Faculty Affairs and Records / PTR Reviewers Guide / Dean Review Level

Holding Meetings & Sharing PTR Statements

Updated on Mar 10, 2023

Holding Meetings

As part of the Interfolio packet the faculty member under review will have filled out a form indicating their preference for how to conduct their end-of-cycle meeting.

Check the form when reading the case materials for each post-tenure review to see what each faculty member’s preference is.

Setting Up Meeting

Set up the end of the cycle meeting with each faculty member using any method that works best for you.

Some examples:

Zoom
FaceTime
Google Hangouts
In-person

The PTR Statements will need to be shared through Interfolio with the faculty member under review prior to the meeting so that he or she can read the assessment of their submitted materials. This will help make the meeting focused and the topics discussed targeted.

*However the rebuttal period should not be conducted until after the meeting between the faculty member under review and the review committee has occurred. Requiring that the PTR statements be shared a second time for the rebuttal period, since the faculty under review need a copy of the PTR statements prior to the meeting occurring.

Rebuttal Period

The rebuttal period should not be conducted until after the meeting between the faculty member under review and the review committee has occurred. Requiring that the PTR statements be shared a second time for the rebuttal period, since the faculty under review need a copy of the PTR statements prior to the meeting occurring.

There are a couple of ways that you can address this weird quirk of the PTR workflow:

You can share the PTR statements twice for each case:
1. Once without the file response enabled to allow the faculty members under review to read the statements without being able to rebut.
2. Once again after the meeting has been conducted for each faculty member with each individual rebuttal deadline specified. Please see article for conducting the rebuttal period for details on how to set that up.
You can share the PTR statements once, with ALL the rebuttal periods ending 10 calendar days after the deadline by when all PTR meetings need to have been conducted, regardless of when the actual meeting takes place.
1. For the PTR Meeting Deadline, please consult the annual timetables published by the FAR office.

What to do when a Meeting is declined

If the faculty member indicates that he or she would not like to meet as part of the PTR process. Then the rebuttal period can be conducted as soon as the Dean has completed his or her PTR statement and it has been uploaded to the Interfolio case.

Please see the article on "conducting the rebuttal period" for details on the setup process.

Once you as the Dean have uploaded your completed PTR statement and set the end of cycle meeting date with the faculty member, it is time to share it and the one completed by the PTRC with the candidate.

Message Template

Hello Professor [insert name],

I am sharing copies of the PTR statements composed by your PTRC and myself. Please read these documents prior to your scheduled meeting at the end of the Post Tenure Review Evaluation Cycle.

You will need to log into Interfolio, open your most recently submitted review packet, and within that review, packet click the tab labeled "Shared Committee Files"

Once the end of the cycle meeting has concluded, you will receive a copy of these documents a second time, and have 10 calendar days to submit your completed PTR rebuttal form as a "response" to the documents shared with you.

Sincerely,

[insert name]

College Dean

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