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Faculty Position Advisory Committee Procedures and Guidelines

  1. All requests for permanent faculty positions will be reviewed by the Faculty Position Advisory Committee (FPAC). These will include requests for replacement due to resignation, retirement, death, or contract non-renewal of already existing positions as well as all requests for new additions to the faculty
  2. A proposal for a faculty position may be initiated by a department, program or a group of faculty. Requests by programs and groups of faculty may be made independently, or they may be made as joint proposals with at least one existing department. Replacement and new position proposals can be submitted in any year.
  3. The FPAC will provide a recommended but not required 5-page application for new and replacement positions, with each of the four criteria listed below at the top of a separate page, and a fifth page to serve as an "anything else you want to add" section.
  4. A department, program, or group of faculty must inform the FPAC by any time after Spring Break and before September 1 of its intention to submit a proposal for a faculty position. The Administration will provide self studies, outside reviews, enrollment data, and comparative college data to the FPAC and proposers by September 15. Completed proposals must be submitted to the FPAC by October 1. In the cases of contract non-renewal and other unavoidable circumstances, a proposal for replacement can be submitted as late as January 15. The FPAC will submit its recommendations to the Dean and the President by February 1. The Dean and President will then decide which positions to approve. Replacement positions will be approved that spring, but new positions can be approved at any time during the next five years. Searches for approved positions will commence no later than the academic year following their approval.
  5. As soon as a department, program, or group of faculty announces to the FPAC its intention to submit a proposal, the FPAC will inform the Registrar, the Dean of the College, and all faculty of the College. The Registrar will then compile raw course and enrollment data that will be sent to the proposers as well as the FPAC. The proposal shall contain an interpretation of the data and can include additional data if necessary.
  6. The FPAC should have access to the most recent self study and outside review of an applying department or program. The Dean may omit sensitive or confidential information when it is irrelevant to the FPAC's deliberations. A copy of the redacted self study or outside review should be sent back to the applying department or program.
  7. The Administration will provide the FPAC and proposers with comparative data from comparable colleges. The Dean and the FPAC will decide on the list of colleges and the data that they want.
  8. The FPAC's recommendations will be based on the proposals, on course and enrollment data from the Registrar's office, on the comparative data from comparable colleges supplied by the Administration, and on the relevant parts of recent outside reviews and departmental and program self studies, and on the disciplinary curricular and staffing context for the proposed position within the Claremont Colleges. If proposals are unclear or incomplete, the FPAC will contact the proposers for extra information or for clarification, or ask proposers to attend a regular FPAC meeting.
  9. The FPAC will evaluate each proposal on the following criteria (for more detailed descriptions see "Guidelines for Applications for Faculty Positions" below):
    1. Curricular impact.
    2. Student demand and enrollment pressure.
    3. Current use of faculty resources.
    4. Impact on the long range plans of the faculty. 
  10. Based on these evaluations, FPAC faculty members will independently vote yes or no on whether replacement proposals are of the highest priority for the College. The Dean will excuse himself/herself when those votes take place.
  11. Based on these evaluations and after discussing the relative merits of the proposals, the FPAC faculty members will independently vote yes or no on whether new position proposals are of the highest priority for the College. To earn the highest priority designation, a proposal has to win a majority of votes. The FPAC faculty members will then rank all active highest priority new position proposals by consensus if possible, or by a voting procedure the faculty members agree on if a consensus cannot be reached. The Dean will not be present when those votes and rankings take place. Highest priority new position proposals will remain active for five years from their submission date. Their highest priority status will remain unchanged for those five years, though they may be re-ranked as subsequent new position proposals come in and as old proposals are either filled or expire after five years. The 5-year life of FPPC Category A proposals will be honored; they need not be resubmitted to the FPAC.
  12. The FPAC will send its recommendations to the Dean and President along with a detailed candid report that communicates the substance of FPAC discussions. The Dean and the President will then decide, based on budgetary and strategic considerations, the number, if any, of these proposals to be funded. The President and Dean shall report to the faculty on their decisions and give their reasons for those decisions. The Dean will also privately communicate to proposers the strengths and weaknesses of their proposals.
  13. In the case where a position has been funded and filled, the following will apply:
    1. If the position is vacated (due to, for example, resignation, contract non-renewal, or death) within five years of the decision by the FPAC, then a new proposal will not be required, and a positive replacement recommendation will automatically be forwarded to the Dean.
    2. If the position is tenure-track and has been vacated due to contract non-renewal, then a new proposal will not be required, a positive replacement recommendation will automatically be forwarded to the Dean and President, and there will be a strong presumption that that position will automatically be replaced by the Administration.
  14. Each proposing department, program, or group of faculty will receive a brief response from the FPAC that will inform the proposers of the strengths and weaknesses of their proposal and the number of votes for and against it.
  15. After completing the above process, the FPAC will submit to the faculty a report summarizing their activities for the year. This report will include a list of the new and replacement position proposals that earned the highest priority designation and the updated ranking of active highest priority new position proposals. This report will be the starting point for the next year's committee.
  16. Occasionally and in very special circumstances there may be proposals that must be considered outside the regular process. Examples are Target of Opportunity (TOP) hires, some positions entailed in applications for outside grants, or replacements for a faculty member who retires or resigns suddenly, or dies. The following apply only to such proposals:
    1. A department or program claiming such an emergency first sends the FPAC a preliminary proposal arguing the case for its urgency and providing a calendar showing how a hire could be accomplished. If the FPAC decides that the case is urgent, that the hiring calendar is plausible, and that it has a reasonable amount of time to deliberate, it would invite the department or program in question to prepare a full proposal for submission by a deadline that the FPAC would set. The FPAC would then make every effort to treat the case expediently. 
    2. The FPAC's recommendation will be based on the same criteria as in the regular process. In particular, the FPAC will not make recommendations on the quality of TOP candidates. This task is the responsibility of the Faculty Personnel Committee. New and replacement positions will still be independently voted upon and new positions will still be ranked relative to active highest priority new position proposals.  
    3. If an application for an outside grant makes commitments regarding future hires then the application should first go through the FPAC's process. Only in the cases when the time-line for the grant proposal is incompatible with the time-line for the normal process will the FPAC consider such proposals outside of the usual time frame.
  17. The FPAC should have as a goal moving toward a more long-range planning cycle. At an appropriate moment, the FPAC is encouraged to revisit and revise its procedures in order to achieve that goal.

Academic Dean