Faculty personnel files
Any material identified by source may be placed in the PAF. This is the official file located in Academic Personnel. Academic Personnel provides the faculty member with a copy and gives the faculty member 5 days notice before the material is placed in there. The faculty member has the right to submit a written rebuttal. They can also request to meet with the appropriate administrator (Dean) if they object to the material. They must request the meeting within 5 days of notification, and meet within 10 days of the request. The Dean can determine the accuracy and relevancy of the material and can make a final decision whether to place the material in the file. This does not apply to RTP/Evaluation materials.
RTP/Working Personnel File (WPAF):
The WPAF is the file located in Academic Personnel that contains materials relevant to periodic evaluation and performance review. It is considered part of the PAF by reference. Personnel decisions can only be based/supported by materials contained in the PAF and WPAF. The WPAF is reviewed for RTP. The PAF also needs to be reviewed for RTP because materials could be in the PAF that are not in the WPAF (for example,reprimands, see below). In the past,reviewers have not requested the PAF and have missed items placed in there.
At all levels of review for RTP, before recommendations are forwarded to a subsequent review level, Academic Personnel gives the faculty member a copy of the recommendation. The faculty member can submit a rebuttal and/or request a meeting to discuss the recommendation within 10 days following receipt. Materials relevant to the evaluation or review of a faculty member may be contributed to the WPAF by any person during the period of time the WPAF is considered "open". This is from the first day of Fall semester to the date specified by Academic Personnel on the calendar (this time, e.g.,February 14, 2003). All materials submitted must be signed. Academic Personnel makes copies for the faculty member and they can rebut in 10 days orby the date the WPAF is considered closed, whichever is later.
Department Chair Evaluations:
CSUMB policy states that the evaluation process includes the opportunity for faculty, staff and students to provide written evaluation of the Department Chair’s performance. This feedback goes to the Dean who prepares a written evaluation. The Dean's written summary is placed in the Department Chair’s PAF, with copies forwarded to the Department Chair and to the Provost. The Department Chair has 10 days to rebut. This policy was written this way to provide anonymity to those providing feedback. It does not preclude, for those who submitted materials and who request it, placement of signed material in the PAF or WPAF.
Reprimands:
A written reprimand by an appropriate administrator may be placed in the PAF. This means that Department Chairs, for example, cannot issue a written reprimand because they are not administrators. Department Chairs can, however, place material in the PAF and WPAF as outlined above. The faculty member is provided with a copy and given 5 days notice prior to placement in the file. The faculty member can request, no later than 14 days after receipt, a conference with the administrator. For placement in the file and rebuttal, refer back to the section on PAF, above. The reprimand may be removed 3 years from the effective date upon the faculty member's request.
All of this gets pretty complicated. This webpage serves only as a summary and there may be other circumstances regarding a particular situation that are not covered here. If you have a specific question, please contact Academic Personnel.