ARTICLE X, DEPARTMENT OR DIVISION PROCEDURES GOVERNING TENURE, PROMOTION, AND CONTRACT RENEWAL

A.            DEPARTMENTAL PROCEDURES

                Each Department or Division, or comparable unit within the University, shall reduce its committee procedures on tenure, promotion, and contract renewal to writing.  If such procedures have not been written and approved within six (6) months of the execution of this Agreement, the Employer shall develop such procedures for the Department or Division.

B.            MINIMUM REQUIREMENTS FOR DEPARTMENTAL PROCEDURES

                Written Department or Division Personnel Committee (DPC) procedures shall at a minimum provide for (a) secret ballot voting at all final votes; (b) strict exclusion from voting of any individual who is not a tenured bargaining unit 07 member over the tenure or contract renewal of another Faculty Member; and (c) allowing only Faculty Members of equal or higher rank to vote on applications for promotions; and (d) procedures for the orderly review of dossiers at the Department or Division level.  [NOTE:  The provision “allowing only faculty members of equal or higher rank to vote on applications for promotion” means that only faculty members at or above the rank of the applicant at the time of the application will be allowed to vote.  (Employer’s interpretation per E. Yuen’s June 16, 2003 letter)]

                Non-tenure track bargaining unit members may participate in the establishment of DPC policies and procedures, and they may also take part in the discussions of the Personnel Committee if the Department or Division has voted to include these Faculty Members in such deliberations.

                The DPC policies and procedures may include provisions for an individual candidate to exclude participation by other department members where the candidate believes that a conflict exists that would prevent the Faculty Member’s fair evaluation of a tenure or promotion application made by the candidate.

                Department or Division Chairs, and other bargaining unit members serving in similar capacities such as those with the title Director, shall not participate by voice, vote, presence, or in any other form of communication in the deliberations of the DPC over individual tenure and promotion applications.  [NOTE:  The prohibition against department and division chairs participating in the deliberations of the DPC in tenure and promotion cases does not apply in cases where the department or division chair will not be making an independent recommendation on the application as the chair, i.e., the applicant is from a different department.  (Employer’s interpretation per E. Yuen’s June 16, 2003 letter)]

C.            REVIEW OF PROCEDURES

                1.             Written DPC procedures shall be submitted through the Dean or Director to the appropriate Chancellor and the union for approval, which shall not be unreasonably withheld.

                2.             These procedures shall comply with the terms of this Agreement, Board of Regents’ policies, and administrative guidelines.

                3.             Copies of the approved DPC procedures will be filed with the Union.  Copies shall also be retained in the office of the Dean/Director or Chancellor at UH-West Oahu.

D.            AMENDMENTS OF PROCEDURES

                1.             Amendments to DPC procedures may be recommended from time to time at the discretion of the Department, Division, or comparable unit.

                2.             The proposed amendment shall be sent through the Dean or Director to the appropriate Chancellor and the union for review and approval, which shall not be unreasonably withheld.  Approved amended procedures shall be filed with the Union and the Dean/Director or Chancellor at UH-West Oahu.