Institutionalizing ADVANCE Georgia Tech NSF ADVANCE Institutional Transformation Program Center for the Study of Women, Science, and Technology Women’s Awareness Month Presentation March 2, 2006

Georgia Tech ADVANCE Team  PI: Jean-Lou Chameau, Provost  Co-PI: Mary Frank Fox, Director of ADVANCE Research  Co-PI: Sue Rosser, Dean of the Ivan Allen College  ADVANCE Professors: Jane Ammons, College of Engineering Mei-Yin Chou, College of Sciences Mary Frank Fox, Ivan Allen College Mary Jean Harrold, College of Computing  Program Director: Carol Colatrella, LCC and WST  Program Coordinator: Angela Shartar  Liaisons: Mary Hunt and Monique Tavares

Georgia Tech ADVANCE  Request for proposals called for programs to create institutional transformation to enhance advancement of women faculty in engineering, science, and other NSF fields  Program runs October 2001-September 2006  $3,702,000 cooperative agreement  Georgia Tech is one of 9 first-round awardees. There are 10 second-round awardees. Third- round awardees will be announced soon. 

GT ADVANCE integrated approach  establishing ADVANCE professor networks in colleges  addressing bias in evaluation  collecting data  holding annual conference  improving family-friendly practices  defining problems, issues, strategies for advancement through research

ADVANCE Data and Analysis  Sandi Bramblett, Director of Georgia Tech Institutional Research  Joseph Hoey and Joseph Ludlum, Office of Assessment  External Evaluators: Clemencia Cosentino and Beatrice Clewell  ADVANCE Research Program: Mary Frank Fox  Promotion and Tenure ADVANCE Committee, chaired by David McDowell

Promotion and Tenure ADVANCE Committee (PTAC)  Representatives of all Georgia Tech colleges (appointed by provost) & ADVANCE liaisons  Studied bias and preferences in scholarly literature on evaluation  Inventoried unit evaluation procedures  Discussed critical issues in advancement, mentoring, evaluation  Designed survey of GT faculty  Contributed ideas & counsel for ADEPT

GT ADVANCE RESEARCH PROGRAM Mary Frank Fox Co-PI and Research Director

GT ADVANCE RESEARCH PROGRAM Mary Frank Fox, Co-PI and Research Director A. Research Program tied to Georgia Tech's "integrated institutional approach" to positive outcomes--and best practices--for faculty.

GT ADVANCE RESEARCH PROGRAM B. Components: 1. Survey of GT Faculty Perceptions, Needs, and Experiences, 2002/03 response rate: 76% (70% men, 85% women) a. Focus: teaching and research; work environments; processes of evaluation; household/family-work arrangements. b. Sample findings:  77% of faculty collaborate in research proposals/publications with faculty in home unit. But men (30%) are more likely than women (13%) to report speaking to faculty in home unit about research on daily basis.  Men are more likely to characterize their home units as "exciting," "helpful," and "creative." c. Report online at:

GT ADVANCE RESEARCH PROGRAM B. Components: 2. Follow-up Interviews with GT women faculty, 2004  20 semi-structured interviews with women faculty  Positive responses to requests for interviews = 85% a. Aims and issues: participation, performance, and advancement of faculty. b. Sample findings:  Respondents consistently reported criteria for promotion from assistant to associate professor. But the means for promotion to full professor are less known and less understood.  Participation in decision making in home units is a complex issue c. Findings reported in Journal of Technology Transfer, 2006.

GT ADVANCE RESEARCH PROGRAM B. Components: 3. Survey of Peer Institutions, 2003/04  Women and men faculty in (8) peer institutions in: Computing, Engineering, Sciences  response rate: 65% (65% women, 65% men) a. Focus: areas in which GT faculty surveyed -- to provide comparative context. b. Sample findings:  In speaking with faculty about research in home units, we find consistent gender differences at GT and peer institutions: men are more likely to speak daily about research.  An area in which GT may improve relative to peer institutions is in characterizations of home units as exciting, creative, and fair.  An area in which GT is way out front is: chairs reviewing performance with faculty. c. Report on-line:

GT ADVANCE RESEARCH PROGRAM B. Components: 4. Follow-up Survey of GT Faculty, 2005/06  response rate: 71.4% (65% men, 78% women) a.Aim: Assess areas of change/stability since and awareness of/participation in GT ADVANCE b.Initial findings: GT ADVANCE Conference, March 10.

Sue Rosser, ADVANCE Co-PI and Dean of the Ivan Allen College

Outline of Key Points for Institutional Change  Build on and link project to existing efforts  Use research findings to inform goals  Choose PI for project that has the position to insure level of institutional transformation sought  Seek buy-in from key players/stakeholders at various levels within the institution  Broaden leadership of project throughout institutional structure and over time  Choose project goals to eliminate subtle bias  Institutionalize project goals in significant policies and practices

Linking Project with Existing Efforts  Build on and strengthen existing institutional efforts with similar goals  Envision the program/place where the project will be institutionalized after the end of the grant  Example of Women, Science, and Technology (WST) at Georgia Tech

Use Research Findings to Inform Goals

Project Leadership Consonant with Transformation Level Sought  PI should hold the position/power to be able to influence transformation at appropriate level  Examples: Department level—Chair College level—Dean Inter-college/Institutional level--Provost  Specific institutional example: Tenure and promotion focus required Provost level at GT College level—Dean Inter-college/Institutional level—Provost

Seek Support from All Levels  If goal is institutional transformation, then groups at all levels must buy into the process  Presentations to important groups and involvement of these groups in fabric of project are necessary Institutional Advisory/Foundation Boards President’s Cabinet Executive Board of Faculty Senate Deans and Chairs Faculty and staff

Broaden Leadership  Broaden leadership of project to include individuals at different levels within the institutional structure  Broaden the leadership over time, using concentric circle model  Example of GT—management team, ADVANCE Professors, PTAC, project director, project assistant, tenure-track women faculty, senior male leadership

GT’s ADVANCE Project Goals A network of termed professorships established to mentor women faculty A series of leadership retreats with women faculty and senior institutional leaders A series of family-friendly policies Data gathering and interviews to develop MIT-like Report to chart equity progress A formal tenure and promotion training process to remove subtle gender, racial, and other biases

Data Gathering to Chart Equity

Removing Bias in P&T

ADEPT Career Account

ADEPT Simulated Meeting

ADEPT Follow Up Analysis

Institutionalization of Project Goals  Institutionalize goals in policies  Examples of family-friendly policies such as stop the tenure clock, lactation stations  Institutionalize goals in practices Examples of racial/gender sensitivity training for faculty for promotion and tenure Examples of active service/modified duties and dual career hires

College of Engineering NSF ADVANCE Professor Jane Ammons Networking/Mentoring COE Women Faculty Series of lunches channels Connections–campus and national leaders Individual meetings, phone conversations, interactions

College of Engineering NSF ADVANCE Professor Jane Ammons Identifying, prioritizing, and taking action with the dean and school chairs on key issues within the individual schools Surveys and meetings with COE women faculty, school chairs, and deans to understand and prioritize issues Benchmarks of leading COE programs Lunches to address target issues Confidential meetings of women faculty from selected schools and the dean Actions by dean and by school chairs Recruiting efforts

College of Engineering NSF ADVANCE Professor Jane Ammons Addressing across-COE challenges/ opportunities Work-life balance strategies RPT understanding & preparation Proposal preparation & research development Skills and growth for senior women faculty Security and parking concerns

College of Sciences NSF ADVANCE Professor Mei-Yin Chou CoS ADVANCE Coordinator Dana Hartley Faculty resources web page – All details and regulations of P&T – How impact and discovery is measured – To address misinformation and rumors – Research shows the clearer the criteria the more women and minorities advance. Female faculty lunches – Helps build community – networking. Faculty development workshops

College of Sciences NSF ADVANCE Professor Mei-Yin Chou Mentoring for first-year faculty – All new Assistant Professors are assigned a mentor in the College – Match theoretical or experimental (from first year’s surveys); about 12 pairs per year – Surveys to identify best practices/helpful topics – Questionnaires have shown all mentees felt very positive about the mentoring. – Mentors contact their mentees once a month for lunch – CoS pays for the lunches – They are told they are “Host Mentor” as opposed to “traditional” mentor.

College of Computing NSF ADVANCE Professor Mary Jean Harrold 1. Recruiting, mentoring, networking CoC female faculty members A.Helped set goals for recruiting; hired two female faculty members in 2004 and 2005 B.Matched junior faculty with mentors; individually mentored junior female faculty C.Facilitated active service/modified duty for female faculty D.Provided equipment for female faculty E.Organized CoC female faculty lunches F.Participated in cross-college female faculty lunches 2. Facilitating communication—female faculty, students, administration A. B.

3. Directing Georgia Tech Hub for the National Center for Women and Information Technology (NCWIT) A. With faculty/administrators/interested people Created NCWIT cover pipeline Organized Georgia Tech as one of seven hubs; expertise in faculty advancement, CoC curriculum, activities B.Researching assessment, best practices for computing female faculty advancement with Prof. Mary Frank Fox (IAC); will result in best practices C. Recruited Prof. Mary F. Fox as member of Social Sciences Network for NCWIT D. Recruited Prof. Mark Guzdial as member of the Academic Alliance E. Serving on Leadership Team of NCWIT College of Computing NSF ADVANCE Professor Mary Jean Harrold

MARY FRANK FOX NSF ADVANCE Professor, Ivan Allen College A. Fostering Networks of Communication, Information, Mentoring, and Exchange - - in IAC and Beyond 1. Thematic Lunches Held - Examples: A. “Dimensions of Mentoring” B. “Academic Culture and Implications for Gender, Race, and Ethnic Diversity” C. “Dimensions of Publication Productivity” D. “Issues, Problems, and Solutions of Managing/Balancing: Time, Research, Students, and beyond” B. IAC - ADVANCE Project, “Female-Friendly Practices for Faculty - Template of Variables” (M. Gaughan)

C. Programs to Help Make More Transparent the Means to Advancement -- Examples: 1. Panel on “Academic Transitions with (6) IAC Panelists, addressing a range of transitions. (2002) 2.Hosted Cross-College Lunch Discussions with J. Chen, NSF Program Officer, speaking on “What Makes a Proposal Fundable?” (2003) Co-hosted Cross-College Lunch with GT Vice Provost for Research on “Interdisciplinary Grants.”(2005) 3.Co-hosted with IAC Associate Dean for Research Workshops on Research Proposals and Grants, Including participation of IAC Dean, NSF Program Officer, Foundation Officers, and Panel of IAC Faculty - attended by 60 persons in 2004, and 90 in 2005, and 80 in 2006.

D. Electronic Networks of Information and Exchange 1. ADVANCE - Ivan Allen College Network for Women Faculty 2. NSF ADVANCE Professor website 3. IAC-Advance Listserve

Faculty Career Development Services  Faculty Personnel Services  Process academic faculty personnel transactions including appointments, reappointments, promotions, tenure, post tenure reviews, leaves of absence, and salary adjustments  Faculty Data and Records Management  Serve as primary Georgia Tech contact for information requests regarding faculty data  House the file of record for faculty members  Compile various annual and ad hoc reports on faculty data  Respond to open records request for faculty documents  Maintain lists of endowed chairs and professors, regents professorships, national academy members and other major award recipients

Faculty Career Development Services  Faculty Career Development  Serve as Institute liaison and repository for faculty career development programs  Coordinate cross-college workshops and training sessions with various Institute partners  Faculty Recruitment and Retention  Provide assistance to school chairs and deans in faculty recruitment efforts  Maintain and expand programs to effectively retain our high quality faculty members  Work/life Programs  Coordinate NSF ADVANCE work/life programs such as Active Service-Modified Duties  Explore and expand work/life offerings at Georgia Tech

Faculty Career Development Services  Monique D. Tavares, Director  P. Reid Tankersley, Admin Coordinator  Cheryl A. Dennis, Business Analyst  Donna Redmon, Admin Assistant  Location Ground floor of Admin Building, Rm. 012 Hours of Operation Monday through Friday, 8:00 am to 5:00 pm Contact Information Main Line: Fax: Director’s Line: