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Policies/Procedures for the Committee

Policies/Procedures for the Committee

Policies and Procedures for the 
Committee on Appointment and Promotion 
of the School of Engineering and Computer Science

Approved by Faculty Assembly: January 18, 2013
Approved by CAP, November 6, 2012

  1. Preamble
    The primary role of the Committee on Appointment and Promotion (CAP) of the School of Engineering and Computer Science is to review and to make a recommendation on each candidate for re-employment, promotion, or tenure who has been put forward by a department of the School or by the Dean. Such recommendation shall be either affirmative or negative. In addition, it shall advise the Dean on all initial appointments of faculty members within the School, formulate its own policies and procedures for the review and evaluation of candidates, and examine and approve the criteria and procedures used by the departments of the School. In the event of contradictions, the rules and procedures presented herein shall yield to the provisions of the Faculty Agreement and the Constitution and By-Laws of the School of Engineering and Computer Science.


  2. Definitions
    The following definitions pertain to this document.
    1. Associations means the Oakland University Chapter of the American Association of University Professors.
    2. Oakland means the Board of Trustees of Oakland University or its authorized delegate.


  3. Membership of the CAP
    1. Members of the CAP shall be elected in accordance with the terms of the Faculty Agreement and the By-Laws of the School.

    2.  The Chair of CAP shall be elected each year by and from the voting members of the CAP for a term of one year, and shall retain voting privileges. This election shall be by secret ballot, conducted by the outgoing chair of CAP, as soon as the election of the new CAP is completed.

  4. Conduct of CAP Meetings
    1. The Chair shall determine the agenda and call all meetings. Visitors shall be permitted at the discretion of the Chair. The Chair will be the contact person between the CAP and the Association, the FRPC, the Dean and the Department of the candidate, as necessary.
    2. The Chair shall designate a secretary who shall record and distribute the minutes of CAP meetings. Minutes of meetings shall include (but not be limited to):
      1. Names of members and visitors present, and meeting times.
      2. Names of candidates discussed and voted upon.
      3. The final vote count on each recommendation.
    3. The first meeting for an academic year shall be held prior to September 15. By November I of each year, the CAP will publish a statement of the policies and procedures it will use for each level of the review process. Normally, these will be formulated by the CAP by May I of the previous academic year.
    4. All matters pertaining to the appointment, re-employment, tenuring or promotion of candidates will be held in confidence by the members of the CAP.
    5. A quorum of four (4) CAP members is required for any official CAP vote.


  5. Procedures for the Review of Candidates
    1. The CAP will not consider any dossier received after the appropriate deadline specified in the Faculty Agreement (Any exception to the Faculty Agreement requires advance consent of both the AAUP and Oakland).
    2. The CAP may request additional documentation at any time during the review process. If a department cannot provide additional documentation or clarification requested by the CAP, the CAP will solicit the required documentation for clarification directly from those who can provide the required information. When hearing testimony from any non-member of CAP other than the chair of the Candidate's department, CAP shall abide by paragraph 41a.(6) of the Faculty Agreement, which permits the candidate to be present during such oral testimony. The candidate will be entitled to a copy of all documents considered by CAP in their review process.
    3. The CAP will review each dossier twice. The first review shall be to consider the form of the dossier. CAP shall determine:
      1. Whether the dossier should be returned to the Department for clarification and, if so, the reasons prompting such action.
      2. Whether the dossier needs reorganization or further documentation.
    4. In the second review, CAP shall consider the substance of the dossier. In this review the departmental criteria for promotion will be applied with attention to the candidates expected future contributions to the development of the School of Engineering and Computer Science. After adequate deliberation, CAP shall take a secret ballot on the question of the recommendation (affirmative or negative) of the candidate for re- employment, promotion, and/or tenure.
    5. If the vote (Sec V .D) is contrary to the departmental recommendation, then a revote shall be required at a subsequent meeting. The Chair of the candidate's department shall first be invited to meet with CAP to discuss differences between CAP and the department. The procedures of this section shall be conducted according to section 41.e.(9) of the Faculty Agreement.
    6. Secret ballots on the recommendation of candidates shall be conducted under the following rules:
      1. Associate professors shall be eligible to vote on candidates for promotion to full professor.
      2. No faculty member shall be eligible to vote on his or her own re-employment, promotion or tenure.
      3. A simple majority of CAP members, who are eligible (Sec. V .F .2) to vote on the question, shall be required for an affirmative recommendation.
      4. Absentee ballots shall be permitted.
      5. Each eligible voter shall be required to cast either an affirmative or negative vote. Abstentions shall be considered as negative votes.
      6. Any CAP member may call for one revote on any recommendation. The revote must occur at a subsequent meeting, but the CAP will not revote after its statement of recommendation (Sec. V .a) has been delivered.
    7. A statement of the CAP recommendation shall be prepared by the CAP Chair in consultation with all CAP members. Copies of this statement shall be sent to the candidate, Dean, department Chair, Provost, and where appropriate, to the Chair of FRPC.
      1. It shall include a statement of the vote count.
      2. In the case of an affirmative recommendation, the statement may include advice to the candidate for possible areas of improvement in his or her professional record.
      3. In the case of a negative recommendation, reasons must be included in the statement and, within three days of making the negative recommendation, CAP must notify the Association of this recommendation.
      4. In the unlikely case that the CAP Chair is unable to prepare a recommendation acceptable to all CAP members, one secondary recommendation statement may be prepared by any dissenting CAP member(s).