1. Advice on the P&T Process from a Chair’s Perspective Dr. Tim Chapin Associate Professor and Chair Department of Urban & Regional Planning Florida State University April 20, 2009

2. Know the Process Step 1: P&T Committee vote to prepare the Binder Step 2: Choice of Outside Referees Step 3: Solicitation of Outside Letters Step 4: Preparation of the Binder Step 5: P&T Committee vote to send Binder forward

3. Know the Process Step 6: Chair’s Letter Step 7: Dean’s Letter Step 8: College Committee vote Step 9: University Committee vote Step 10: University President & Provost review Step 11: “The Letter” Arrives

4. Advice in Binder Preparation Read the instructions carefullyRead the instructions carefully  Make sure you know what is to be included in the binder (and what is not) Follow the rulesFollow the rules  Prepare the Binder per the instructions Packaging mattersPackaging matters  Organize and present the binder with an eye towards “presentation” and “navigation”

5. Binder Preparation: More Advice Be hands-on in the preparation of the binder, as it reflects your recordBe hands-on in the preparation of the binder, as it reflects your record Seek and receive comments on your statementsSeek and receive comments on your statements Identify and articulate core research themes, teaching accomplishments, and service roles in these statementsIdentify and articulate core research themes, teaching accomplishments, and service roles in these statements Mobilize the evidenceMobilize the evidence –Now is not the time to be shy about your accomplishments, have confidence and claim the recognition you deserve

6. Advice for the Written Statements Remember who is reading these statementsRemember who is reading these statements  Not only colleagues, but representatives from across the entire campus The importance of the Research StatementThe importance of the Research Statement Importance of the first paragraphsImportance of the first paragraphs Be crisp, clear, and concise in your writingBe crisp, clear, and concise in your writing The Teaching and Service Statements countThe Teaching and Service Statements count

7. Advice for the Written Statements Remember who is reading these statementsRemember who is reading these statements The importance of the Research StatementThe importance of the Research Statement  This is your best opportunity to tell reviewers why you should receive P&T  Identify “Research Themes” to inform and shape the opinion of the referees and your Chair/Dean Importance of the first paragraphsImportance of the first paragraphs Be crisp, clear, and concise in your writingBe crisp, clear, and concise in your writing The Teaching and Service Statements countThe Teaching and Service Statements count

8. Advice for the Written Statements Remember who is reading these statementsRemember who is reading these statements The importance of the Research StatementThe importance of the Research Statement Importance of the first few paragraphsImportance of the first few paragraphs  Should be straightforward (use as little jargon as possible, be understandable to non-experts)  Lay out your contributions in a meaningful way Be crisp, clear, and concise in your writingBe crisp, clear, and concise in your writing The Teaching and Service Statements countThe Teaching and Service Statements count

9. Advice for the Written Statements Remember who is reading these statementsRemember who is reading these statements The importance of the research statementThe importance of the research statement Importance of the first paragraphsImportance of the first paragraphs Be crisp, clear, and concise in your writingBe crisp, clear, and concise in your writing  15 page statements will not get read The Teaching and Service Statements countThe Teaching and Service Statements count

10. Advice for the Written Statements Remember who is reading these statementsRemember who is reading these statements The importance of the Research StatementThe importance of the Research Statement Importance of the first paragraphsImportance of the first paragraphs Be crisp, clear, and concise in your writingBe crisp, clear, and concise in your writing The Teaching and Service Statements countThe Teaching and Service Statements count  Take them seriously, use them strategically

11. The Importance of Good Outside Referees It is essential that candidates and chairs select outside letter writers wiselyIt is essential that candidates and chairs select outside letter writers wisely Ideally, letter writers should be:Ideally, letter writers should be:  Authorities in your sub-field  Located at “Good Schools” (Peer or Better institutions/programs)  Are experienced in writing these letters (especially for difficult cases)  Are reliable and good citizens of the academy

12. What You Should See in the Chair’s Letter [Remember that you see this letter and are provided an opportunity to respond.] [Remember that you see this letter and are provided an opportunity to respond.] Should be straightforward and understandable to non-expertsShould be straightforward and understandable to non-experts Lays out your contributions to your fieldLays out your contributions to your field Primarily argues the evidence in the binder, not the candidate as a personPrimarily argues the evidence in the binder, not the candidate as a person Utilizes quotes from the outside referee letters to support the caseUtilizes quotes from the outside referee letters to support the case

13. When It’s Over… Sit back and smile, as this is a Wonderful AccomplishmentSit back and smile, as this is a Wonderful Accomplishment Celebrate loud, long, and as widely as possible (Because this is a Big Deal)Celebrate loud, long, and as widely as possible (Because this is a Big Deal) Make sure your chair contacts the referees to inform them of the outcome of the process and thank them for their serviceMake sure your chair contacts the referees to inform them of the outcome of the process and thank them for their service For the new Associate Professors: Rest, and get ready to repeat… you’ll do this again in several yearsFor the new Associate Professors: Rest, and get ready to repeat… you’ll do this again in several years

14. Takeaway Messages 1.Know the Process & Follow the Rules 2.Choose Referees Carefully and Wisely 3.Packaging Matters 4.Know that the Chair’s Letter is Key 5.Keep Yourself Informed