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Electronic Tenure and Promotion Process Overview Palmetto College Campuses Workshops Fall 2014.

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Presentation on theme: "Electronic Tenure and Promotion Process Overview Palmetto College Campuses Workshops Fall 2014."— Presentation transcript:

1 Electronic Tenure and Promotion Process Overview Palmetto College Campuses Workshops Fall 2014

2 Palmetto College Campuses Support Team Lisa Hammond Palmetto College Campus Faculty Manual Liaison Officer Bob Dyer Palmetto College Assistant Director Information Technology Janet Meredith Extended University Human Resources/Office Manager

3 Purpose of Today’s Workshop To orient all interested parties to the basics of the new electronic t&p process To provide a complete list of policy and support documents currently available To provide a demonstration of all electronic file handling procedures To provide some hands-on access to the system To provide some question and answer time

4 Orientation What a Long Strange Trip It's Been The Grateful Dead

5 Electronic Tenure and Promotion Process Development and Implementation 2013-Spring 2014 Process developed by the Palmetto College Campuses Faculty Senate Rights and Responsibilities Committee 25 April 2014 Approved by Senate Summer 2014 Implemented by the Palmetto College Campuses Support Team July 2014 to present Used for the external review process In use for the initial local campus review on Sumter now

6 Rationale Easier access to and transmission of files Time savings (candidate no longer assembles 11 binders, voters no longer disassemble binders to insert votes at each point) Travel savings (no more travel time or cost for inserting external review documents, transporting files between local campus and Columbia) Cost savings (for example, printing 11 sets of tabs for 6 candidates = $ plus binder = , eliminates or reduces costly mailings to System T&P Committee members and external reviewers) Total new cost: $50 per year for access to OwnCloud, backup server license fee of approximately $ yearly (+ Abode Acrobat Pro licenses if not already in place)

7 Changes to the T&P Process? NO The Palmetto College Campuses Faculty Manual remains the final authority on tenure and promotion policies and procedures. The sequence of tenure and promotion review is unchanged in this electronic submission process, as are the participants in the review. Changes are limited to how documents are prepared and transmitted.

8 Policy and Support Documents I made a list of things I have to remember and a list of things I want to forget, but I see they are the same list. “Lists,” Linda Pastan

9 Support and Policy Documents The Palmetto College Campuses Faculty Manual remains the final authority on tenure and promotion policies and procedures.Palmetto College Campuses Faculty Manual General Palmetto College Campuses Tenure and Promotion InformationPalmetto College Campuses Tenure and Promotion Information Specific information on Electronic Submission of T&P FilesElectronic Submission of T&P Files Policy documents: Overview of Electronic Submission of Tenure and Promotion Files Order of Electronic Submission of Tenure and Promotion Files Palmetto College Campuses Tenure and Promotion Submission Point

10 The T&P Timeline and Flow Chart Gather ye rosebuds while ye may, Old Time is still a-flying "To the Virgins, to Make Much of Time" Robert Herrick

11 Or, Thirteen Ways of Looking at a T&P File (well, not really)

12 Timelines and File Flow Chart Or, Thirteen Ways of Looking at a T&P File Official policy, already extant: Faculty Manual Flow Chart of Tenure and Promotion Procedure (2014 edition, page 32)Faculty Manual

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14 Timelines and File Flow Chart Or, Thirteen Ways of Looking at a T&P File Official policy, already extant: Faculty Manual Flow Chart of Tenure and Promotion Procedure (2014 edition, page 32)Faculty Manual Official timeline, already extant: Tenure and Promotion Process TimelineTenure and Promotion Process Timeline

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16 Timelines and File Flow Chart Or, Thirteen Ways of Looking at a T&P File Official policy, already extant: Faculty Manual Flow Chart of Tenure and Promotion Procedure (2014 edition, page 32)Faculty Manual Official timeline, already extant: Tenure and Promotion Process TimelineTenure and Promotion Process Timeline Official policy, new: Order of Tenure and Promotion FilesOrder of Tenure and Promotion Files

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18 Electronic File Handling Procedures Her inbox always overflows. Her outbox doesn’t get much use at all. She puts on hold the umpteen-billionth call… “God’s Secretary,” R. S. Gwynn

19 Candidate Responsibilities prepare t&p file ensure bookmarks in t&p files function properly merge selected scholarship documentation into a.pdf for transmission to external reviewers submit file online for external review revise file if desired before local review begins submit file online for local campus review submit print documentation to local Associate Dean for Academic Affairs

20 Candidate Support, Forms, and File Preparation Candidates this cycle will receive dedicated individual support. Recommend developing candidate support materials in conjunction with annual t&p workshop. Candidates this year used the 2013 t&p forms, given that Senate approval was 25 April 2014 and most candidates had already begun preparing files. Those candidates already in process make revisions to their files before local campus review, but will not need to transfer information to new 2014 forms. Candidates in the cycle will use new 2014 forms, which have built-in headers to create.pdf bookmarks.

21 Supporting Documentation Candidates will submit selected scholarship documentation for external review as a merged.pdf file. In addition, candidates may provide four copies of print documentation such as books for external review. Candidates will continue to submit complete primary documentation for tenure and promotion as has been done in the past (print, binders, boxes, books, etc). Associate Deans for Academic Affairs will make candidate documentation available for local campus review and then will arrange transport of all documentation to the Palmetto College Office for system review.

22 T&P Committee Member Responsibilities at both the local and system levels access candidate files electronically receive password and ballot form for voting review file and write justification as usual submit password-protected ballot and justification by to local campus point of contact

23 Local Campus Point of Contact Responsibilities direct t&p reviewers with questions to appropriate resources assist committee members with accessing files and ballots electronically as needed assist committee chair as needed collect ballots from committee members (but does not have password and cannot open files) rename ballots for anonymity (Candidate Last First Name ballot 1, etc) all password-protected ballots and justifications to local committee chair

24 T&P Committee Chair Responsibilities at both the local and system levels assist committee members with accessing files and ballots electronically as needed download and password protect ballot ballot to committee members password to committee members separately review file and write justification as usual coordinate ballot collection with local campus point of contact append anonymous ballots to candidate file update voting form submit file electronically to next level of review

25 Security Procedures Semper Occultus MI6 Motto

26 Security and Access to Files Responsibility for maintaining confidentiality will remain with faculty, staff, and administration who are part of the tenure and promotion process as outlined in the Regional Campuses Faculty Manual and in the Overview of Electronic Submission of Tenure and Promotion Files. As with our former paper transmission process, confidentially of tenure and promotion files and ballots is of paramount importance.

27 Security Measures The Palmetto College Campuses Tenure and Promotion Submission Point is privately owned and hosted by Palmetto College, with a separate server for weeknight nightly backups. Backups tapes are encrypted and stored off site at regular intervals. The Palmetto College Tenure and Promotion Administrator works with faculty organization chairs, tenure and promotion chairs, administration and the PCCFS Executive Committee. Rights to all folders are controlled by the Palmetto College Tenure and Promotion Administrator, and folders cannot be shared by users. Internal users access files with their USC username and passwords; external users access files through password-protected individual links.

28 Reviewer Responsibilities Files should not be viewed in public venues. Downloaded files must be stored securely on a password protected device. Downloaded files may not be distributed by or any other electronic format. If printed, files must be shredded. Reviewers are not to retain candidate files after the conclusion of the review cycle. Recommended date to shred / delete files: after t&p decisions announced.

29 T&P Submission Point Demo When you get there, there isn’t any there there. Gertrude Stein

30 Accessing the Palmetto College Campuses T&P Submission Point From the Palmetto College homepagePalmetto College Faculty Resources Tenure and Promotion Information Electronic Submission of Tenure and Promotion Files Palmetto College Campuses Tenure and Promotion Submission Point Or direct link https://dropbox.pc.sc.edu/owncloud

31 Using the Palmetto College Campuses T&P Submission Point Instructions for using the t&p submission point are online: If you were not able to attend a workshop to see the demonstration, and you need help, please see the link above for a support contact list and get in touch with the appropriate support person for your campus.

32 Balloting and Voting Procedures Demonstration Democracy must be something more than two wolves and a sheep voting on what to have for dinner. James Bovard

33 Balloting and Voting Procedures Demonstration Administrators adding votes to the files and Tenure and Promotion Committee Chairs should see instructions for their specific responsibilities online: If you were not able to attend a workshop to see the demonstration, and you need help, please see the link above for a support contact list and get in touch with the appropriate support person for your campus.

34 Upcoming Considerations, Support & Development There was much to do: sun to put up, clouds to put out, blue to install… James Shea, “Thinking of Work”

35 Electronic Documentation? I recommend we defer consideration of this matter to the second year of the new electronic t&p implementation. Volunteers interested in assembling documentation in.pdf format on a trial basis, please contact Lisa Hammond.

36 Ongoing Development and Support Support material is continually being developed and revised as needed, and will be available online. Senate will be involved in reviewing the process and monitoring any needed modifications to support and policy materials. Workshops will be held on each campus through October. Dedicated candidate and reviewer support will be provided through the end of the t&p review cycle.

37 Providing a Smooth Transition Please be patient and encourage other participants in the process to be patient as well. Please communicate any glitches, problems, concerns, suggestions so that we can improve this system as we build it! Know your support people and please ask questions! Most important, direct questions appropriately.

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39 Q&A Hands-on Practice Being an intellectual creates a lot of questions and no answers. Janis Joplin

40 Accessing the Palmetto College Campuses T&P Submission Point Direct link https://dropbox.pc.sc.edu/owncloud Demo Account Case sensitive Username: TPDEMO Password: TPDEMO


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