7. Administrative Procedures And Policies

From Baylor University

Please review the guidelines and requirements from the Office of the Provost regarding Annual Faculty Annual Performance Reviews. 

This review is associated with the determination of any merit-based compensation change for the subsequent academic period. Merit raises are determined each year based on faculty members' annual evaluations. The Faculty Workload and Merit Evaluation Policy (BU-PP 706) governs how various faculty workloads affect the determination of the annual evaluation and, thus, the merit raise.

Faculty performance for the calendar year is evaluated based upon the areas of assigned responsibility (ie, teaching, research, service, and administrative duties). The distribution and weight of the areas shall have a logical relationship to the faculty member's assigned workload.

The evaluation with written comments and performance ratings is conducted at the department/division level by the chair and shall include a face-to-face meeting to review the faculty member's recent performance and discuss plans for the year ahead. Written documentation of the department level review goes to the respective dean, who also provides an overall rating for the faculty member. Once the Annual Performance Review is complete, a copy of the finalized review should be provided to the faculty member. 

From the School of Music

For purposes of merit evaluation, each member of the Baylor School of Music faculty is required to file a Faculty Annual Report outlining their accomplishments: teaching, scholarly and creative activities, service, etc. Those faculty who do not submit a complete annual report will not be considered for increases in salary during the next fiscal year and will be subject to review by the University Provost.

Faculty Annual Reports shall follow the standard format prescribed herein and shall be submitted to your Division Director and Department Chair by January 12.

Review Period 

This review should include activities and accomplishments from January 1 to December 31 of the previous year. (For example, in January of 2027, all faculty will complete a report outlining their activity from January 1, 2026-December 31, 2026)

The Faculty Annual Report consists of three components, described below, which must be submitted to the Division Director: 

1. Faculty Activity Report (FAR), completed in Interfolio 
2. Summary Statement
3. Planning for the Year Ahead document

I. Faculty Activity Report (FAR)

Please reference the Provost Office webpage on Faculty Activity Reporting. 

Use the Quick Start Guide to log in and begin updating your activity information, including all activity for the previous calendar year. There is also a guide for using administrative reports in FAR.

When you log in to Interfolio, you will see the heading Faculty Activity Reporting on the left side of the screen. This is the section where you will enter information related to your teaching, research, creative activity, advising, service, and other professional activities.

All information from the previous system, Digital Measures, should have been imported into Interfolio. Some items may not have populated correctly, and in most cases, you can edit and correct the information directly within Interfolio.

Many data fields are imported from other university systems, including personal and employment information from Ignite, teaching information from Banner, research and creative activity records from ORCID, and grant information from CARA. If you notice incorrect information, you may be able to correct it yourself within Interfolio. If a preloaded item is locked and cannot be edited, please contact the appropriate Baylor office responsible for that system (e.g., CARA, ORCID, Banner, etc.) to request a correction.

II. Summary Statement

The Summary Statement is a required component of the annual report submission in the School of Music. It should highlight any activities from the previous calendar year that the faculty member wishes to bring to the attention of reviewers, with emphasis on the most significant information in the Faculty Activity Report (FAR).

Because Interfolio-generated Faculty Activity Reports can sometimes be challenging for reviewers to navigate, the Summary Statement provides an opportunity for faculty members to present their accomplishments in a clear and accessible format. Faculty may choose to use either narrative or list form to draw attention to their most noteworthy achievements in research, creative activity, teaching, and service during the reporting year. Summary Statements will vary in length, depending on the scope, diversity, and volume of the faculty member’s activities.

As part of the Summary Statement, faculty members may also submit supplementary materials that help clarify or provide additional context for their accomplishments. Such materials should be selected judiciously. Quality rather than quantity should guide decisions about which materials are necessary and appropriate. If faculty members wish to include hard-copy supplementary materials, arrangements should be made with the Division Director. 

III. Planning for the Year Ahead document

An essential part of the Annual Faculty Performance Review process at Baylor University is the “Planning for the Year Ahead” document that each faculty member completes for review by the Division Director and Department Chair. 

Planning for the Year Ahead fillable PDF

Supporting guidance is available via the Planning Document Instructions. 

Once the Faculty Activity Report, Summary Statement, and Plan for the Year Ahead are submitted to the Division Director, the following process will occur: 

• The Division Director reviews all Faculty Annual Report submissions for faculty in their division and prepares supporting documentation for each faculty member’s Annual Faculty Review.

• The Division Director submits all faculty materials and the supporting documentation to the Department Chair. The Division Director and Department chair meet to discuss each evaluation. The Department Chair assigns merit ratings and reviews the comments on the Plan for the Year Ahead. 

• The Department Chair meets with each faculty member in their department to discuss the evaluation and merit rating. The faculty member signs the completed documents or can appeal the evaluation or merit rating by following the process outlined below.

• The Department Chair gives all completed/signed forms to the Dean.

• The Dean reviews the evaluation forms and signs, then submits all evaluation materials to the Office of the Provost by March 3.

Appeal Process 

The appeal process is described in the faculty handbook and below:

1. If, after the initial annual performance review meeting, the faculty member wishes to question the evaluation, he or she should meet with the academic leader responsible for the evaluation to further discuss the conclusions that were reached.  This meeting shall take place within 7 days of the initial annual performance review meeting.
2. If, after the conferral in step 1, the faculty member believes that the annual performance review is unfair, not factual, and/or capricious, he or she should prepare a written rationale for reconsideration with evidence supporting the claim that the process was unfair, not factual, and/or capricious.
3. The rationale for reconsideration shall be provided to the dean within 7 days of the conferral in step 1. The dean will review and consider the original evaluation and the rationale for reconsideration and render a final decision within 7 days. There is no further appeal. This process must be complete by March 2.

If the dean is the academic leader responsible for the evaluation that is being questioned, the faculty member shall provide his or her written rationale for reconsideration with evidence to the vice provost for faculty affairs instead. The vice provost will render the final decision.

Each summer, School of Music Committees shall be reviewed and revised by the Dean and Associate Dean for Faculty Affairs, in consultation with faculty and staff. 

School of Music Committees 2026/27

Requests for equipment, music, and supplies should be submitted as part of the annual budget planning process. Faculty must submit these requests to their Department Chair no later than March 31 for consideration in the budget for the upcoming academic year. 

Approved budget allocations will be communicated by the Department Chairs before the start of the new fiscal year, which is June 1. To confirm whether a specific request has been approved, please consult with your Division Director.

Requests for one-time funding or off-cycle budget needs that fall outside the annual budget planning process should be submitted using the designated form. These requests may include unanticipated expenses, time-sensitive opportunities, or special projects that were not accounted for in the approved budget. All submissions must include a clear justification and supporting documentation to facilitate review and approval.

Submit your request using the Off-Cycle or One-Time Funding Request Form.

All approved expenses need to be incurred by or before April 15.

The School of Music provides supplies needed for teaching, creative work and service. Supplies are located in McCrary Music Building Room 125 and in Roxy Grove Hall. Oversight of the supplies inventory for each facility will be managed by the designated staff member assigned to that location. All purchases of supplies and equipment for the School of Music must be processed through the Financial Administrators. 

Once the new fiscal year begins, approved purchases for equipment, supplies and music can be initiated by submitting a request to the Financial Administrator at Music_Finance@baylor.edu. Requests must include complete ordering information, such as a website link or detailed vendor and item descriptions. All purchases must be processed through a university-issued purchase order, which will be generated by the Financial Administrator.

Important: All purchases must receive prior approval before being made. Reimbursements for out-of-pocket purchases are not guaranteed and will only be considered if the purchase was approved in advance by the Department Chair or the School of Music Business Officer. To avoid delays or ineligible expenses, please consult with the Financial Administrator or Business Officer before making any personal purchases related to university business.

Faculty may submit requests for guest artists and scholars each spring for the following academic year. 

Faculty should complete the School of Music Event and Room Request Form, which serves multiple purposes: securing space reservations, notifying Marketing of any requested promotional materials, and informing the Business Office of planned honoraria or professional services payments. The form also helps confirm whether the guest artist is already set up as a supplier in Ignite. 

Each area will be notified of its guest artist budget allocation in early spring. 

Requests for funding for software purchases should be submitted during the annual budgeting process. 

Baylor Information Technology Services and the Learning Technologies team of the Baylor Libraries partner to provide software solutions and support that promote excellence in research, teaching, and learning. If you have any questions or would like to request a software platform that does not appear, please contact HelpDesk+. All software must be approved by ITS before downloading.

All software license agreements/contracts, including online "click through" agreements, must be reviewed by ITS Information Security and the Office of General Counsel and signed by the Vice President for Information Technology before being approved for purchase. See 7.7 Signed Contracts/Agreements for the process for contracts in the School of Music. 

What constitutes a Faculty Recruiting Expense?

Does include the following types of expenses:

• Advertising (the approved advertising template should be used from the Office of the Provost website)
• Candidate travel to Waco for interview (after interview is approved by Provost) including airfare, parking, meals in route, taxis, etc. Travel for temporary full-time lecturers will be reimbursed when a Provost interview is required.
• Candidate lodging while in Waco for Provost interview.
• Candidate meals are covered for the day(s) of the interview and for the candidate’s time in transit to and from Waco.
• Meals with Search Committee should host lunch at the McMullen Faculty Center when possible. Baylor will reimburse up to three faculty members accompanying a candidate for one dinner, unless previously approved by the Dean. Faculty should avoid excessive meal expenditures. Meals that are expected to be costlier than usual, faculty should first confer with the dean or business officer. 
• Search committee member travel for recruiting purposes – must be pre-approved by Dean’s office (Examples:  Mileage to DFW to pick up candidates and travel expenses to conferences to recruit)

Does not include:

• Candidate travel to Waco for personal reasons such as house hunting
• Expenses for Candidate’s spouse
• Expenses for spouses of search committee members (Example: Meals with candidate); they may attend but their expenses are not covered by Baylor

How are Recruiting Expenses paid?

• Airfare/Hotel – Airfare can be purchase through Baylor’s approved travel agents and be charged to School of Music via the departmental credit card. The Search Committee Chair should communicate the requested travel plans to the Financial Administrator with at least a two week advance notice. 
• Search committee member expenses reimbursed on Expense Report in Ignite. 

Faculty and staff seeking travel funding from the School of Music must complete the Faculty/Staff Request for Travel form. The maximum annual allotment per full-time faculty member is $3,000, and the form must be submitted at least three weeks prior to the travel date. 

Additional travel policies can be found here:

• Student travel procedures and be found in the Student Travel section of the SOM Student Handbook.
• Group travel procedures (e.g., ensemble, studio, or class travel), can be found in Section 7.5.1: Group Travel.
• International Business Travel is required to be registered with the Center for Global Engagement, See Section 7.5.2

Funding Consideration Criteria

Travel funding is prioritized based on the following:

• Presenting or performing at a professional conference or event with direct impact on your work at Baylor
• Holding a leadership role for a major trade conference or leading professional trade organization
• Attending events with clear and substantial professional development that is directly applicable to your work at Baylor 
• Participating in activities where the faculty’s primary effort is recruitment for Baylor
• Note: Events that occur annually will not receive priority and are less likely to be funded, since the goal of this funding is to support unique professional development opportunities. Scouting and explorative trips do not qualify for this travel funding.

University Travel Policy Reminders

• University personnel must be familiar with the university’s travel process and travel and business expense policy.
• The University Travel Policy requires that all expenditures have a clear business purpose and be correctly recorded.
• Travelers are expected to choose the most reasonable and economical transportation option.
• Tax exemptions must be applied where applicable:
• Texas Hotel Tax Exemption
• Out-of-State Hotel Exemptions (for states where Baylor holds exemption status)

Prior to Travel

1. Complete the Faculty/Staff Request for Travel Form (due at least 3 weeks in advance).
2. Submit a Travel Authorization Request in Ignite if any of the following apply:

• International travel
• Total estimated cost exceeds $1,500
• Trip is funded by a sponsored program (e.g., grant, federal subsidies, etc.)

3. Vehicle Use: Anyone driving a Baylor-owned, leased, or rented vehicle for university business must be pre-authorized. See the University’s Driving Policy for more information.

After You Return

1. Submit an Expense Report in Ignite. You may request assistance from the Financial Administrator by submitting all receipts within 15 days of your return. Receipts must be submitted within 30 days of the travel end date to avoid tax implications. Per IRS guidelines, expenses not submitted and approved within 60 days may be reported as taxable income to the traveler.
2. Retain and submit original (hard copy) receipts to the Financial Administrator or Business Officer.

Travel involving multiple students—whether through an ensemble, studio, or other School of Music group—should be carefully planned to avoid scheduling conflicts, ensure sound financial planning, and consider the impact on students’ time and academic responsibilities.

All planned group travel must be communicated in writing to all faculty before the start of the semester in which the travel is scheduled to occur. 

1. Approval & Coordination of Group Travel
   • To ensure alignment across the School and minimize scheduling or personnel conflicts:
     • All ensemble travel (tours, run-outs, off-campus performances) must be coordinated through the Ensemble Division Director, in consultation with the School of Music’s Scheduling Office.
     • All studio or class travel (including off-campus performances, field trips, or conference appearances) must be coordinated through the Department Chair in consultation with the School of Music’s Scheduling Office.
     • Faculty planning to apply for a major regional or national conference appearance must notify the appropriate Division Director or Department Chair at the time of application, not after acceptance.
2. Travel Prioritization Criteria
   • When reviewing travel requests, the Student Travel Committee will consider:
     • Impact on the School’s visibility and/or recruitment efforts
     • The educational value of the experience for participating students
     • Alignment with the School of Music’s strategic goals and mission
     • Availability of financial resources and overall cost-effectiveness
3. Group Travel Funding Guidelines
   • Funding Requests: Large Ensembles must submit the Group Travel Request Form by May 1 of the year preceding their scheduled rotation. All other group travel funding requests must be submitted using the Group Travel Request Form at least 6 months prior to the travel for priority consideration.
   • Funding Considerations: Travel funding may be awarded in full or in part based on the availability of funds, the number of requests, and the overall benefit to the School of Music. If the travel is not fully funded by the School of Music, all other necessary funding must be in place and available prior to the approval and scheduling of the travel. 
   • Funding priority will be given to essential expenses in the following order:
     • Transportation
     • Lodging
     • Meal per diem
4. Group Travel University Policy
   • Lodging and transportation arrangements for the group must be scheduled and paid through the university travel management company, CTP
   • The travel card, personal funds and departmental purchasing cards are disallowed for group lodging or transportation expenses. These expenses must be paid via purchase order with CTP.
   • The university travel card is the recommended payment option for group meal expenses
5. Registering Group Travel
   • Group travel that includes students must be registered with Risk Management (domestic travel) or the Center for Global Engagement (international travel)

Must register international business travel with Center for Global Engagement.     

• Faculty/Staff Only Group Travel
• Faculty & Student Group Travel

Baylor University School of Music students may apply for financial support for travel that enhances their academic, professional, or performance-related development. Funding may be awarded for participation in conferences, competitions, workshops, research presentations, and other music-related events that align with the student’s educational and artistic goals.

• Travel awards are limited to one per academic year, with a maximum of $300. All requests are reviewed based on the availability of funds and must be approved by the School of Music.
• To apply, students should complete all sections of the Student Travel Award Request Form, including details about the event, travel dates, estimated expenses, and how the opportunity contributes to their growth as a musician or scholar.
• Awards may only be distributed during the fall and spring terms while students are enrolled. Requests must be submitted before travel takes place in order to be considered. 

Tenure and Promotion for Assistant Professors, Associate Professors, and Full Professors

Tenure and promotion to Associate Professor at Baylor University are governed by BU-PP 704, and promotion to Professor is governed by BU-PP 702.

Here you can view detailed procedures and deadlines for faculty seeking promotion to Associate Professor and Full Professor.

• Each newly appointed tenure-track faculty member (Assistant Professor) in the School of Music will go through a mandatory tenure and promotion review process. A tenure review committee will be appointed and must include all available tenured faculty in the Department and will be chaired by the Department Chair. This committee will remain intact throughout the tenure and promotion process, though committee members should be added as new faculty in the Department become eligible to serve. 
• A faculty member who is hired at the rank of Associate Professor without tenure will follow the standard, mandatory tenure review procedures.
• Tenured Associate Professors interested in promotion to the rank of Professor must submit to the Department Chair a letter requesting approval to pursue the promotion application process. The letter will describe in detail the activities and achievements that indicate a promotion application is appropriate at this time. If given approval to seek promotion, a School of Music promotion review committee will be appointed. This committee must include all available tenured Full Professors in the Department and will be chaired by the Department Chair. Promotion to the rank of Professor recognizes a sustained trajectory of significant achievement in teaching, scholarship, and service to the university since the appointment as Associate Professor. Promotion requires the attainment of a high standard of eminence, leadership, and accomplishment. Unlike the promotion to Associate Professor, this step is not mandatory and can be sought on any approved timeline. Typically, application for promotion to Professor is pursued no sooner than 6-10 years after tenure and promotion to Associate Professor. 

The School of Music Addendum to the Tenure and Promotion policies may be found here: https://provost.web.baylor.edu/departmentalresources

Promotion for Regular Lecturers, Senior Lecturers, and Teaching Professors

Lecturer review and promotion at Baylor University is governed by BU-PP 716.

Here you can view detailed procedures and deadlines for faculty seeking promotion to Senior Lecturer or Teaching Professor.

• Each newly appointed Regular Lecturer in the School of Music will go through a mandatory promotion review process. A promotion review committee will be appointed and must include all available Senior Lecturers, Teaching Professors, and tenured faculty in the Division. The Department Chair is the promotion committee chair. Additional committee members may be added from outside the Division if there are fewer than 5 eligible faculty in the Division. This committee will remain intact throughout the promotion review process, though committee members should be added as new faculty in the Division become eligible to serve. 
• Senior Lecturers seeking promotion to Teaching Professor must submit to the Department Chair a letter requesting approval to pursue the promotion application process. The letter will describe in detail the activities and achievements that indicate a promotion application is appropriate at this time. If given approval to seek promotion, a School of Music promotion review committee will be appointed. This committee must include all available Teaching Professors and tenured faculty in the Division. The Department Chair is the promotion committee chair. Additional committee members may be added from outside the Division if there are fewer than 5 eligible faculty in the Division. Promotion to the rank of Teaching Professor recognizes demonstrated seasoned leadership in teaching and pedagogy, including at the university, within their discipline, and within the wider academic community. Unlike the promotion to Senior Lecturer, this step is not mandatory and can be sought on any approved timeline. Typically, application for promotion to Teaching Professor is pursued no sooner than six to ten years after promotion to Senior Lecturer. 

The School of Music Addendum to the Teaching Professor policy may be found here: https://provost.web.baylor.edu/lecturers

Promotion for Clinical Faculty 

Clinical faculty review and promotion at Baylor University is governed by BU-PP 719.

Here you can view detailed procedures and deadlines for faculty seeking promotion to Clinical Associate Professor or Clinical Professor.

• Each newly appointed Clinical Assistant Professor in the School of Music will go through a mandatory promotion review process. A promotion review committee will be appointed and must include all available Clinical Associate Professors, Clinical Professors, Teaching Professors, and tenured faculty in the Department, and will be chaired by the Department Chair. This committee will remain intact throughout the promotion process, though committee members should be added as new faculty in the Department become eligible to serve. Once the rank of Clinical Associate Professor is achieved, faculty are reviewed for continuation every three years.
• Associate Clinical Professors interested in promotion to the rank of Clinical Professor must submit to the Department Chair a letter requesting approval to pursue the promotion application process. The letter will describe in detail the activities and achievements that indicate a promotion application is appropriate at this time. If given approval to seek promotion, a School of Music promotion review committee will be appointed. This committee must include all available Clinical Professors, Teaching Professors, and Full Professors in the Department. Promotion to the rank of Clinical Professor recognizes demonstrated and sustained excellence in all areas of responsibility. Unlike the promotion to Clinical Associate Professor, this step is not mandatory and can be sought on any approved timeline. Typically, application for promotion to Clinical Professor is pursued no sooner than six to ten years after promotion to Clinical Associate Professor. Once the rank of Clinical Professor is achieved, faculty are reviewed for continuation every five years.

Contracts or agreements that require a signed University-approved agreement, regardless of the dollar amount, must be submitted to the Financial Administrator to process in the contract management system, TCM, for review and approval. The School of Music Business Officer is the only authorized person to sign any agreement on behalf of the University in the School of Music. 

Examples:

• Rental of music through companies such as Boosey and Hawkes.
• Commissioning agreements
• Facilities Use Agreements 

Processing lead time requirements:

• Any type of agreement that requires a University signature must be routed through the Business Office with a minimum of thirty (30) days to review and obtain all required signatures.

University purchasing cards (P-cards) may not be used for any purchases that require you to authorize that you "agree to terms and conditions." 

Guest artists who are scheduled to receive compensation of $2,500 or more are required to have a written contract issued prior to the engagement. This contract must be processed through the appropriate university channels and signed by all parties before any commitments are made or payments are issued. Faculty or staff arranging guest artist appearances are responsible for notifying the School of Music's Financial Administrator to initiate the contracting process. No verbal agreements or informal arrangements are permitted for engagements meeting or exceeding this threshold.

If a guest artist (or anyone who will be paid as an independent contractor) is not a U.S. citizen, the University is required to withhold 30% of any fee or honorarium for tax purposes unless there is a tax treaty between the U.S. and the guest's country and the guest has a U.S. social security number or tax identification number. Depending on the circumstances, there may be other options, so discuss payments to international guests with the Business Officer before making final arrangements with the guest. International guests who will ultimately receive a check from the University are required to be set up as a supplier in Ignite and complete the necessary IRS paperwork required.  Approval for international guests take additional time so the process should be started at least 30 days in advance of the visit. 

This policy provides guidelines for Baylor University School of Music faculty and staff when solicited by students for paid professional services involving Baylor equipment or facilities. This includes collaborative piano needs and audio/video services. It outlines best practices for setting rates, avoiding conflicts of interest, and properly reporting any revenue generated.

Professional Services and Work Hours

• Faculty and staff members may engage in providing professional services to students, but these services should not interfere with the member’s primary responsibilities to Baylor University.
• The provision of services should not conflict with the staff member’s assigned duties or responsibilities as outlined in their job description.

Setting Service Rates and Payment Terms

• Before commencing any professional services, the faculty/staff member and student must clearly agree on the scope of work and the rate for services.
• Rates should be the “going rate” for similar services in the local or industry market to ensure fairness and professionalism.
• Payment terms, including the total cost, due dates, and methods of payment, must be discussed and agreed upon upfront. 
• Faculty and staff hired by students must maintain written documentation of the agreed scope of work, rates, and payment terms for each engagement. This should be retained for institutional accountability and compliance. Email or contract documentation is strongly encouraged. A sample contract can be found here.

Avoiding Conflicts of Interest

• To avoid conflicts of interest, any faculty or staff member who is currently, or may potentially be, the student's instructor of record is prohibited from providing professional services to that student.
• If there is any potential conflict of interest, faculty or staff must disclose it to their supervisor in writing before proceeding with the service engagement.

Revenue Reporting

• Any revenue generated from professional services provided to students must be reported through the Outside Activities and Interests disclosure process.

Failure to adhere to this policy may result in disciplinary action, in accordance with Baylor University’s employment policies.