Dear Faculty Colleagues,

 

These are challenging circumstances, and we know that you likely have questions and concerns about how the disruptions to your academic teaching, research and service activities caused by the Coronavirus pandemic might impact your future evaluations. This pandemic has disrupted our academic activities, as well as our personal lives, our home circumstances and well-being that transcend our campus efforts. 

 

We understand and recognize that a faculty member’s scholarly and creative productivity might be affected in varying ways, based on differing responsibilities and circumstances, and differing timescales and intensities. We are mindful of your concerns. For that reason, we have updated guidance and made modifications to processes for upcoming faculty reviews. Consistent with UTSA’s core values as a community that values integrity, inclusion, respect and collaboration, our guiding principles in making these changes is to minimize the impact of this challenging situation on our faculty-based review processes to advance equitable evaluation in support of the success of our faculty.

 

Information regarding current modifications is detailed below. Please note that the pandemic is dynamic and still unfolding, as are the attendant impacts on each of us. We are continuing to monitor this fluid situation and will update our faculty community of any further modifications that may be needed.

 

2019 Annual Evaluations

As you are aware, the timeline for 2019 Annual Evaluations has been updated and the following table reflects the new timeline.

 

Third Year Review

The Third Year Review timeline for 2020 has not been changed, and at this time, the timeline for 2021 review remains the same.

 

Promotion and Tenure Review

For the upcoming 2020 Promotion and Tenure Review, there is an updated timeline and guidance:

• Applicant material due Sept. 30
• Deans review due to Academic Affairs by Nov. 30
• UFRAC decisions to Provost Dec. 18
• President decision by Jan. 30

If you believe your research or publication activity has been negatively impacted by disruptions related to the Coronavirus, please consider applying for extension of your probationary period (“extend the clock”). Please consult with your department chair, and also connect with your associate deans and/or dean. We are encouraging college and departmental leadership to specifically discuss this option with their tenure-track faculty. Faculty members may request this extension as soon as is necessary and as early as when academic activities and outputs have been negatively affected.

 

Currently, Regents’ Rule 31007 allows the maximum number of probationary period extensions to two academic years (also see HOP 2.10). If you are undergoing mandatory tenure evaluation, you should request an extension on your tenure clock by Sept. 1, 2020. For those going up for mandatory tenure evaluation after 2020, you can also request an extension through the normal procedure outlined in HOP 2.10.

 

If you have elected to undergo review for promotion and your research or publication activity has been negatively impacted by disruptions related to the Coronavirus, please consider postponing your application and undergoing review for promotion at a future date. We encourage you to discuss the timing of your review with your department chair to best support your success.

 

We encourage you to meet virtually with your department chair to discuss your upcoming evaluation. Please also be sure to provide your nominations for external reviewers in April.

 

For those faculty who recently completed the promotion and tenure process, we do not anticipate any changes to the timeline and expect these to be submitted to the Board of Regent and approved in their August meeting.

 

Comprehensive Performance Evaluations

For Comprehensive Performance Evaluations, at this time there are no adjustments to the timeline for Fall 2020. If your research or publication activity has been negatively impacted by disruptions related to the Coronavirus, the impact to your scholarly activities should be described and discussed in your summary statement.

 

For Promotion and Tenure Review/Comprehensive Performance Evaluations

Please note that for both the promotion and tenure and comprehensive performance evaluation, if peer observations were not completed prior to Spring Break 2020, they can be delayed and conducted at the beginning of the Fall 2020 semester. As an alternative option, if you are comfortable, you can elect to invite your peer observers to participate in your online course for a period of time. HOP 2.20 outlines the guidelines for peer observation frequency based on rank to determine if a peer observation is needed this semester. 

 

A reminder: student course evaluations were suspended for Spring 2020. Faculty who are undergoing evaluation will not be penalized for the lack of student evaluations for Spring 2020.

 

Endowment Review

At this time the Endowment Review for 2021 has no change in its timeline. 

 

2020 Annual Evaluations

The process for 2020 annual evaluations is still being evaluated. Further information will be shared when available.

 

 

In addition to the above processes, please keep track of the teaching, research and service activities, tasks and accomplishments in which you are engaged to support your departments, colleges, the University, and your professional associations during this time. All of your work should be captured in your CV and in reports of your activity for evaluations. Many of you have experienced the cancelation of professional meetings, conferences, and other opportunities due to the Coronavirus. You should add to your CV any professional activities, presentations, workshops, invited lectures, etc., that you had scheduled but could not deliver (accepted but not delivered conference papers; invited but not delivered keynote presentations; invited but canceled advisory meetings or participation in research briefings; etc.).  Please mark them with an asterisk and then note, for example, “Accepted but not delivered due to COVID-19.” These important scholarly milestones will all be part of your academic record despite the interruption in your ability to be present and participate in the face-to-face activities due to the pandemic.

 

We will continue to monitor the situation and make changes as needed to our processes. We deeply appreciate everything you are doing to ensure that our educational, research and service missions continue.

 

Sincerely,

 

Kimberly Andrews Espy, Ph.D.
Peter T. Flawn Distinguished Professor
Provost and Senior Vice President for Academic Affairs

 

Heather Shipley, Ph.D.

Burzik Professor of Civil and Environmental Engineering

Senior Vice Provost of Academic Affairs and Dean of University College

 

Chad Mahood, Ph.D.
Associate Professor of Communication
Chair, UTSA Faculty Senate

 

P. Johnelle Sparks, Ph.D. 
Professor and Chair, Department of Demography

Chair, Department Chairs Council

UTSA's CORE VALUES
Integrity • Excellence • Inclusiveness • Respect • Collaboration • Innovation