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MSUE Administrative Handbook: Human Resources
  
SUBJECT: Portfolio Review For MSUE Fixed-Term Academic Staff
 
POLICY: All Fixed-term MSU Extension academic staff employed for three years or longer must complete a professional portfolio review. The portfolio review process provides longer term performance feedback, professional development and career guidance for academic staff on fixed-term appointments.
 
APPLIES TO: All MSU Extension academic staff members who have fixed-term appointments of 50% or more full time equivalence (FTE) employment for three years or longer except for those staff with the title Conservation Associate
   
PROVISIONS/ RESTRICTIONS:
  1. Portfolio review provides no additional assurances or alters in any manner conditions of employment beyond the terms and conditions of the respective employee’s applicable fixed-term agreement.
  2. A review is held prior to the conclusion of the third full fiscal year of employment and the sixth full fiscal year of employment.
  3. Eligible academic staff members are provided two, three year portfolio review periods. The count for this review period begins with the fiscal year (July 1 to June 30) regardless of hire date.
  4. Fixed-term academic staff must complete a “Fixed-Term Portfolio Review Application” at the three and six year intervals. An employee who fails to apply for the required three year or six year portfolio review as prescribed will be terminated at the end of the fixed term appointment.
  5. Successful third year portfolio review places the fixed-term academic staff in good standing for reappointment, but does not guarantee reappointment. Unsuccessful third year portfolio review will result in termination at the end of the existing fixed-term appointment.
  6. Successful sixth year portfolio review places the fixed-term academic staff in good standing for reappointment and step promotion, but does not guarantee reappointment. Unsuccessful sixth year portfolio review will result in termination at the end of the existing fixed-term appointment.
  7. An academic staff member may be dismissed for cause at any time.
  8. The Interim Complaint procedure is available for a fixed-term employee terminated for performance reasons; however, consistent with the terms and conditions of the fixed-term appointment, there is no appeal for non-renewal of a fixed-term appointment.
  9. An employee who successfully completes the six year portfolio review either in the continuing system or as a fixed-term employee will be provided a one time promotional salary increase.
  10. A fixed-term academic employee who leaves MSUE employment and then returns may be allowed to complete the six year portfolio review in the next appropriate review cycle and receive the appropriate associated promotional salary increase provided all of the following criteria are met:
    • Employee had completed three full fiscal years of end-dated appointments prior to leaving employment with MSUE.
    • Employee successfully completes portfolio review upon return to MSUE employment.
   
PROCEDURE:
  1. The fixed-term applicant completes the “Fixed-Term Portfolio Review Application” prior to the end of the third full fiscal year of employment and prior to the sixth full fiscal year of employment, as necessary. The appropriate supervisor (County Extension Director, Regional Director, State Leader, or Associate Director) completes an input form which provides the supervisor’s view of the accuracy and quality of the staff member’s application.
  2. The application is reviewed by the RD and two other appropriate MSUE administrators for off-campus staff or three appropriate administrators for on-campus academic staff. A determination of having met expectations for portfolio review is granted by a majority vote of the committee.
  3. A recommendation is sent to the Director of Extension for approval.
  4. Fixed-term academic staff will receive written notice of Portfolio Review Committee assessment of knowledge and skill development. The employee is typically notified shortly before July 1 of the calendar year in which the review occurs.
   
DATE:  October 1, 2006