AY 2023-2024 Unit Policy Review Process

The Office of the Provost will assist units with the processes related to both the collective bargaining agreement between United Academics and the University of Oregon (effective August 1, 2022) as well as the Peer Review of Teaching Policy related to UO Senate Motion US22/33-11

In a memorandum of understanding (MOU) between United Academics and the Office of the Provost, deadlines for unit-level policies were adjusted:

 

This year, units will work on two policies, due June 15, 2024           
TTF & Career Faculty Professional Responsibility | Peer Review of Teaching

Next year, units will work on two policies, due June 15 2025*          
TTF Review and Promotion | Career Review and Promotion

Click links in the timeline below or keep scrolling to find instructions for each step of the process.           
*Departments/units may elect to work on all four policies and submit them ahead of the provided timeline if it better aligns with their process.


DROP-IN OFFICE HOURS and ASSISTANCE

Virtual drop-in office hours with Ron Bramhall: every Tuesday and Friday from 9:00-10:00am and by appointment. Zoom link.

Via email - you can reach out to Ron Bramhall and Karen Ford for consultation. Process-related questions can be directed to Program Manager Denita Strietelmeier.

Process Highlights, Instructions, and Resources

For units who did not update these policies along with their Merit Policy in 2023, the timeline below is for this year's policy work. Linked text will take you to detailed instructions.   

1. Policy Templates and Faculty Representatives

Step 1: Unit heads represent their faculty during this process. They serve as a point of contact for the Office of the Provost and are responsible for uploading their faculty-approved version of the policies. Unit heads may identify an additional faculty member to be granted access to the Sharepoint site and receive communications. Email Denita Strietelmeier to request access.  

Step 2: Download the Provost's policy templates. Provided templates must be used for review and approval. The only exception is the Teaching Evaluation Rubric. Units can choose to edit that provided template or submit their own.

DUE 2024

DUE 2025 - Template links will be added when UA bargaining (2024) is complete. Previous versions of templates may require revision.

  • Review and Promotion Policy - Career & Limited Duration Faculty
  • Review and Promotion Policy - Tenure-Related Faculty
    • Teaching Evaluation Rubric

Step 3: Units should carefully review Appendix 1 and 2 in the new CBA for implementation agreements, unit-policy development guidelines, and the standards and criteria for major reviews. Highlights of the CBA changes and additional resources are linked below. 

Step 4: Faculty complete their unit's draft of the policy 

  • Follow your unit's shared governance process to develop and approve a revised policy, observing guidance received from dean or others.
  • Submit faculty-approved policy using process described below.

Step 5: Repeat for other policies

2. Submit Faculty-Approved Policy

Faculty-approved policy drafts are due by the Dean-defined deadline.

Step 1: Unit heads or assigned designees upload faculty-approved policy documents to their folder on the Sharepoint site.

  • If the link above:
  • Document should be clean (comments and track-changes resolved)
  • Files should be named with one of the following conventions to match the policy type:
    • "UnitName_ProfRespPolicy_FacultyApproved_Date.docx"
    • "UnitName_CareerR&P_FacultyApproved_Date.docx"
    • "UnitName_TTFR&P_FacultyApproved_Date.docx"
    • "UnitName_PeerReview_FacultyApproved_Date.docx"

Upon upload, the program manager will be notified. Edit privileges will be removed to retain document integrity. A copy will then be sent to the unit's dean for revision and approval. 

3. Deans Review Faculty-Approved Merit Policies

Deans will be emailed a link to a copy of the faculty's draft within 2 days of receipt by OtP.

Step 1: Deans will download the document from the designated Sharepoint site, then (option 1) Click on the three dots to the right of the file name and select "Download" or (option 2:)

  1. Select the template
  2. In the open template select "File"
  3. Select "Save As"
  4. Select "Download a Copy"

Step 2: Deans should use track changes for any edits they make to the faculty document and comments to explain their rationale for substantive changes or edits 

Step 3: Within 45 days of receiving the faculty draft, Deans will provide written written notice and explanation of any non-grammatical alterations they propose to the faculty-approved policy. Upon request, they may meet with the unit faculty.

4. Final Policy Updates Due to Office of the Provost

Deans are to submit their revisions/approvals to the designated Sharepoint site BY JUNE 15. Submitted draft should leave track changes on. The Office of the Provost will contact Deans with any concerns.

5. Policy Approvals Complete

The Office of the Provost will review submissions within 60 days and contact Deans and faculty designees with approved versions BY SEPT 14.

6. Revised Policies Published

All newly revised and approved policies are published to the Office of the Provost Policies webpage BY SEPT 28.