Sample Meeting Agendas – Year One

The following agendas were created as a guideline for tenure committees. They can be modified to suit the needs of each committee. Agendas have been provided for three meetings to be held in the first and second quarters of candidate’s tenure calendar.

Note: In order to prepare for completion of the Governance Documentation Form at the end of the tenure year, it is advisable for the Chair of each committee to keep a record of each member’s attendance at meetings and a note of when they completed the required observations. (See Governance Documentation form included in the forms section of the Guidebook)

The annual reports for each year must be uploaded to the Canvas Tenure stie no later than the last Friday two months before the review date. For example, if a candidate’s review date is in March, the annual report must be uploaded by the last Friday in January. If a candidate’s review date is December, the report must be uploaded by the last Friday in October.

Renton Technical College - Tenure Review Committee

Meeting Agenda – First Year Quarter 1

Meeting date:

Meeting location:

Meeting objectives:

Organizational meeting called by the administrative representative on the Committee. The Candidate submits a self-assessment form to Committee Administrator who distributes this to committee members prior to the meeting.

Meeting Facilitator/Chair:

Committee members:

Agenda:

Elect a Tenure Review Committee Chair (preferably a faculty member)

Tasks for this position include:

Call and preside over meetings.
Assist the Committee to follow the Tenure Committee Commitment Statement, the procedures, the timeline and the items for the teaching eportfolio.
Notify the student member and his or her instructor of the schedule and responsibilities.
- Students will need to be excused from class to make any assigned observations.

Elect a Tenure Review Committee Recorder.

Tasks for this position include:
- Record and distribute minutes of each meeting
- After discussion with the Committee, draft the initial and final versions of the Comprehensive Annual Report.

Review and discuss purpose, duties and responsibilities of the process.

Sign the Tenure Committee Commitment Statement

Review the overall tenure timeline.

Review evaluation criteria specified in the current negotiated agreement with the Union.

Develop plan/timeline for the year's review for the Candidate including the committee's meeting times.

Review the Candidate’s self assessment and goals developed before the first meeting with the assistance of the Candidate’s Dean.
Determine whether or not the Candidate will be invited to attend all meetings.

Determine whether observations will be scheduled, unscheduled or both.

Assign committee members to conduct observations so that a variety of modes are evaluated such as classroom, lab, student counseling sessions and or training sessions. (Assignments should be made for Fall, Winter and Spring quarters with frequency to be determined by the committee.)

Determine if and how student evaluations and administrative evaluations will be used.

Make sure everyone is familiar with the Canvas tenure site, including the ePortfolio page

Make other committee assignments as necessary.

Schedule next meeting.

Renton Technical College - Tenure Review Committee

Meeting Agenda – First Year Quarter 2
Meeting date:

Meeting location:

Meeting Facilitator/Chair:

Committee members:

Agenda:

Review / approve minutes of organizational meeting

Discuss first quarter observation reports, student evaluations and retention data (if applicable)
- Make sure the Candidate and the Observer have signed copies of all observation reports adn they ;have been uploaded to the Canvas Tenure site.
- Schedule observations to be performed during second quarter before submission of Comprehensive Annual Report

Review Candidate’s eportfolio

Discuss Candidate’s plans for professional development

Schedule meeting to be held at least two weeks prior to the due date of the Comprehensive Annual Report
- Comprehensive Annual Report will be drafted
- Candidate does not attend

Renton Technical College - Tenure Review Committee

Meeting Agenda – First Year Quarter 2

Draft Comprehensive Annual Report

Meeting Location:

Meeting Date:

NOTE: The annual reports for each year must be uploaded no later than the last Friday two months before the review date. For example, if a candidate’s review date is in March, the annual report must be uploaded by the last Friday in January. If a candidate’s review date is December, the report must be uploaded by the last Friday in October.

Meeting objectives: Meeting held at least two weeks before the due date of the Comprehensive Annual Report to allow the Committee to discuss their recommendations and draft the report. Candidate does NOT attend this meeting.

Meeting Facilitator/Chair:

Committee members:

Agenda:

Review / approve minutes of second quarter status meeting
Discuss first and second quarter observation reports, student evaluations, and retention data (if applicable)
1. Make sure the Candidate and Observer have signed copies of all observation reports

Discuss recommendations to be included in the Comprehensive Annual Report
1. Discuss areas in which the Candidate is strong
2. Discuss areas that may need improvement and what suggestions were given to improve.

Draft language of Comprehensive Annual Report
1. Recorder will write and will distribute report for signatures.

Determine how and when the Candidate will review the Comprehensive Annual Report with the Committee.

Distribute the governance documents for each member and discuss method of distribution to members’ immediate supervisors.