shall be a substitute for this paramount requirement. The recommended individual receives a $1,000 award and is deemed Outstanding Research, Scholarship and Creative Activity Professor of the Academic Year. For more information, contact the Office of Academic Senate at Ext. 3400.
Elizabeth Anne B. Papageorge Faculty Development Award
Elizabeth Anne. B. Papageorge, CSU Stanislaus Emeritus Professor of Education was a strong supporter of faculty members. Her efforts made a positive impact on the careers of many faculty at CSU Stanislaus. This is a newly established award by the Leaves and Award Committee. This award recognizes and encourages outstanding achievement by probationary faculty members. The recipient of this award receives $500. For more information, contact the Office of the Academic Senate at Ext. 3400.
Outstanding Community Service Award
Each year the Leaves and Award Committee recommends an Outstanding Community Service Professor on the basis of service to the community. Service activities include, but are not limited to, participation in the social, political, religious, and educational arenas. Preference will be given to service which is not part of one’s normal and expected occupational duties. Therefore the nominee’s file must contain sufficient evidence of such activities. The recommended individual receives $1,000 award and is deemed Outstanding Community Service Professor of the Academic Year. For more information contact the Office of the Academic Senate at Ext. 3400.
Outstanding Faculty Governance Award
Each year the Leaves and Award Committee recommends a faculty for the Outstanding Faculty Governance Award. Nominations are accepted by self-nomination, from an individual, or a group. The file can be prepared by the nominee, an individual or the group. In cases where an individual or group prepared the nominee’s file, the file cannot go forward without review and approval by the nominee. The nominee’s file must contain sufficient evidence of outstanding service to the university in the area of faculty governance. For more information contact the Office of the Academic Senate at Ext. 3400.
International Faculty Development
Each year the Office of International Education offers faculty a chance to compete for participation-as a learner-in one of several overseas programs (in Winter Term or Summer). Contact the Office of International Education at Ext. 3395 for details.
Taking Students Abroad
Faculty-led study abroad can provide an important dimension to a student’s learning experience. Organizing such programs requires substantial preparation and effort. Before planning a program abroad, please consult with the Office of International Education (ext. 3117) to receive program proposal guidelines and requirements. Faculty directors must complete the CSU Stanislaus International Program Requirements and must receive written authorization from the Office of the Provost in order to take students out of the country. No program may leave the country without receiving this authorization. Proposals must be made at least one year before departure date.
Professional Development Abroad
CSU Stanislaus has exchange relationships with many universities outside the United States. Whether you are seeking a sabbatical year assignment in a foreign country, a Fulbright lecturing fellowship, a development project, or a winter term assignment in Mexico, the Office of International Education, at Ext. 3117 can help.
If you would like to study outside the U.S. in a month-long summer program, Global Affairs has opportunities for which faculty can apply.
The CSU also offers faculty opportunities for year-long assignments in its programs in other countries. If you are interested in teaching in such a program, speak to the director of the Office of International Education. This Office can help you identify opportunities for teaching or research abroad.
If you wish to spend your sabbatical abroad, check the following web sites:
Other possibly useful websites:
- Relocating Overseas
- American Citizens Abroad
- Intercultural Press
- Transitions Abroad
- US Department of State; Travel and Living Abroad
- Expat Exchange.com
Hosting International Guests
If you are hosting a foreign guest, please call the Office of International Education at Ext. 3117. This Office may be able to organize an appropriate campus welcome, news coverage, or even a campus lecture.
Improve Your Professional Development
- Document everything you do. Keep a file folder handy and use it to collect information, letters, fliers, etc., that describe your activities. This will help to facilitate the compilation of your Working Personnel Action File.
- Develop a portfolio of teaching materials that includes syllabi, assignments, instructional goals and desired outcomes, peer reviews of your classes, and feedback and evaluations from students.
- Contact the Office of Research and Sponsored Programs when you have ideas for grant proposals or research.
- Read the Collective Bargaining Agreement, the Faculty Handbook, and the University Catalog to ensure that you understand campus policies and procedures and how to deal with them successfully.
- Talk to colleagues inside and outside your department to gain ideas and perspectives on your research and teaching.
- Become involved in campus activities.
- Refer to the Faculty Center for Excellence in Teaching and Learning for support of any ideas regarding your teaching.
- If you are undergoing a performance review, ask to see the Working Personnel Action File (often referred to as a dossier) of a person who recently, and successfully, went through the process.
- Check with your department chair and college dean to determine that travel funds are available for research and conferences. Be sure to ask what you must do to be eligible to receive such funds.
- Attend special lectures or performances of CSU Stanislaus colleagues. You will learn more about your colleagues and perhaps receive inspiration for your own work.
- If you have prepared a paper or article, seek additional comments before sending it to be reviewed. Ask a colleague to read it. (Check with the Office of Research and Sponsored Programs or the Faculty Center for Excellence in Teaching and Learning if you need help in finding a colleague with similar interests.)
- Keep track of your eligibility for a sabbatical. Work with your chair and the Faculty Center for Excellence in Teaching and Learning to prepare a competitive application for a sabbatical.
- Become familiar with the scholarly journals in your fields. Subscribe to appropriate publications.
- Respond positively when requested by a scholarly journal to referee or review manuscripts or articles, or to serve on its editorial board.
- Develop a close relationship between your teaching, research, and publication interests.
- Develop cooperative teaching, research, and publication projects.
- Expand your network. Develop a working relationship with a colleague outside the CSU.