ࡱ> e Rbjbj 4x[bx[bJ  ZZZZZnnn8$n}GV^\X !\FFFFFFF$mI#LnFZh!h!h!FZZHG>###!F#!F##<0?0wMU!p=FAG<}G=bL6"L<0?0?LZ@h!h!F#h!h!h!h!h!FF#.h!h!h!}Gh!h!h!h!Lh!h!h!h!h!h!h!h!h! B : Towson University Faculty Gradual Intervention Guidelines (F-GIG) Purpose: The purpose of these guidelines is to assist chairs/deans in acting in a transparent, equitable, and consistent way when working with faculty members to ensure professional development and improvement. As mentors and supervisors, chairs/deans should address unacceptable behavior and conduct concerns promptly with faculty members. The expectation is that chairs/deans help faculty members improve by communicating in a direct and open way prior to issuing any letter, unless there is a situation that warrants immediate action (e.g., threatening a co-worker or student). Appendix A is provided as a potential tool for this process. Chairs shall follow this process for faculty members in their department; a Dean may follow this process for chair in their college. In determining proper response to a faculty members or chairs failure to meet expectationsthat is, prior to any of the Non-Disciplinary or Disciplinary measures described in these guidelinesshould: Consider carefully the 91Ӱƽ policy 06-01.00 POLICY PROHIBITING DISCRIMINATION:  HYPERLINK "/about/administration/policies/documents/polices/06-01.00-policy-on-prohibiting-discrimination.pdf" /about/administration/policies/documents/polices/06-01.00-policy-on-prohibiting-discrimination.pdf Consult policy 07-05.25, DISCIPLINARY ACTIONS FOR EMPLOYEES:  HYPERLINK "/about/administration/policies/documents/polices/07-05-25-disciplinary-actions-for-employees.pdf" /about/administration/policies/documents/polices/07-05-25-disciplinary-actions-for-employees.pdf Please note that these guidelines are not intended to address behavior or harassment that threatens (a) the safety or well-being of others or (b) 91Ӱƽs orderly operations. Such conduct is covered under other university policies (e.g., those governing harassment, sexual misconduct, threats of violence, etc.). In addition, these guidelines align with department, college, university, and USM policies, including 91Ӱƽ Policies 0201.00 (Appointment, Rank and Tenure of Faculty) (ART) and 02-04.00 (Faculty Grievance and Mediation Committee). Documenting Performance and Conduct Issues: Chairs/deans shall provide written documentation of their interactions with faculty related to performance and conduct concerns. Such d HYPERLINK "https://www.thebalance.com/documentation-1918096" ocumentation allows the chair/deans and faculty member to clearly identify expectations, a process of remediation, and the ramifications of failure to meet expectations. Preliminary intervention and documentation by the chair/dean ensures the faculty member was made aware of the issue and provided with the opportunity to respond per these guidelines and those outlined in the ART. Ultimately, the hope is that these initial interactions allow the faculty member to promptly address the concerns. Chairs/deans can use the following types of communications to address serious or ongoing concerns related to a faculty members performance or conduct.  When possible, chairs/deans are encouraged to complete the documentation as soon as meetings are conducted, ideally within a week, and prior to the due date for PTRM documents and AR forms. A faculty member may be accompanied by another 91Ӱƽ faculty member or administrator during any consultations with the Chair and/or Dean related to behaviors warranting Letters of Council, Concern or Censure. I. Non-Disciplinary Action A. Faculty Mentoring In the event that a chair/dean becomes aware of an issue with faculty behavior, whether in the classroom or otherwise, the first step should be to meet with the faculty member in person to address the issue and come to a mutual understanding of expectations. B. Letter of Counseling A Letter of Counseling provides chairs/deans with a more formal opportunity, in a non-disciplinary setting, to identify areas of work or conduct which need improvement. For example, a Letter of Counseling may make a faculty member aware of a rule, policy, procedure, practice or expectation. A faculty member who receives a Letter of Counseling shall have the right to respond in writing within 30 calendar days and the response shall be attached to the departments personnel file copy of the Letter of Counseling. This letter is shared between the chair and the faculty only and is not included in any PTRM portfolio. A Letter of Counseling may not be referred to in discussions or documents related to decisions regarding a faculty members merit, reappointment, tenure, promotion, or comprehensive five-year review. A Letter of Counseling does not constitute disciplinary action or the threat of discipline and therefore may not be grieved. This letter can be removed from the department file if mutually agreed upon by the faculty and the chairperson; or in the case of the chairperson receiving the letter from the dean by agreement of the chair and dean. II. Disciplinary Actions A. Letter of Concern A Letter of Concern provides chairs/deans with a mechanism to formally state a concern about a faculty members performance and/or conduct when it fails to meet the expectations of the position. The Chair shall review the Letter of Concern with the Dean/Provost and Office of General Counsel before giving a copy to the faculty member. A faculty member who receives a Letter of Concern shall have the right to respond (or file a formal grievance with the Faculty Grievance and Mediation Committee--see below) within 30 days. Both the Letter of Concern and the faculty members response (if any) shall be included in the faculty members annual PTRM review binder by the chairperson and referred to in the chairs evaluative letter, unless the faculty member is a chair. Please note that the ART has procedures which govern the contents of the review binder. See, e.g., ART Appendix 3, 1(B). A faculty member who chooses to grieve the Letter of Concern should refer to the Universitys grievance procedures. See 91Ӱƽ Policy 02-04.00 (Faculty Grievance and Mediation Committee). This letter shall not be included in tenure, promotion, comprehensive review, or promotion portfolios. This letter can be removed from the annual PTRM binder if mutually agreed upon by the faculty member and the chairperson (or the dean) or upon recommendation of the Faculty Grievance and Mediation Committee and agreed upon by the dean or provost. B. Letter of Formal Warning or Censure The ART allows a chair/dean to issue a Letter of Formal Warning or Censure if a deficiency in the appointees professional conduct or performance exists that does not warrant dismissal or suspension. See ART VI(A)(3)(m). A Letter of Warning or Censure indicates that the problem is serious enough to impact PTRM decisions. The hair shall review the letter with the dean/provost and the Office of General Council before giving a copy to the faculty member. Depending on circumstances, including frequency, nature or seriousness of the issue, a Letter of Warning or Censure may, or may not, follow a Letter of Counseling and/or a Letter of Concern. Letters of Counsel, Concern, or Censure are confidential materials. A faculty member who receives a Letter of Warning or Censure shall have the right to respond within 30 calendar days. After receiving a Letter of Concern or a Letter of Censure, a faculty member shall have the opportunity to follow the Grievance Procedure prior to any dissemination of the Disciplinary Letter (Letter of Concern or Letter of Censure) to the respective departmental PTRM committee. A faculty member who chooses to grieve the Letter of Formal Warning or Censure should refer to the Universitys grievance procedures. See 91Ӱƽ Policy 02-04.00 (Faculty Grievance and Mediation Committee). Both the Letter of Warning or Censure and the faculty members response (if any) shall be included in the faculty members annual PTRM review binder by the chairperson and referred to in the evaluative letter (If grieved, the letter shall be added to the binder only if the grievance procedure fails to support the faculty members claim). Please note that the ART has procedures which govern the contents of the review binder. See, e.g., ART Appendix 3, 1(B). This letter may be included in tenure, promotion, or comprehensive five-year review portfolios, but can be removed from the annual PTRM portfolio or other portfolios (e.g., promotion, comprehensive review) if mutually agreed upon by the faculty member and chairperson (or dean) or upon recommendation of the Faculty Grievance and Mediation Committee and agreed by the dean or the provost. III. Templates Sample Mentoring Log (Appendix A) Letter of Counseling template (Appendix B) Letter of Concern template (Appendix C) Letter of Warning (or Censure) template (Appendix D) Appendix A TOWSON UNIVERSITY Faculty Mentoring Log Mentee_______________________ Mentor_______________________ Date & Time PlacePurposeComments/Actions to Take      Appendix B TOWSON UNIVERSITY Name of Department Letter of Counseling Date: mm/dd/yyyy To: Dr. Francis Faculty/Chairperson [Professor] From: Dr. Chaz Chairperson/Dean Chairperson/Dean Subject: Letter of Counseling This letter is a summary of our discussion on [date]. At our meeting, we discussed [my observations, student reports, faculty/staff reports] about your [continuing performance deficiencies, unacceptable conduct]. Specifically, you demonstrated [unsatisfactory work performance, excessive tardiness, failure to follow established policy regarding unscheduled absences]. Observations include the following: [Describe the specific incident or examples, including date(s) or date range, time if relevant, and, the university document that applies [e.g., faculty handbook, ART document, faculty workload, departmental policy, civility policy, code of ethics]. The [impact, potential impact] of this behavior is [describe impact on the work environment, co-workers, students, etc.]. I have provided [mentoring, feedback, coaching] regarding this issue in the following ways: [Describe any previous coaching sessions or conversations you had with employee regarding this behavior or performance standard and include date(s) or date range and time if relevant]. This [performance/conduct] is [unsatisfactory/unacceptable] and requires correction in order to support the efficient operation of our department. Immediate and sustained improvement is required. Steps you may take to improve your performance/conduct include: [Describe behavior or performance you now expect to improve and include any timelines. Improvement steps may be as simple as: Report to work as scheduled or Follow departmental procedures for reporting tardiness or Observe departmental policy regarding xyz. Instructions should be as detailed and specific as appropriate so that the faculty member knows what is expected, has the opportunity to be successful, and knows the expected time frame.] This Letter of Counseling will be maintained in the department file but will not be shared with the PTRM committee. You have the right to respond in writing within 30 calendar days and your response shall be attached to the departments file copy of the Letter of Counseling. This letter can be removed from the department file if mutually agreed by the faculty and the chairperson (or dean). Please let me know if you have any questions. Sincerely, [Chairperson Signature] Chaz Chairperson/Dean Cc: departmental/college file Appendix C TOWSON UNIVERSITY Name of Department Letter of Concern Date: [date] To: Dr. Francis Faculty/Chairperson [Assistant Professor] From: Dr. Chaz Chairperson/Dean Chairperson/Dean Subject: Letter of Concern Dear Dr. Faculty: The purpose of this letter is to follow up on our meeting held on [date]. As I conveyed to you in that meeting, your [specific behavior] is a matter of concern both to the best interest of the students and to the effective functioning of the department. Specifically, on [date], [description of behavior]. [If appropriate: I appreciate your explanation of [extenuating circumstances, or previous efforts to address the issue], however . . .] [Describe how the behavior negatively impacted the department and/or violated documented department standards, civility code, or university policy.] Moving forward, it is my expectation that you will [address the issue in ways discussed during the meeting]. While there is reason to believe that you can improve, be aware that the university ART document stipulates that there will be consequences if immediate and/or sustained improvement is not made. In Section m, 02-01.00-10, the ART document states: If in the judgment of the appointees department chair or supervisor a deficiency in the appointees professional conduct or performance exists that does not warrant dismissal or suspension, a moderate sanction such as a formal warning or censure may be imposed, provided that the appointee is first afforded an opportunity to contest the action through the established faculty grievance procedure. [https://inside.towson.edu/generalcampus/tupolicies/documents/02-01.00%20Towson% 20University%20Policy%20on%20Appointment,%20Rank%20and%20Tenure%20of%20Faculty%201.pdf You can find the universitys grievance procedures here:  HYPERLINK "https://inside.towson.edu/" https://inside.towson.edu/ generalcampus/tupolicies/documents/02-04.00%20Faculty%20Grievance%20and%20 Mediation% 20Committee.pdf?170720172024-0400 A copy of this letter will be added to your review binder if the concern is not addressed within [specify time frame, or immediately]. In this case, both the behavior displayed and any measures you have taken to address this behavior will be put forth to the PTRM committee for its consideration in its decision about your merit, reappointment, promotion, tenure, and/or comprehensive review. You have the right to provide a written response to this letter within 30 days. You will be informed if this letter will be included in your PTRM portfolio and your written response will be included with this letter. This letter can be removed from the annual PTRM portfolio if mutually agreed by faculty and chairperson (or dean) or upon recommendation of the Faculty Grievance and Mediation Committee and agreed upon by the dean or provost. [Description of next steps if behavior does not improve.] Sincerely, [Chairperson Signature] Chaz Chairperson/Dean Cc: departmental file, College Dean Appendix D TOWSON UNIVERSITY Name of Department Letter of Warning (or Censure) Date: [date] To: Dr. Francis Faculty/Chairperson [Assistant Professor] From: Dr. Chaz Chairperson/Dean Chairperson/Dean Subject: Letter of Warning (or Censure) This is an official Letter of Warning (or Censure) regarding [summarize the overall issue (e.g., teaching expectations, service expectations)]. Specifically, I have observed and documented the following issues: [list specific items that have been documented. e.g., continued problems with lateness to class, excessive class cancelations, failure to report for class without notification of students/chairperson, failure to report to mandatory meetings, creating a hostile work environment for staff, etc.] This on-going issue negatively impacts [list the impact (e.g., student success, department function, PTRM processes, etc.).] This issue was discussed with you during our meeting(s) held on [date(s)] and/or documented via a Letter of Concern dated [date] and/or documented with [list other forms of documentation and the date(s)]. Despite notification of the issue and discussion of potential solutions, you have failed to resolve the issue. Please be advised that this conduct does not meet with the expectations of a [insert the professors rank] at Towson University. [If specific sanctions are being imposed, say the following:] As a result, the following sanction(s) is/are being imposed. [Sanction examples may include but are not limited to: remedial training or counseling; limitations on professional responsibilities for a specified period of time; supervision or oversight of professional activity for a specified period of time, etc.] Per the universitys ART document, you have the right to appeal this sanction before it takes effect by following the grievance procedure. In Section m, 02-01.00-10, the ART document states: If in the judgment of the appointees department chair or supervisor a deficiency in the appointees professional conduct or performance exists that does not warrant dismissal or suspension, a moderate sanction such as a formal warning or censure may be imposed, provided that the appointee is first afforded an opportunity to contest the action through the established faculty grievance procedure. [https://inside.towson.edu/generalcampus/tupolicies/documents/02-01.00%20Towson%20University%20Policy%20on%20Appointment,%20Rank%20and%20Tenure%20of%20Faculty%201.pdf You can find the universitys grievance procedures here:  HYPERLINK "https://inside.towson.edu/" https://inside.towson.edu/ generalcampus/tupolicies/documents/02-04.00%20Faculty%20Grievance%20and%20 Mediation% 20Committee.pdf?170720172024-0400 A copy of this letter will be added to your PTRM portfolio and may affect committee decisions, including merit, reappointment, promotion, tenure, and/or comprehensive review. Furthermore, this issue is expected to be addressed in the chairperson PTRM letter. You have the right to provide a written response to this letter within 30 days. Your written response will be included with this letter in your PTRM portfolio. [Name], please be advised that this department has provided you with mentoring in this area and continues to hope that you will resolve this issue. To assist you, I suggest that you consider the following: [list specific examples of resources that might help the faculty member (e.g., On-line resources [list websites], dedicated mentoring from a senior faculty member [arrange for mentoring], professional development activities [indicate what level of support for training, if applicable, HR training [e.g., Please contact your HR Partner]. This issue is serious enough that it is likely to affect the recommendations of the PTRM committee and the chairperson during the PTRM process. Immediate improvement is necessary for your performance to meet faculty work expectations. This letter can be removed from the annual PTRM portfolio or other portfolios (e.g., promotion, comprehensive review) if mutually agreed by faculty and chairperson (or dean) or upon recommendation of the Faculty Grievance and Mediation Committee and agreed upon by the dean or provost. 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