Dear Deans,
The university Mid-Probationary Review policy requires that a formal, internal review of faculty on a probationary contract take place no later than the mid-point of a faculty member's probationary period on the tenure track at UIC, unless a decision not to retain is reached at the level of the recommending unit before the time a formal review would be scheduled. All tenure-track faculty should be informed of this policy at the time of their initial appointment. For most probationary faculty this review will occur in probationary year three. If a faculty member's probationary period begins higher than year 1, the review should fall at the mid-point of the probationary period. A year when a faculty member may have taken a Tenure Hold or Rollback, should not count as a part of the probationary period years. The intent is to provide an assessment of the faculty member at a date late enough to permit reasonable review of their progress toward tenure since the initial appointment and early enough to give useful guidance preparing for any subsequent review. The faculty mentoring plan, in accordance with the “Faculty Mentoring” policy, must also be reviewed with the faculty member to gauge the effectiveness of its support. The mentoring plan, its progress and the effectiveness of its support, or anything related, should not in any way be used as a part of the review evaluation. Faculty members may request such a review at any time but should contact the College Dean and the Office of the Vice Provost for Faculty Affairs if the unit fails to undertake a mid-probationary review in a timely fashion. Confirmation that a mid-probationary review will occur for a faculty member should be recorded on the "Expected Reviews Form", found on the Mid-Probationary Review page: faculty.uic.edu/mid-probationary-review.
To ensure fairness and consistency, each academic unit (normally the unit) will establish written procedures for mid-probationary reviews suitable to its own concerns, which should include the review of the faculty mentoring plan with the faculty member for the effectiveness of its support only, and not for any evaluative purpose. The use of outside evaluators at this stage is at the unit's discretion. The campus does not provide any special forms for reviews. The academic unit will be responsible for the dissemination of procedures to unit faculty early in their employment. The mid-probationary review should cover the three areas specified in the Statutes: teaching, scholarship and creative activity, and service. The Unit Executive Officer (UEO) will carry out the mid-probationary review (in consultation with the unit advisory or executive committee). A favorable review may result in recommendation for continued employment, with additional reviews as deemed desirable in subsequent years.
A copy of the review of the candidate's progress, and the outcome of that review, should be given to the faculty member under review. The faculty member must acknowledge that they have received and read a copy of the mid-probationary review with a signature (electronic/by hand). The faculty member is then given an opportunity to comment orally or in writing, and any written response by the faculty member will be included as part of the review. The review will be communicated to the Dean for independent review and endorsement status.
The UEO will then make a recommendation to the Dean who will decide whether to renew the contract. The probationary faculty member must be informed of the UEO’s recommendation and the Dean’s decision.
The original copy of the written review with signatures (electronic/by hand) of the Dean, UEO, and the faculty member, shall be kept on file in the College. An electronic copy of the mid-probationary review signed by all parties, including any written response by the faculty member and faculty mentoring plan, must be submitted to the Office of the Vice Provost for Faculty Affairs by uploading into the appropriate Box folder (shared with college P&T/MPR coordinators).
If the UEO recommends that a written notice of non-reappointment be issued to an assistant professor on a definite-term appointment prior to the tenure code 6 year, the UEO should consult University Counsel and shall work with the Office of Faculty Affairs to process the change of appointment.
For faculty with joint appointments, mid-probationary reviews should be carried out in each unit where the faculty member holds a tenure-track appointment. Additionally, if a faculty member’s appointment is changed such that they move from one unit into another or assumes a new joint appointment at any time during the probationary period, a new mid-probationary review (or an appropriate equivalent, depending on time of progress along the tenure clock) should be conducted in the new unit as soon as possible.
Any questions concerning mid-probationary reviews should be directed to facultyreviews@uic.edu. This information can also be found at faculty.uic.edu/mid-probationary-review.
