D. Preceptors

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)   First-year Review of Preceptors

a.   Additional Reappointments of Preceptors with Annual Appointments
b.   Reappointment of Preceptors Into a Multi-Year Term
 

(1)   Appointment to Preceptor

a.  Description

Preceptors are teachers who provide language, skill-oriented, or other special instruction. They may not offer instruction of a general nature or be in charge of courses of a non-departmental nature such as those offered by the General Education and Freshman Seminar programs. Appointments are made on an annual basis or may be for an initial term of three years (with Years 2 and 3 contingent upon a successful review after the first year of teaching), followed by a term of up to five years, contingent on performance, enrollments, curricular need, position availability, the authorization of the divisional dean, and dependent upon the individual’s remaining eligibility within the FAS eight-year rule. (Please see the section on the "Eight-Year Rule" in "Appointment Parameters" and the “Review and Reappointment” schedule.) Previous appointments in other non-tenured instructional ranks in the Faculty of Arts and Sciences will reduce the potential maximum of eight years accordingly. Any appointment, full-time or fractional within an academic year, is counted as one year of service. Multi-year preceptor appointments should begin on July 1.

b.  Search Flowchart: Preceptor

 

 c.  Steps: Appointment to Preceptor

 

Step

Explanation

1

The department chair writes to the assistant dean for the division requesting authorization for a search

The letter should discuss the curricular need for the appointment and whether the proposed appointment is an annual or a multi-year appointment. After approval is granted, the department begins the search process if a search is required. No search is required for appointments to teach a maximum of one four-credit course in one year (up to 0.25 annual FTE).

2

After approval from the assistant dean for the division, the department advertises the position and makes inquiries at other institutions (if a search is required)

  • All advertising copy must be reviewed and approved by the assistant dean for the division before it is submitted to the appropriate journals and other venues. Advertisements and inquiries should describe the position broadly and should list a date after which the department will stop accepting applications, or the department can encourage candidates to apply by a specific date, while indicating that applications will be reviewed until the position is filled. At least one form of the advertisement should be published in print. Advertisements should clearly state required documents and must indicate that Harvard is “an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.”
  • The dossier for the finalist must include 3-5 letters of recommendation. The advertisement should ask candidates to submit contact information for references with their original application materials.
  • Harvard is required to solicit and record, when available, each applicant’s gender and racial/ethnic information, which is accomplished through the ARIeS system. Applicants are not required to provide demographic information.

3

For appointments where a search is required, departments follow their standard procedures to review candidate(s) for appointment

 

4

The department sends the candidate’s dossier, including a draft offer letter, to the divisional assistant dean for review and approval

Please send one electronic copy of the dossier, including a draft offer letter, to the assistant dean via Accellion (secure document transfer: https://fta.fas.harvard.edu). For a full checklist of what the dossier should include, please see below.

For those appointments in which a search is required, a case statement, written by the chair, should also be included and should address:

  • A description of the search, including procedures for establishing a list of candidates, steps taken to identify candidates from diverse populations, including women and minorities (e.g., copies of advertisements and letters expressing interest in such candidates), total number of applicants, a description of the review procedures used in the department, and the reason a multi-year appointment was necessary (if applicable). Please address the demographics of the pool as displayed in the Departmental EEO Report available in ARIeS. This report displays aggregate demographic data from the search.
  • The basis for evaluating the finalist’s professional expertise and teaching ability.
  • A comparison of the candidate with all other leading candidates (in particular, women and minorities).
  • A description of what the candidate will teach.

5

If approval is granted, the department issues the offer letter (annual/multi-year) to the candidate

In addition to basic information, the letter includes information about teaching responsibilities for the year and, except for one-year or one-term appointments where reappointment is not intended, the standard for reappointment (including performance, curricular need, the availability of funds, and the approval of the assistant dean for the division) and the timing and procedures for review for reappointment, if applicable.

6

If the offer is accepted, the appointment is processed in the ASPerIN system by the department

  • The department sends 1 electronic PDF copy of the final dossier and signed offer letter to the Appointments Office in the Office for Faculty Affairs via Accellion (secure document transfer: https://fta.fas.harvard.edu). Note: This copy is in addition to that submitted to the assistant dean for the division in Step 4.
  • The department delivers by hand the original I-9 form and any necessary payroll documents to the University Financial Services I-9 drop box.
  • The department sends to the divisional assistant dean via Accellion (secure document transfer: https://fta.fas.harvard.edu) 1 electronic PDF copy of the signed offer letter and 1 electronic PDF copy of the candidate’s acceptance letter.
  • The department administrator will remind the faculty member to sign electronically the Harvard University Participation Agreement upon his/her arrival on campus.


d.  Dossier Checklist: Preceptors

Please send an electronic copy of the preliminary dossier, including a draft offer letter, to the assistant dean for the division (AD) via Accellion (secure document transfer: https://fta.fas.harvard.edu). 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] Preceptor dossier [Month, Date, and Year of dossier submission, expressed numerically: XX YY ZZ]. E.g., Smith John Psychology 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 Preceptor dossier 1 4 15 rev 1 15 15.

After the offer is finalized, please send an electronic PDF copy of the final dossier to the Appointments Office in the Office for Faculty Affairs via Accellion. Departments should retain documents according to practices recommended by Harvard Archives at https://library.harvard.edu/university-archives/managing-university-records/record-schedules.

For all appointments:

______1.     A copy of the department’s request for the search authorization and a copy of the divisional dean’s letter authorizing the search.

______2.     The candidate’s curriculum vitae (including bibliography).

______3.     3-5 letters of recommendation, and any other application materials (e.g., cover letter).

______4.     A copy of the offer letter (annual/multi-year) and all subsequent emendations to it.

______5.     A copy of the candidate’s letter of acceptance.

For those appointments for which a search is required, additional materials include:

______6.     Case statement (2 copies). See description in Step 4 above.

______7.     The Departmental EEO Report displaying aggregate demographic data from the search, available through ARIeS.

After the offer is finalized, please send 1 electronic PDF copy of the final signed offer letter and 1 electronic PDF copy of the candidate’s signed acceptance letter to the assistant dean for the division via Accellion.

Please deliver by hand the original I-9 form and any necessary payroll documents to the University Financial Services I-9 drop box.

Note: The candidate should not solicit student letters, and any unsolicited student letters will not be included in the dossier.

 

(2)    First-Year Reviews of Preceptors (must be completed by March 15 of the preceptor’s first year of appointment)

 

Step

Explanation

1

The department chair requests materials from the candidate at the end of the first semester

Materials include:

  • A curriculum vitae.
  • Teaching materials, including representative course syllabi and evidence of teaching effectiveness, such as teaching awards and evaluations.

2

The department chair (or his/her designee) considers the case

The department chair (or his/her designee) should solicit feedback from the candidate’s students, as appropriate, and should observe the candidate’s teaching.

3

If the chair decides the case warrants reappointment (or continuation of appointment in the case of multi-year appointments), the department compiles materials to send to the assistant dean for the appropriate division

Please send one electronic copy of each of the items below to the assistant dean via Accellion (secure document transfer: https://fta.fas.harvard.edu):

  • A summary of the review, written by the chair, which describes the review procedures, summarizes the findings of the review, evaluates the candidate’s teaching abilities, and makes the case for the reappointment of the candidate (or continuation of the appointment in the case of multi-year appointments).
  • A draft letter for the individual, to be reviewed by the assistant dean for the appropriate division, discussing the review. The letter covers any concerns about performance and/or need for services that might affect the future. The letter should also specify when the next review for reappointment would take place.
  • Materials considered in the review, including:
    • The candidate’s curriculum vitae.
    • Teaching materials, including course syllabi and evidence of teaching effectiveness, such as teaching awards and evaluations.

If the chair does not feel the case warrants reappointment (or continuation of appointment), the chair sends to the divisional dean 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.

Note: The candidate should not solicit student letters.

4

The dossier is reviewed by the assistant dean for the division, in consultation with the divisional dean

The divisional dean makes the final decision regarding whether or not to reappoint the candidate (in the case of an annual appointment) or continue the candidate (in the case of a multi-year appointment).

5

Following approval by the divisional dean, the department issues the final signed letter to the candidate and processes the reappointment in ASPerIN

The department sends to the Appointments Office in the Office for Faculty Affairs and the divisional assistant dean via Accellion (secure document transfer: https://fta.fas.harvard.edu):

  • 1 electronic PDF copy of the final letter for the candidate, signed by the department chair
  • 1 electronic PDF copy of the departmental summary of the review.


(3)   Reappointments of Preceptors

a.  Additional Reappointments of Preceptors with Annual Appointments (must be completed by March 15)

For reappointment beyond the first year for preceptors with annual appointments, the department must first assess its curricular needs and request and receive authorization for the FTE from the divisional dean. If authorized, the department reviews the preceptor’s performance and enrollments each year. The department submits to the assistant dean for the division 1 electronic copy of the preceptor’s teaching evaluations and 1 electronic copy of a draft letter of reappointment that includes dates of reappointment, teaching duties, salary, and an accounting of the individual’s remaining eligibility within the preceptor rank and within the FAS’s eight-year rule. Please send these materials via Accellion (secure document transfer: https://fta.fas.harvard.edu).

Once the assistant dean has approved the reappointment and offer letter, the department sends it to the candidate and processes the reappointment in ASPerIN. An electronic PDF copy of the signed reappointment letter is sent to the assistant dean for the division and to the Appointments Office in the Office for Faculty Affairs via Accellion.

 

b.     Reappointment of Preceptors into a Multi-Year Term (must be completed by March 15 of the preceptor’s third preceptorial year)

Reappointment, for multi-year preceptor positions, is not automatic or guaranteed. It is contingent on a successful performance review during the third year and is subject to enrollments, curricular need, position availability, and the authorization of the divisional dean.

 

Step

Explanation

1

The department chair requests materials from the candidate during the fall term of the third year of appointment

Materials should include:

  • Curriculum vitae.
  • Teaching and advising materials, including representative course syllabi and evidence of teaching effectiveness, such as teaching awards and evaluations.
  • A teaching statement.

2

The chair requests divisional dean approval of a proposed review committee and, following this approval, appoints the committee

The request should name the committee chair and other review committee members. The committee should include at least one individual from outside the program conducting the review.

3

The department compiles a summary teaching chart and gathers information on the candidate’s performance as a teacher

  • The summary teaching chart summarizes, in reverse chronological order, all courses the candidate has taught, including course titles, enrollments, and overall course scores and instructor scores.
  • The review committee should:
    • Solicit feedback from the candidate’s current and former students, as appropriate.
    • Observe the candidate’s teaching.
    • Review the candidate’s teaching evaluations.

4

The committee considers the case

The review committee should take into account all aspects of the candidate’s job description.

5

The committee drafts a case statement and decides if the case is sufficiently strong to warrant reappointment

The draft case statement for the candidate summarizes the committee’s conclusions, including the strengths and weaknesses of the case (see Step 6 for all of the necessary elements of the final case statement), and makes a recommendation regarding reappointment of the candidate. The department chair must sign off on this recommendation. If the committee does not feel the case warrants reappointment, the chair sends to the divisional dean a draft of the letter to the candidate and explains the committee’s decision. After divisional dean approval, the department gives the letter to the candidate.

6

The department sends the candidate’s materials, including a draft letter to the candidate, to the assistant dean for the division

Please send one electronic copy of the dossier, including a draft letter for the candidate, to the assistant dean via Accellion (secure document transfer: https://fta.fas.harvard.edu). The dossier includes:

  • A case statement describing the review procedures and making the case for the reappointment of the candidate. It includes an evaluation of the candidate’s teaching ability and contributions to the department. The case statement should also indicate who authored it and be signed by both the author and the chair.
  • The candidate’s curriculum vitae.
  • Summary teaching chart.
  • A teaching statement.
  • Teaching and advising materials, including representative course syllabi and evidence of teaching effectiveness, such as teaching awards and evaluations.
  • A draft letter for the individual, to be reviewed by the divisional dean, discussing the review. The letter covers any concerns about performance and/or need for services that might affect the future. The letter also indicates the dates of reappointment and remaining years of eligibility to hold the position.

Note: The candidate should not solicit student letters, and any unsolicited student letters will not be included in the dossier.

7

The dossier is reviewed by the assistant dean for the division, in conjunction with the divisional dean

 

8

Following approval by the divisional dean, the department issues the final signed letter to the candidate and processes the reappointment in ASPerIN

The department sends to the divisional assistant dean and to the Appointments Office in the Office for Faculty Affairs via Accellion (secure document transfer: https://fta.fas.harvard.edu) 1 electronic PDF copy of the final letter for the candidate, signed by the department chair.