PTC members are expected to provide written justification for their votes to ensure transparency, accountability, and adherence to academic standards. These forms offer insight into the rationale behind each decision, help uphold the integrity of the review process, and provide valuable documentation in the case of appeals or external review. It also ensures that decisions are based on criteria, not personal bias.

Absentee ballots may be cast if a PTC member is unable to attend the meeting due to legitimate reasons such as illness, official leave, or scheduling conflicts. The absentee vote must be submitted in writing, before the meeting, and must include a clear statement of the vote (yes/no/abstain) along with a brief justification. Absentee voting procedures must comply with the institution’s policies and may require approval from the committee chair.

When a department has fewer than four eligible tenured faculty members, additional PTC members may be elected from related departments or disciplines within the same college or division. The selection process typically involves nomination by the department chair or dean, followed by a vote by eligible departmental faculty. This ensures fair representation while maintaining disciplinary expertise.

Faculty members on OCSA or FML are generally excused from PTC service due to the nature of their leave. However, in cases where the faculty member is willing and able to participate fully — and if doing so does not interfere with the purpose of their leave — they may be allowed to serve with mutual agreement from the department chair and committee. This ensures fairness while respecting leave entitlements.

Yes, PTC members may cast an abstention if they feel they cannot make an informed, impartial decision — for instance, due to a conflict of interest or lack of sufficient information. However, abstentions should be used sparingly and must be recorded in the official vote tally. Some departments may require a brief written explanation for abstentions.

The standard definition of a quorum in Robert's Rules of Order is that the majority of an assembly must be present to conduct business. That is, if there are twenty members of a group, eleven must be present to constitute a quorum. The same requirement for a quorum applies to PTCs, with one additional provision. The Handbook (4.1.8.3) provides that absentee votes will be counted in PTCs, whereas Robert's Rules really do not provide for a mixture of absentee and in-person votes in an assembly

The standard definition of a quorum in Robert's Rules of Order is that the majority of an assembly must be present to conduct business. That is, if there are twenty members of a group, eleven must be present to constitute a quorum. The same requirement for a quorum applies to PTCs, with one additional provision. The Handbook (4.1.8.3) provides that absentee votes will be counted in PTCs, whereas Robert's Rules really do not provide for a mixture of absentee and in-person votes in an assembly