Guidelines for Preparing a Cumulative Evaluation
Required by the East Carolina University Faculty Manual Part X.I.II.A. Documentation for Personnel Actions
For Promotion and Tenure Recommendations
For Promotion and Tenure Recommendations
In accordance with provisions contained in Part X. Section I(B)(2) of the ECU Faculty Manual, the Personnel Action Dossier (“PAD”) of a candidate for tenure will include, “One cumulative evaluation in narrative form of the candidate’s teaching, research, service, and any other relevant duties, prepared by the unit Tenure Committee. A draft of this cumulative evaluation, to be completed after the candidate turns in the PAD, should be available for discussion by the entire Tenure committee before the vote. (Faculty Senate Resolution #08-27, May 2008).” In addition, the candidate’s PAD will include, “A cumulative evaluation in narrative form of the candidate’s teaching, research, service, and any other relevant duties, prepared by the unit administrator.”
In accordance with the provisions contained in Part X. Section I(B)(3) of the East Carolina University Faculty Manual, the PAD of a candidate for promotion will similarly include, “One cumulative evaluation in narrative form of the candidate’s teaching, research, service, and any other relevant duties, prepared by the unit Promotion Committee. A draft of this cumulative evaluation, to be completed after the candidate turns in the PAD, should be available for discussion by the entire Promotion committee before the vote. (Faculty Senate Resolution #08-27, May 2008).” Further, the candidate for promotion’s PAD will include, “A cumulative evaluation in narrative form of the candidate’s teaching, research, service, and any other relevant duties, prepared by the unit administrator.”
These guidelines, with some examples noted below, are intended as a tool to assist unit committees and unit administrators in preparing Cumulative Evaluations. These are guidelines only; the Cumulative Evaluations prepared by the Tenure/Promotion Committees and the unit administrator must be consistent with criteria and provisions stated in the approved Unit Code and consistent with the assigned responsibilities of the candidate.
Similar to the annual progress toward tenure letters, the Cumulative Evaluation should be objective, summarizing the candidate’s strengths and weaknesses and shall be based on a comprehensive assessment of the faculty member’s teaching, research/creative activity, service, other duties, including contributions to the departmental college/school and university goals, contributions to the academic programs in which the faculty member teachers, any other professional activities bearing on the faculty member’s performance of their duties during the period under review and patient care and related clinical activity (if appropriate).
Teaching
Provide an evaluation in the form of a narrative summary of the candidate’s strengths and weaknesses in teaching. Include a statement of the unit’s expectations for teaching as contained in the Unit Code and a description of how the candidate has exceeded, met, or failed to meet these expectations, including supporting examples.
In addition to organized courses, the faculty member’s instructional workload also includes other instructional efforts and considerations such as: course level (bachelors, master’s, doctoral); course categories; instructional format (lecture, lab, etc.); mode of delivery (virtual, F2F, hybrid); programmatic accreditation requirements; team-taught courses; course enrollment; new course prep; course development or significant redesign; development of instructional materials; developing courseware or other materials for technology-based instruction; office hours; supervision of undergraduate research projects, masters’ theses, and doctoral dissertations; academic advising; directing students in co-curricular activities such as plays; preparing and equipping new laboratories; supervision of teaching assistants; supervision of internships; mentoring students or other faculty; and other activities that support student success.
Research/Creative Activity
Provide an evaluation in the form of a narrative summary of the candidate’s strengths and weaknesses in research and creative activity. Include a statement of the unit’s expectations for research and creative activity as contained in the Unit Code and a description of how the candidate has exceeded, met, or failed to meet these expectations, including supporting examples.
These activities may include, but are not limited to: working in laboratories and studios; conducting empirical and/or theoretical research; engaging in development or translational work; producing creative works; community engagement which results in creative or scholarly outcomes; writing articles for scholarly, trade, and professional outlets; digital scholarship and exhibits; data mapping and dashboarding; monographs; grant proposals; editing scholarly journals; juried art exhibits; curation of archives or exhibitions; performing or creating plays, dramaturgy, concerts, or musical recitals; conducting sponsored research; and similar activities.
Service
Provide an evaluation in the form of a narrative summary of the candidate’s strengths and weaknesses in service. Include a statement of the unit’s expectations for service as contained in the Unit Code and a description of how the candidate has exceeded, met, or failed to meet these expectations, including supporting examples.
Examples may include but are not limited to: committee service for a program, department, college, university, or system; professional or academic membership at the local, state, national or international level; advising student groups; mentoring; community service; and administrative responsibilities such as serving as a department chair, program director, or center director, and assistant or associate deans.
Patient Care and Related Clinical Responsibilities
Provide an evaluation in the form of a narrative summary of the candidate’s strengths and weaknesses in patient care and related clinical activity. Include a statement of the unit’s expectations for patient care or clinical activity as contained in the Unit Code and a description of how the candidate has exceeded, met, or failed to meet these expectations, including supporting examples.
Refers to the prevention, treatment, and management of illness and the preservation of physical and mental well-being through services offered by licensed healthcare professionals (Health and Human Rights Resource Guide) conducted on behalf of ECU. At ECU, these duties will be further defined by applicable Unit Codes and Department guidelines but include activities related to direct patient care.
Procedures for Cumulative Evaluations
After the candidate’s PAD is provided to the Unit Committee (Tenure or Promotion, as appropriate), one draft Cumulative Evaluation will be prepared by the Committee. The Tenure/Promotion Committee may designate one or more of its members to prepare the draft for consideration by the entire Committee’s membership. All materials pertaining to the pending personnel action must be available for inspection at least five business days prior to the Committee meeting. The appropriate Committee (Tenure or Promotion) will discuss all materials presented, decide on the final contents of the Cumulative Evaluation, conduct the required secret ballot vote, and compile the results of the vote.
The Tenure/Promotion Committee shall forward the candidate’s complete PAD, Committee’s recommendation, and its Cumulative Evaluation to the unit administrator. The Committee will also forward a copy of its recommendation and its Cumulative Evaluation to the candidate, with a statement that the candidate has seven working days from the date of the letter to include a response to the Committee’s Cumulative Evaluation. If the candidate disagrees with the contents of the Cumulative Evaluation, it is the responsibility of the candidate to make this disagreement known in writing, addressed to the Chair of the Tenure/Promotion Committee (as appropriate), for inclusion in the candidate’s personnel file and the PAD. Copies of this written response will be provided by the candidate to the unit administrator to be placed in the candidate’s personnel file.
After receiving the candidate’s PAD, the Committee’s recommendation and Cumulative Evaluation, and, if appropriate, the candidate’s written response, the unit administrator will write their own Cumulative Evaluation. The unit administrator will forward the complete PAD, their own Cumulative Evaluation and their recommendation to the next administrative level.
The unit administrator will also forward a copy of their Cumulative Evaluation and their recommendation to the candidate, with a statement that the candidate has seven working days from the date of the letter to include a written response to the unit administrator’s Cumulative Evaluation. The unit administrator will also send a copy of their recommendation and Cumulative Evaluation to the Tenure/Promotion Committee. If the candidate disagrees with the contents of the unit administrator’s Cumulative Evaluation, it is the responsibility of the candidate to make this disagreement known in writing addressed to the next-level administrator, with a copy to the appropriate Committee and the unit administrator. Copies of this written response will be placed in the candidate’s personnel file by the unit administrator.
Faculty Senate Resolution #08-41
Approved by the Faculty Senate: October 7, 2008
Approved by the Chancellor: November 3, 2008
Editorially revised to reflect new manual section: October 28, 2014
Editorially revised to correspond with timing detailed in Part IX, Section I: November 16, 2018
Editorially revised to correspond with revisions to Part IX and X: December 20, 2024
Faculty Senate Resolution #24-78, February 26, 2025