Faculty and Clinical Affairs

Series 600 Reviews

Procedure number: 610
Procedure number: 620

Procedure number: 610

Approved: December 2007

Subject: Departmental Chair Administrative Review

A review will be conducted in the fifth year and in every fifth year thereafter of a departmental chair.

The Office of Faculty and Clinical Affairs notifies the Dean's office of chairs who are scheduled for administrative review and also provides a list of senior faculty members of the respective departments.

The Review Committee
The Dean shall have primary responsibility for selecting a review committee. The review committee shall consist of two representatives of the chair, the department, and the Dean of Medicine.

The Dean's office initiates the review process with the following actions:

  1. Sends memo to the departmental chair with the job description for departmental chairs. The memo outlines the review process and asks the chair for the names of two individuals whom the chair wants to serve on the review committee.
  2. Sends memo to a senior faculty member requesting the names of two faculty members to serve on the committee. This memo will contain the names of the individuals selected by the chair. The senior faculty member should consult with the department faculty to select the committee members.

After the senior faculty member replies, the Dean selects two members for the committee. The Dean also selects the chair from those chosen to serve on the committee.

The Dean's office sets the date for the first meeting and sends a memo to all committee members. The Dean attends the first meeting to give the charge to the committee and establish a timeline for the review. Normally, the committee report should be delivered to the Dean within four months of the first meeting of the committee.

Information Provided to the Committee
The committee should have access to relevant documents including the chair's CV, position description, examples of previous survey instruments and the review procedure.

Charge to the Committee
The committee is charged with overseeing a faculty review of the administrative performance of the chair. The committee must establish evaluative criteria and a survey instrument germane to the department and its constituency. The Dean must approve the survey instrument. The committee will distribute the survey instrument to the appropriate constituency (faculty, students, and staff and community partners).

Guidelines for the Review
The following areas are suggested as a useful guide in considering the administrative effectiveness of a chair:

  1. Leadership
  2. Human Resource Management
  3. Communications
  4. Responding to Work Demands
  5. Budgeting and Use of Resources

The Report
The committee shall prepare a summary of the completed survey instruments and submit its report to the Dean along with all data (evaluations, notes, etc.) used to prepare the report. The Dean shall provide a copy of the report to the chair under review and convene a meeting with the chair under review to discuss the report, and shall give the chair an opportunity to respond in writing to the report. Should the chair choose to respond, that response will be attached as a permanent appendix to the committee's report.

The Dean shall make the committee's report available to the faculty of the Chair's department.

A copy of the report will be sent to the Provost. The Dean's office will notify the Office of Faculty and Clinical Affairs when the review is complete and the date will be entered in the faculty database.

After the committee report and Dean's summative report are prepared, all data (evaluations, notes, etc.) used to prepare these reports will be destroyed.

Updated February 4, 2008(sho)

Procedure number: 620

Created: April 2008

Subject: Appeals for WSU Employed Faculty / Hearing Board

The faculty member may initiate an appeal in writing to the Office of Faculty and Clinical Affairs within thirty (30) days of receipt of the written notice of non-continuance, suspension or removal.

The procedure for Hearing Board will be followed.

Hearing Board
The purpose of the hearing is to determine if there is substantial evidence to support the intended action.

  1. The faculty member may have an attorney present as an observer but may not be represented by the attorney at the hearing.
  2. The hearing will be recorded by the School of Medicine, and a transcript made available to the faculty member upon request and at the faculty member's expense.
  3. If the faculty member fails to appear for the scheduled hearing, the decision shall be affirmed.
  4. The Dean of Medicine or a designee of the Dean
    • will present the basis for the intended action,
    • may call witnesses if a ten-day advanced written notice is provided to the faculty member, and
    • may not question the faculty member or any witnesses called by the faculty member.
  5. The faculty member
    • may appear and speak on their own behalf,
    • has the opportunity to respond to the Dean of Medicine or designee's presentation,
    • may question the evidence or any witnesses that have been called,
    • may present evidence including testimony of witness, and
    • will be responsible for questioning any witnesses that the faculty member has asked to attend.
  6. The hearing board
    • may question any witnesses that have been called by either the Dean of Medicine or the faculty member.


  1. Within 30-45 calendar days after the receipt of the request for the hearing, the Office of Faculty and Clinical Affairs must convene a hearing to review the charges. The Office of Faculty and Clinical Affairs will create a Hearing Board comprised of five members.
  2. Hearing Board Membership

    a. Membership will consist of five faculty members. The members will be appointed by the Dean of Medicine or designee. One of the five members will also be appointed as chair.

    b. Two members of the five will be nominated by the faculty member. Within ten working days of receiving notice of the hearing, the faculty member may submit a list of five to ten faculty nominees to the Office of Faculty and Clinical Affairs. Two nominees will be selected from the list by the Dean of Medicine or designee to serve on the Hearing Board.

  3. The Hearing Board shall call for a hearing not more than thirty nor less than fifteen calendar days after it has been created. The Office of Faculty and Clinical Affairs will communicate in writing the schedule date, place, and time of the hearing to all parties concerned, accompanied by an explanation of the rules under which the hearing shall be conducted. The letter should be sent by both certified mail and U.S. mail to the faculty member.
  4. The Office of Faculty and Clinical Affairs arranges and pays for the appearance of the court reporter. The faculty member pays for any transcriptions of the hearing.
  5. Within ten business days following the conclusion of the hearing, the panel must submit a written recommendation to the Dean of Medicine. The hearing must reach its decision by a majority vote based on the evidence presented. The recommendation can be to

    a. affirm the intended action,
    b. take revised action against the faculty member, or
    c. not affirm the intended action.

  6. Within 15 business days of the receipt of the hearing board's recommendation, the Dean of Medicine must decide and notify the faculty member in writing of the decision. The decision can be to

    a. affirm the intended action,
    b. take revised action against the faculty member, or
    c. not affirm the intended action.

  7. Within ten business days of receipt of the notice of the decision, the faculty member may appeal the decision to the provost of the university. The appeal must be made in writing and must contain the action the faculty member requests and reasons in support of that action.
  8. Within 15 business days of receipt of the appeal, the provost of the university must notify the faculty member in writing of the decision to affirm or not affirm the action.
  9. Should the final decision be for non-continuance, termination shall not become effective until the end of the appointment period.

At the discretion of the Dean of Medicine, the time lines may be modified as may be appropriate to ensure fairness and realities of scheduling.

Updated April 8, 2008 (sho)

Last edited on 01/28/2015.