Evaluation, Review and Recognition

Faculty Personnel Files

Cal State Monterey Bay maintains official personnel files to support fair, transparent and consistent review processes. This page provides a general overview of the Personnel Action File (PAF), the Working Personnel Action File (WPAF), and related procedures.

Note: This page is a summary. Individual circumstances may vary. For specific questions, contact Academic Personnel.

Personnel Action File (PAF)

The Personnel Action File (PAF) is the official faculty personnel file maintained by Academic Personnel.

What May be Included

Material identified by source may be placed in the PAF.

Notification and Review Process

• Academic Personnel provides the faculty member with a copy of the material
• The faculty member receives five days’ notice before the material is placed in the file
• The faculty member may submit a written rebuttal
• If the faculty member objects, they may request a meeting with the appropriate administrator (typically the dean)

Meeting Timeline

• The meeting must be requested within five days of notification
• The meeting must occur within 10 days of the request
• The dean determines the accuracy and relevance of the material and makes the final decision about whether it will be placed in the file

Note: These procedures do not apply to RTP/evaluation materials.

RTP and the Working Personnel Action File (WPAF)

The Working Personnel Action File (WPAF) contains materials relevant to periodic evaluation and performance review, including Retention, Tenure and Promotion (RTP).

The WPAF is maintained by Academic Personnel and is considered part of the PAF by reference.

Important for Personnel Decisions

Personnel decisions must be based only on materials contained in the PAF and WPAF.

While the WPAF is the primary file reviewed for RTP, reviewers must also review the PAF. Materials such as reprimands may appear in the PAF but not in the WPAF.

Contributing Materials to the WPAF

Materials relevant to evaluation may be submitted to the WPAF by any person while the file is considered “open.”

• The open period runs from the first day of the fall semester to the deadline published by Academic Personnel
• All submitted materials must be signed
• Academic Personnel provides copies to the faculty member

The faculty member may:

• Submit a rebuttal within 10 days, or
• Submit a rebuttal by the date the WPAF closes — whichever is later

Review-Level Recommendations and Rebuttals

At every level of RTP review:

• Academic Personnel provides the faculty member with a copy of the recommendation before it moves forward.

The faculty member has 10 days to:

• Submit a written rebuttal, and/or
• Request a meeting to discuss the recommendation.

Department Chair Evaluations

CSUMB policy provides faculty, staff and students the opportunity to submit written evaluations of a department chair’s performance.

Process

• Feedback is submitted to the dean
• The dean prepares a written evaluation summary
• The summary is placed in the department chair’s PAF
• Copies are provided to the department chair and the provost

The department chair has 10 days to submit a rebuttal.

This process is designed to protect the anonymity of those providing feedback. However, individuals who submit materials may request that signed materials be placed in the PAF or WPAF.

Reprimands

A written reprimand from an appropriate administrator may be placed in the PAF.

• Department chairs are not administrators and therefore may not issue written reprimands
• However, department chairs may place materials in the PAF or WPAF as outlined above

Notification and Response

• The faculty member receives a copy of the reprimand
• The faculty member receives five days’ notice before placement in the file
• The faculty member may request a conference with the administrator within 14 days of receipt
• Rebuttal procedures follow the standard PAF process outlined above

A reprimand may be removed three years from its effective date, upon written request from the faculty member.

The University Retention, Tenure and Promotion (RTP) Committee plays an essential role in the university’s shared governance process by reviewing faculty RTP cases in accordance with campus policy.

Committee Composition

The University RTP Committee consists of:

• Five tenured faculty members
• At the rank of Full Professor or equivalent
• Elected annually for a one-year term

No more than one faculty member from any department may serve on the committee at the same time.

Nomination and Election Process

The nomination and election process is coordinated by the Academic Senate Executive Committee, following receipt of a list of eligible faculty from Human Resources.

Voting Process

• All tenured and probationary faculty may vote
• Each voter receives five rank-order votes
• Candidates are ranked from 5 (highest) to 1 (lowest)
• The five candidates receiving the highest total rankings are elected

If there is a tie for the fifth position, it is resolved by lot.

Vacancies

If a committee member becomes ineligible to serve (as defined in Section 7.00 of the RTP Policy) or resigns from the university, the vacancy will be filled by the next highest-ranked eligible candidate from the most recent election.

2025-26 University RTP Committee

• Danielle Burchett
• Judith Canner
• Sarah Dahlen
• Alyssa Erikson
• Joanna Wong

Department chairs serve as the academic leaders and administrative heads of their departments at Cal State Monterey Bay.

Role and Responsibilities

Department chairs are responsible for leadership in areas including:

• Department governance
• Curriculum and instruction
• Faculty affairs and professional development
• Student and staff support
• Budget and resource management
• External relations

Chairs play a critical role in advancing academic quality, supporting faculty success and ensuring alignment with university policies and goals.

Recruitment and Staffing Resources

• Lecturer Entitlement — General Principles
• Lecturer Entitlement — Assignment of Work
• Lecturer Salary Guidelines and Range Placement
• Guidelines for Employing Temporary Faculty Without a Master’s Degree

Lecturer Evaluation Forms

• Lecturer Annual Evaluation Form
• Lecturer Cumulative Evaluation Form

Key Reference Documents

• Department Chair Handbook