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Procedures Series 200: Appointments

Procedure number: 208

Revised: August 2024

Subject: BSOM-Only Department Chair Administrative Review Procedure 

Process

References: BSOM Policy 231 

208.1 Process/Procedure 

In the third year, and in every third year thereafter, of a BSOM-only department chair’s appointment, the University will conduct a review of the Chair’s performance. The Office of Faculty Affairs shall notify the Dean’s office of department chairs who are due for administrative review and provide a list of senior faculty members of the respective departments.   

208.2 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 five-year review process by sending a memo to the department chair with the job description for department chairs. The memo shall outline the review process and invite the chair to nominate up to two individuals whom the chair would like to serve on the review committee. The chair’s recommendations are not limited to department faculty. 

 The Dean shall select five members for the review committee, at least one of whom was nominated by the department chair being reviewed.  The Dean shall also select a chair for the review committee from those chosen to serve on the committee. The Dean’s recommendations are not limited to department faculty.   

The Dean’s office sets the date for the first meeting of the review committee 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 three months of the first meeting of the committee. 

208.3 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. 

208.4 Charge to the Committee 

The committee is charged with overseeing a 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). 

208.5 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

208.6 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, convene a meeting with the chair under review to discuss the report, and give the chair an opportunity to respond at the meeting, and in writing should the chair so desire, 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 Affairs when the review is complete and the date will be entered in the faculty database. 

 

Procedure number: 209

Revised: August 2024 

Subject: Matrixed Department Chair Administrative Review 

Process

209.1 Procedure 

In the third year, and in every third year thereafter, of a Matrix department chair’s appointment, the University will conduct a review of the chair’s performance. 

The Office of Faculty Affairs shall notify the Dean’s Office of chairs who are due for administrative review and provide a list of senior faculty members of the respective departments.  

Reviews of Matrix department chairs will be conducted in concert with the College of Science and Mathematics. 

 209.2 The Review Committee 

The review committee shall consist of two representatives of the chair, the department, and the deans. 

  • 2 committee members from faculty in the department, tenured or on continuing appointments, elected by full time faculty in the department 
  • 2 committee members selected by the deans; one must be selected from the department (tenured or on continuing appointments) 
  • 2 committee members selected by the chair being reviewed; one must be selected from the chairs in the college 

The deans initiate the review process with the following actions: 

  1. Sending of a memo to the departmental chair with the job description for departmental chairs. The memo will outline the review process and ask the chair for the names of two individuals whom the chair wants to serve on the review committee. The chair’s recommendations are not limited to department faculty. 
  1. Sending of a memo to the departmental faculty requesting that they elect two faculty members to serve on the committee. 

After the senior faculty member replies, the deans select two members for the committee. The deans also select the chair from those chosen to serve on the committee. The deans’ recommendations are not limited to department faculty. 

The deans’ offices set the date for the first meeting and send a memo to all committee members. The deans attend 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 deans within four months of the first meeting of the committee. 

 209.3 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. 

 209.4 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. 

 209.5 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 

209.6 The Survey 

The committee will distribute a survey to the full-time faculty of the department of the chair being reviewed. In addition, the committee may choose to provide departmental faculty members the option of individually presenting their views to the full committee. Such questions as whether or not input should be collected from groups other than departmental faculty.

Procedure number: 211

Revised: February 2025

Subject: Appointment-New Faculty, Fully Affiliated

Process

  1. Regular, Annually Renewable, and Research Positions
    1. The department prepares a Personnel Action Form (PAF) and forwards the form to the Office of Fiscal Affairs and the original signed letter of offer.

      The Office of Fiscal Affairs will review the material and send to the appropriate officials for signature and budget approval.
    2. The Office of Faculty and Clinical Affairs will review the letter of offer and the CV to approve the faculty rank and will present its recommendation to the Executive Committee for confirmation.
    3. The new faculty member:
      • completes the necessary documents in the WSU Employee Benefits Package.
      • reports to the Wright1 Card Center, 055 Student Union, for a university ID card.
      • orders a parking permit, if applicable, on WINGS Express .
  2. Institutional Positions
    1. To request approval of faculty rank, the department should notify the Office of Faculty and Professional Development of the candidate needing the rank. 
    2. The Office of Faculty Affairs and Professional Development will send Watermark link the candidate for completion, where they will upload their board certification, CV, and other relevant position information. 
    3. This form will be sent to the chair, who will propose the candidate rank; this will be forwarded to the Appointment Promotion, and Advancement Committee for approval of rank
    4. The new faculty member:
      • reports to the Wright1 Card Center, 055 Student Union, for a university ID card.
      • orders a parking permit, if applicable, on WINGS Express
      • Follows other university onboarding procedures

Special Actions

  1. Joint Appointments. See Procedure 220.
  2. Visiting Faculty. The appointment of visiting faculty members is handled on an individual case basis and is determined by the visitor's academic profile, length of stay, and purpose of visit. Requests for this action should be directed to the Office of Faculty and Clinical Affairs. The term for the appointment usually extends no longer than six months.

Procedure number: 212

Revised: February 2025

Subject:Titles:

  • Basic science department: The modifier "adjunct" is usually used, but "clinical" may be used for a clinician.
  • Clinical science department: The modifier "clinical" is used for clinicians and "adjunct" for non-clinician faculty.

To request appointment and approval of faculty rank: 

  1. The department should send an email to the Office of Faculty Affairs and professional development to initiate the appointment.  
  2. The Office of Faculty Affairs and Professional Development will email the Faculty Member to complete the Faculty Database Information form through a Docusign.
  3. Once completed, the Office of Faculty Affairs and Professional Development will send the candidate a link to complete an application in Watermark.  
  4. The application will be routed for approval to the chair, the Appointment, Promotion, and Advancement committee, and the Office of Faculty Affairs. 
  5. After approval, the Office of Faculty and Clinical Affairs will notify the appointee.
  6. Appointee will acknowledge and agree to abide by the policies.

Procedure number: 220

Revised: February 2025

Subject: Appointments-Joint Appointments, Fully Affiliated and Partially Affiliated

  1. The secondary chair will alert the Office of Faculty Affairs and Professional Development to the interest of having the candidate take on a  secondary appointment. This should be done in email and have the primary chair copied on the email indicating support of the secondary appointment.
  2. The Office of Faculty Affairs and Professional Development will send the candidate a link to complete an application in Watermark.  
  3. The application will be routed for approval to the chair, the Appointment, Promotion, and Advancement committee, and the Office of Faculty Affairs. 
  4. After approval, the Office of Faculty and Clinical Affairs will notify the appointee.

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