College of Arts & Sciences Promotion and tenure Dossier assembly workshop fall 2017

Overview of dossier assembly Purpose of Workshop Review guidelines for promotion and tenure in the College of Arts and Sciences Overview of dossier assembly Answer questions about dossier assembly and P&T in general

Number of dossiers required Original + 3 copies (Deliver all to College) Original + 2 copies will go to the Office of the Provost 1 copy stays in the College Office 2 copies of candidate’s curriculum vitae (not to be bound with dossier) 1 original dossier checklist (clipped to front of original dossier) 1 digital dossier (single document in true pdf format, not just a scan, emailed to Marla Roberts at mrober56@utk.edu) with candidate’s cv at the end of the dossier Only scanned documents allowed are original external letters and pages with original signatures. All other pages must be in true pdf format.

Physical requirements of Dossier No binders, no covers, no dividers between sections — just paper, held together with a simple binder clip NO title pages, tables of contents. Single-sided copies only.

Numbering of pages in dossier The dossier is divided into seven sections, A through G. The first page of each section begins with 1, thus, A-1, B-1, etc. Do not use subheading letters in page numbering. Thus, if section A has a total of 5 pages, the pages are numbered A-1, A-2, A-3, A- 4, A-5. Page numbers should be typed at the bottom center of each page.

Supplemental Materials Units may send supplemental materials (books, offprints, syllabi, etc.) It is recommended that supplemental materials be submitted in electronic form (links to websites or as PDF files) and sent electronically to Marla Roberts which allows the materials to be posted for the committee’s viewing convenience. Supplemental materials are for review at the College level, are not forwarded to Provost, and will be returned when the process is complete.

Responsibility for Assembly I Candidate provides: Curriculum vitae Required statements on teaching, research/scholarship/creative activity, and service Required non-technical summary of research/creative activity Assistance in gathering all factual information for dossier, sections A through D. Signs section E, “signature page.” Signs Candidate Notification Statement after each stage of review (located in section G)

Responsibility for Assembly II Head’s / Director’s role: Manages materials provided by candidate Provides statement of responsibilities (§A) Provides peer evaluations of teaching (§B) Organizes“best” and “least” liked teaching qualities from student narratives according to general trends/themes (§B) Provides external letters of assessment and all ancillary materials (all of §F) Provides annual retention or review forms, letter, faculty narrative, dissenting letters (all §G, except for candidate’s response, if any)

Responsibility for Assembly III Department Head/Director should recommend 1-2 key pieces of supplemental material that stand out in the candidate’s body of research/creative activity which will be reviewed and discussed by the College Promotion & Tenure Committee and Deans. This material should be emailed by the department head to mrober56@utk.edu, in either PDF format or as links, at the time the dossier is submitted. If the recommendation is made for material that exists in hard copy only, please indicate accordingly. Although the candidate is expected to provide reliable information, the department head is responsible for seeing that the dossier is presented in good form and as required by the Manual for Faculty Evaluation. The candidate signs off on the factual part of the dossier (§E) and after notification at each stage of review (§G).

Sections in Dossier (DOCUMENTATION OF ADJUSTMENTS TO TIMELINE-EXTENSIONS OR EARLY P/T SHOULD BE PLACED DIRECTLY AFTER SUMMARY SHEET.) Section A: Summary Sheet & General Information (educational & employment history, statement of responsibilities, department & college criteria, competency in English) Section B: Teaching (statement with teaching philosophy, courses taught, SAIS & EOC scores, peer teaching evaluations, summary of comments, etc.) Section C: Research/Scholarship/Creative Activity (non-technical summary, statement, norms for authorship, summary and prospectus, cite work in chronological order, etc.)

Sections in Dossier (continued) Section D: Service: institutional, disciplinary, professional (statement, summary of service at each level arranged in chronological order, etc.) Section E: Candidate’s signature Section F: External Reviews (original letters from reviewers, sample letter, log of contacts, method of selection, & qualifications of reviewers) Section G: Department Reviews and Statements (retention/annual reviews with narratives, head’s recommendation, faculty summary, dissenting reports, candidate’s responses); Candidate’s Notification Statement Candidate’s CV

Information in Tables Educational and Employment History (§A) – Found in Manual for Faculty Evaluation, see p. 53

List of Courses Taught (See College Guidelines, p.10) Teaching Tables (§B) List of Courses Taught (See College Guidelines, p.10) Explain any zero-teaching semesters Tables of SAIS & EOC Scores (§B) • SAIS template - See College Guidelines, p.11) EOC template (See College Guidelines, p.11)

Student Supervision Tables (§B) List of supervised graduate dissertations and theses (Doctoral Supervision Template & Masters Supervision Template) List of supervised undergraduate honors theses (Undergraduate Supervision Template) List of service on graduate committees (Required Template) All required supervision templates are provided on pages 11 -12 in the College’s P&T Guidelines.

External Letters (§F) Log of external evaluators provides critical information to readers of dossier Order as follows: - External Letters (alphabetical by last name) - Sample Letter - Log of External Letters (alphabetical by last name) Required Template - Log of External Evaluators (p.13) - Method of Selection - Qualifications of Evaluators (alphabetical by last name)

Qualifications of External Evaluators (§F) Heads will draft brief biographical statement containing qualifications of each external evaluator Heads will preapprove any external evaluators not from peer or aspirational peer institutions Minimum of 5 letters to be inserted in dossier – at least 3 received must be from Head’s list See example in Manual for Faculty Evaluation - page 60.

Do not include in the dossier Evaluative statements written by the candidate Statements about a candidate's personal life unless they are germane to the quality of the candidate's work Letters of appreciation or thanks except when they include an explanation of the contribution made to teaching, research/scholarship/creative activity, or service Course syllabi, outlines, and other course materials; course evaluation forms Manual for Faculty Evaluation (see pp. 23 - 24)

Resources Manual for Faculty Evaluation Provost's Site Promotion & Tenure Information A&S Faculty & Staff Site P&T Dossier Assembly Guidelines and Templates College Guidelines College Contacts Marla Roberts (mrober56@utk.edu); 4-4161 Andrew Kramer (akramer@utk.edu)