Academic Affairs

Before you announce your retirement date

• Make an appointment with the dean of faculty.
• Meet with a benefits specialist in human resources to review benefits options in retirement.
• Check in with the Office of Sponsored Research to find out when your indirect grants will expire. Internal research funds will expire two years after your retirement date.

2-3 months before retirement

• Meet with a benefits specialist in human resources for a benefits debriefing.
• Contact facilities to see if they have any boxes available for moving. Note that although they can supply boxes when available, facilities should not be asked to help with the move. (See 2 Weeks after retirement date below.)

2-4 weeks before retirement

• Review the Retiring Faculty Computer Policy and contact LITS to tell them whether you plan to return or purchase your computer.
• Contact the Office of the Dean of Faculty to make sure that your contact information is up-to-date, including your email address.
• Review your emeriti benefits, including campus resources and events and scholarly support.
• Go through your files to make sure that all outstanding obligations have been fulfilled (reports, committee work, grading, etc.).
• Make sure to change your address on any subscriptions or other mail that you get in the office to your home address.
• Submit any and all open expense reimbursements to accounts payable.
• Be sure to close any open travel advances with accounts payable staff.
• If you have a purchasing card, be sure to return it to the purchasing card administrator, and be sure that your statements are balanced.

Date of retirement

• Return any equipment that’s been borrowed from the College to the proper department. This includes iPads, laser pointers, external hard drives, etc. You may wish to request a receipt from the department for returned items.
• Fill out the Emeriti House Terms of Use to obtain OneCard access to the Emeriti House.
• Return office and department keys to the department coordinator.
• Transition out of office.

Join the emeriti faculty in their events and opportunities!

Contact Colleen O’Connor-Rickey, academic policy and communications specialist in the dean of faculty’s office, to join the emeriti faculty mailing list or with any other questions.

Current Members of the Emeriti Advisory Group are:

• Jane Crosthwaite, professor emerita of religion
• Lawrence Fine, professor emeritus of Jewish studies
• Susan Barry, professor emerita of biological sciences
• Jeanne Friedman, senior lecturer emeritus of physical education and athletics
• Nancy Campbell, professor emeritus of art
• Robert Schwartz, professor emeritus of history

Chairs and candidates should consult the Handbook of Faculty Legislation for the College’s policies and procedures on reappointment.

The following material must be provided by the department:

1.  Departmental Recommendation Summary (form attached)

2.  Curriculum Vitae – Use form and order as follows:

            Department

            Name of Candidate

            Education: 

                          Degrees, Date Received, Institution

            Teaching Experience (most recent first): 

                         Mount Holyoke College, Other Institutions

            Compositions, Performances, Publications, Works of Art

                         (most recent first, with full citations)

            Lectures and Papers Delivered

            Professional Organizations and Activities

            Other Relevant Experience

3.  Copies of all Activities and Service Summaries filed by the candidate in prior years, in chronological order (earliest first).

4.  A copy of each Summary of Annual Conversation between the candidate and the department chair for years prior to the recommendation, in chronological order (earliest first).  Please include a copy of any response from the candidate to the Chair.  Be sure all those present at the annual conversation have signed the document.

5.  Department Recommendation

6.  Copy of letter reporting recommendation to candidate (tenure-track reappointments).  Legislation stipulates that "When the department sends its recommendation on reappointment to the President and the Advisory Committee, it also shall send the candidate a separate letter reporting this recommendation and explaining in some detail its assessment of his or her performance and the reason for its decision.  A copy of this letter shall be sent to the President and the Advisory Committee."

7.  Letters are encouraged from departments or programs with which the candidate is affiliated, formally or informally, whether or not required by legislation.

8.  All other Supporting Documents considered by the department, including teaching evaluations, enrolments, external letters (if any) publications, audio- and video tapes or disks, slides of works of art, enrollments, etc. Syllabi are very helpful.

For all personnel recommendations to be reviewed by the Advisory Committee, we request that eight copied sets (three-hole punched) of material plus the original be submitted to our office. The Dean of Faculty’s office will provide tabbed binders to aid in this process.  Please note that copies of supporting material such as articles and books should be submitted as well. If you have any administrative questions on this process, or want to arrange pick up of your binders, please call the office at ext. 2858, for assistance.

Deadline for receipt of material in the Office of the Dean of Faculty: October 3, 2012

For all personnel recommendations to be reviewed by the Advisory Committee, we request that one copied set (three-hole punched) and one electronic version of material plus the original be submitted to our office. Please note that copies of supporting material such as articles and nine books should be submitted as well.

The department must provide the following material:

1. Departmental Recommendation Summary
2. Curriculum Vitae - Use form and order as follows:
   • Department
   • Name of Candidate
   • Education:  Degrees, Dates Received, Institutions
   • Teaching Experience (most recent first): Mount Holyoke College, Other Institutions
   • Compositions, Performances, Publications, Works of Art: Provide full citations and give most recent first
   • Lectures and Papers Delivered
   • Professional Organizations and Activities
   • Other Relevant Experience            
3. Copies of all Activities and Services Summaries filed by the candidate in prior years – please arrange in chronological order (earliest first).
4. A copy of each Summary of Annual Conversation between the candidate and the department chair for years prior to the recommendation – please arrange in chronological order (earliest first).  Where applicable, please include a copy of any responses from the candidate to the chair.   Be sure that annual conversation summaries have been signed by all who attended.
5. Department Recommendation including supporting material and any dissenting views which members of the department may wish to submit when unanimity is lacking.  In making recommendations, the department should consider carefully each of the criteria stated as College policy in the Handbook of Faculty Legislation.  Care should be taken to follow the procedures described.  The department should indicate the process of consultation followed within the department about each recommendation, the amount of information made available to those on leave and the degree of their involvement in the decision process.  The information provided about the candidate should cover the full period of the time he or she has spent at Mount Holyoke.  Any documents submitted in earlier years should be resubmitted if the department wishes these to be included in the present review.  The Advisory Committee and the President may also review materials from earlier years should they feel it necessary.
6. A Statement from the Candidate discussing (1) scholarly/professional plans for the next five years in relationship to past scholarly/professional activities, and (2) ideas about future and past contributions to the curriculum, and to other aspects of the life of the department and of the College.
7. Sample of letter written by department chair requesting outside evaluation.
8. Biographical information on outside evaluators.  A CV is acceptable.
9. Letters from Evaluators outside of Mount Holyoke.  At least some of these must come from persons not suggested by the candidate.  The department must indicate whether or not an evaluator is acquainted with the person being reviewed, whether the candidate or the department proposed the evaluator, and the reason for his or her selection. Outside letters should be on letterhead and signed (not an email printout).   For additional guidance please refer to "Advice About Selecting and Using External Evaluations".
10. Letters are encouraged from departments or programs with which the candidate is affiliated, formally or informally, whether or not required by legislation.
11. All other Supporting Data considered by the department, including publications, audio- and videotapes, slides of works of art, etc.  Syllabi are helpful though not required.

The Dean of Faculty's office will provide tabbed binders to aid in the submission of the materials. If you have any administrative questions on this process, or want to arrange pick up of your binders, please call the office at ext. 2858 for assistance. The Dean of Faculty will be available for consultation on any questions.

In addition to the above, the Office of the Dean of Faculty will provide to the Advisory Committee:Student Evaluations of Teaching for all semesters prior to the recommendation with the exception of the first semester of teaching at Mount Holyoke unless the candidate has returned first semester evaluations.