Please scroll down or click on the links below to read about this process.
a. Description
b. Search Flowchart
c. Steps
d. Dossier Checklist
(2) Reappointment of Senior Preceptors
(1) Appointment to Senior Preceptor
a. Description
In addition to teaching, senior preceptors assume administrative responsibility for language, skill-oriented, or other special instruction (including some introductory disciplinary instruction) and for training preceptors in their areas. Ordinarily, such an appointment is made only in an area where there are multiple sections to administer; senior preceptors are expected to teach at least one course or section in the system of courses that they are coordinating. Ordinarily, senior preceptors teach the equivalent of three courses or sections per year, and at least half of their total work should be comprised of in-classroom teaching and not course-equivalent or administrative duties. Usually, only one such appointment is made for any one language program. Ordinarily, appointments begin on July 1st and are made for five-year terms, which are renewable contingent upon review and approval of the divisional dean. Senior Preceptors are voting members of the Faculty.
b. Search Flowchart: Senior Preceptor
c. Steps: Appointment to Senior Preceptor
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Step |
Explanation |
1 |
The department chair writes to the divisional dean requesting authorization for a search |
The search plan should address:
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2 |
The divisional dean reviews the request |
The divisional dean reviews individual requests in light of divisional priorities and resources (including space). If the search is authorized, the divisional dean will provide a written response to the department, setting out the conditions of the search |
3 |
The department advertises the position and makes inquiries at other institutions |
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4 |
The department reviews the candidates’ materials and drafts a case statement for the finalist |
The draft case statement for the candidate summarizes the department’s conclusions, including the strengths and weaknesses of the case with regard to teaching/advising, service, and administration, including contributions related to diversity, inclusion, and belonging (see Step 6 for all of the necessary elements of the final case statement). |
5 |
After reviewing all of the candidate’s materials, the department discusses the case and votes |
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6 |
After a favorable vote, the case statement is finalized by the department chair |
The finalized case statement, prepared and signed by the department chair and the chair of the search committee, should include the following:
Note: The finalized case statement should be made available to the faculty in the department involved in the review. |
7 |
The candidate’s dossier is prepared by the department and sent, with a draft offer letter, to the assistant dean for the division |
Note: The department should secure from applicants at the short-list stage (or from the finalist, if the department’s process does not include a short-list stage) a draft course title, course description, and syllabus for the course(s) that the candidate(s) intend to teach during their first semester, for approval. This information will be included in the finalist’s dossier. (Obtaining this information is not necessary for candidates who would be teaching established courses such as certain language or mathematics courses, etc.) Please securely send one electronic copy of the dossier, including a draft offer letter, to the assistant dean. Please follow HUIT’s recommended practices for secure document transfer (e.g., Accellion Kiteworks, encryption, etc.), which can vary by user platform. For a full checklist of what the dossier should include, please see below. Note: The divisional dean/SEAS Dean and/or their designee and the Dean for Faculty Affairs and Planning can ask for changes to the dossier at any time. |
8 |
The divisional dean, with a CAP subcommittee, reviews the dossier, and the divisional dean decides whether to approve the appointment |
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9 |
If the decision is favorable, the offer letter is sent to the candidate |
Once approval for the appointment has been granted, the department should ask the individual during the hiring process to confirm the department’s understanding of what the course title, description, and syllabus are. Acceptances of the offers should be made in writing to the department chair. |
10 |
If the offer is accepted, the appointment is processed in the Aurora system by the department |
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After a senior preceptor has been appointed: In years where there is no scheduled review for reappointment, departments will assess teaching and performance of the senior preceptor on an at least annual basis and provide feedback to the senior preceptor, following departmental protocols.
d. Dossier Checklist: Senior Preceptors
Please securely send an electronic copy of the preliminary dossier, including a draft offer letter, to the assistant dean for the division (AD). Please follow HUIT’s recommended practices for secure document transfer (e.g., Accellion Kiteworks, encryption, etc.), which can vary by user platform. To facilitate storing and sharing of files, please name the file as follows: a) alpha-numeric characters only (no dashes, commas, slashes, etc.). b) [Last Name] [First Name] [Department Name] Sr Preceptor dossier [Month, Date, and Year of dossier submission, expressed numerically: XX YY ZZ]. E.g., Smith John Psychology Sr Preceptor dossier 1 4 15. c) If a dossier is revised and resubmitted, please repeat the original title, followed by “rev” and [Month of resubmission] [Date of resubmission] [Year of resubmission]. E.g., Smith John Psychology Sr Preceptor dossier 1 4 15 rev 1 15 15.
After the offer is finalized, please send 1 electronic PDF copy of the final dossier (excluding teaching evaluations) to the Appointments Office in the Office for Faculty Affairs via Aurora. Please use the naming convention outlined above. Departments should retain documents according to practices recommended by Harvard Archives at https://grs.harvard.edu/ (please log in).
______1. Case statement (including department vote by name). See description in Step 6 above.
______2. The Departmental EEO Report displaying aggregate demographic data from the search, available through ARIeS.
______3. The department’s request for search authorization and the divisional dean’s letter approving the search request.
______4. Candidate’s curriculum vitae.
______5. Summary teaching chart and teaching materials (including teaching awards, representative course syllabi, and teaching evaluations).
______6. A teaching/advising statement describing philosophy and practices related to undergraduate teaching and advising.
______7. Course title, course description, and syllabus for the course(s) the candidate intends to teach during their first semester.
______8. Statement describing efforts to encourage diversity, inclusion, and belonging, including past, current, and anticipated future contributions in these areas.
______9. All (at least three) letters of recommendation.
Note: The candidate should not solicit student letters, and any unsolicited student letters will not be included in the dossier.
To be added to the final dossier after the appointment is finalized:
_____10. A copy of the offer letter, which includes information about the responsibilities of the position and the standard and timing of review for renewal, and all subsequent emendations to it.
_____11. A copy of the candidate’s letter of acceptance.
After the offer is finalized, please securely send 1 electronic PDF copy of the candidate’s acceptance letter to the assistant dean for the division. Please follow HUIT’s recommended practices for secure document transfer (e.g., Accellion Kiteworks, encryption, etc.), which can vary by user platform.
Please deliver the original I-9 form and any necessary payroll documents to Central Payroll.
(2) Reappointment of Senior Preceptors
|
Step |
Explanation |
1 |
The department chair requests materials from the candidate during the penultimate year of appointment |
Materials should include:
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2 |
The chair requests divisional dean approval of a proposed review committee and, following this approval, appoints the committee |
The committee should include at least two tenured faculty members, including a tenured faculty member from another department/SEAS area. The request should name the committee chair and other review committee members. |
3 |
The department compiles a summary teaching chart and gathers information on the candidate’s performance as a teacher and administrator, if applicable |
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4 |
The committee considers the case |
The review committee should take into account all aspects of the candidate’s job description, including the candidate’s teaching/advising and administrative service, if applicable. |
5 |
The committee decides if the case is sufficiently strong to warrant reappointment, drafts a case statement, and reports its findings to the department |
The draft case statement for the candidate summarizes the committee’s conclusions, including the strengths and weaknesses of the case with regard to teaching/advising, service, and administration (see Step 7 for all of the necessary elements of the final case statement). |
6 |
Members of the department review the materials, discuss the case, and vote on the reappointment |
This discussion should be in-depth and rigorous. If the department decides against reappointment, the department chair sends to the divisional dean the current dossier, including a record of the department vote, and a draft of the letter to the candidate and explains the department’s decision. After divisional dean approval, the department gives the letter to the candidate. |
7 |
After a favorable vote, the department sends the dossier, including a draft letter for the candidate, to the assistant dean for the division |
Please securely send one electronic copy of the dossier, including a draft letter for the candidate, to the assistant dean. Please follow HUIT’s recommended practices for secure document transfer (e.g., Accellion Kiteworks, encryption, etc.), which can vary by user platform. The dossier should consist of:
Note: The candidate should not solicit student letters, and any unsolicited student letters will not be included in the dossier. Note: The divisional dean/SEAS Dean and/or their designee and the Dean for Faculty Affairs and Planning can ask for changes to the dossier at any time. |
8 |
The dossier is reviewed by the divisional dean |
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9 |
Following approval by the divisional dean, the department issues the final signed letter to the candidate and processes the reappointment in Aurora |
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