2010 Tenure and Promotion Workshop Policy and Procedures Overview

Agenda Definitions Definitions Time in Rank Time in Rank Criteria Criteria Process Timeline Process Timeline Tenure Progress Assessment Tenure Progress Assessment Voting Voting Formal Review of Packets Formal Review of Packets Preparing your Tenure and Promotion Packet Preparing your Tenure and Promotion Packet

What is Tenure? End of the probationary period End of the probationary period Qualified right to continuous employment Qualified right to continuous employment Available to qualifying faculty Available to qualifying faculty Subject to certain requirements initially and throughout employment Subject to certain requirements initially and throughout employment Requires distinction in at least two areas Requires distinction in at least two areas

What is Promotion? Promotion is the official conferring of faculty-ranked titles Promotion is the official conferring of faculty-ranked titles State faculty titles State faculty titles –Assistant Professor –Associate Professor –Professor Recognizes distinguished performance Recognizes distinguished performance

Non-tenure Track Promotion Criteria for promotion is relevant to the performance of the work that the faculty member has been assigned

Non-tenure Track Promotion The same promotion procedures are followed as tenure track The same promotion procedures are followed as tenure track Exception – Final promotion decision made by Senior Vice President for: Exception – Final promotion decision made by Senior Vice President for: –Assistant In series –Courtesy faculty

Time in Rank Tenure – Nominated by sixth academic year of full-time service or “when ready” Tenure – Nominated by sixth academic year of full-time service or “when ready” Promotion – Generally, five or six years of work minimum for promotion to next rank Promotion – Generally, five or six years of work minimum for promotion to next rank

Criteria Quality of scholarship -- teaching, research, extension Quality of scholarship -- teaching, research, extension Research or other creative activities Research or other creative activities Distinction in your program areas Distinction in your program areas Effective working relationships with clientele and colleagues Effective working relationships with clientele and colleagues Above average performance appraisals Above average performance appraisals

Process Timeline Spring – IFAS workshops Spring – IFAS workshops Late Summer – Unit deadlines for submission, voting, external review Late Summer – Unit deadlines for submission, voting, external review Mid-August – One copy due to IFAS Human Resources Mid-August – One copy due to IFAS Human Resources Mid-September – Packets due in IFAS Office of Human Resources Mid-September – Packets due in IFAS Office of Human Resources Early November – IFAS T/PS/P Committee and IFAS deans review Early November – IFAS T/PS/P Committee and IFAS deans review

Process Timeline – continued Mid December – Final copies are due to IFAS HR Mid December – Final copies are due to IFAS HR December – IFAS Deans make recommendation to President December – IFAS Deans make recommendation to President January to March – UF Academic Personnel Board review January to March – UF Academic Personnel Board review April / May – President’s review and recommendation to Board of Trustees for tenure April / May – President’s review and recommendation to Board of Trustees for tenure

Process Timeline – continued May – Candidates notified of status May – Candidates notified of status July 1 – Tenure effective July 1 – Tenure effective July 1 – Promotions effective, but has varied July 1 – Promotions effective, but has varied

Voting Process for Units Tenure and Promotion – votes are separate Tenure and Promotion – votes are separate Tenure: Tenure: –tenured faculty in the tenure department vote –tenured faculty at the research center vote, regardless of discipline, but only once (with the tenure department)

Voting Process for Units Promotion: Promotion: –faculty at a higher rank in the tenure department vote –faculty at the research center at a higher rank vote, regardless of discipline, but only once (with the tenure department)

Unit Voting Process Departments Research Centers Although the final tally of votes is public, individual votes must be kept confidential Although the final tally of votes is public, individual votes must be kept confidential Votes are based on information in the packet Votes are based on information in the packet

IFAS Review of Packets IFAS T/PS/P committee reviews all packets IFAS T/PS/P committee reviews all packets –12 members at the Professor or Agent IV level –Representative of state and county faculty –Six are elected by IFAS faculty –Six are appointed by the Senior Vice President –Serves in fact-finding, consultative role to the IFAS deans –Complete an individual assessment included on the nominee cover sheet –Confidential discussion

Review of Packets Deans review, determine support, and prepare letter Deans review, determine support, and prepare letter All packets forwarded to University Administration unless withdrawn by the applicant in writing All packets forwarded to University Administration unless withdrawn by the applicant in writing UF Academic Personnel Review Board reviews; IFAS has one representative UF Academic Personnel Review Board reviews; IFAS has one representative

Review of Packets Academic Personnel Board provides assessment to the President Academic Personnel Board provides assessment to the President Promotions -- President makes final decision except Assistant In series Promotions -- President makes final decision except Assistant In series Tenure -- Board of Trustees makes final decision based on President’s recommendation Tenure -- Board of Trustees makes final decision based on President’s recommendation

Feedback to candidate Department / Center vote Unit leader support / letter IFAS committee individual assessment Dean support / letter

What Happens if Tenure is Not Supported If tenure is not supported by either the Deans or the Academic Personnel Board: If tenure is not supported by either the Deans or the Academic Personnel Board: –Candidates not at the end of the probationary period may withdraw the packet and resubmit when appropriate. –Candidates at the end of the probationary period may withdraw the packet and resign or allow the packet to be forwarded.

What Happens if Tenure is Not Supported If tenure is not supported by the President, a letter of non-renewal is issued by IFAS If tenure is not supported by the President, a letter of non-renewal is issued by IFAS Candidate may choose to withdraw the tenure packet at any time prior to the President’s decision Candidate may choose to withdraw the tenure packet at any time prior to the President’s decision

Promotion If you have been granted tenure, you may withdraw your promotion packet any time in the process. If you have been granted tenure, you may withdraw your promotion packet any time in the process.

Third-Year Progress Assessment Third academic year Third academic year Assess progress towards tenure Assess progress towards tenure Participation is required Participation is required

UF Regulations Related to Tenure, Permanent Status and Promotion: Related to Tenure, Permanent Status and Promotion: 6C C C C C C On the web at On the web at

Unit Deadlines Department and Center deadlines are different (earlier) than IFAS HR deadlines Department and Center deadlines are different (earlier) than IFAS HR deadlines Check with your unit leader(s) to make sure you are on time Check with your unit leader(s) to make sure you are on time

Follow-up and Feedback IFAS Human Resources is responsible for the T/PS/P process. Contact us with procedural questions. IFAS Human Resources is responsible for the T/PS/P process. Contact us with procedural questions. Questions regarding unit timelines, content, criteria, etc. – contact your Chair/Director Questions regarding unit timelines, content, criteria, etc. – contact your Chair/Director Candidates are notified of packet status at key stages Candidates are notified of packet status at key stages IFAS Human Resources website - IFAS Human Resources website -

The Packet The packet is your means of presenting accomplishments for Tenure/Promotion consideration The packet is your means of presenting accomplishments for Tenure/Promotion consideration Review the Provost’s Memo when distributed Review the Provost’s Memo when distributed

Questions?

The Packet Preparing the packet

Extension Program Section

Expectations Excellence in teaching Excellence in teaching Innovation Innovation Engagement Engagement Scholarship Scholarship Funding Funding Documented impact Documented impact

Programs Programs Quality Quality Impact Impact

Why If you have an extension assignment, it is a major component of your job If you have an extension assignment, it is a major component of your job You will not receive tenure or promotion without sufficient documentation You will not receive tenure or promotion without sufficient documentation Must show excellence Must show excellence

Job Duties This description should delineate the major areas of your assignment This description should delineate the major areas of your assignment Provide a percentage breakdown of each Provide a percentage breakdown of each Address each area of your assignment in the same order listed at the front of the packet Address each area of your assignment in the same order listed at the front of the packet Organize this section to be as easy as possible for the reader Organize this section to be as easy as possible for the reader

What is an Extension Program? Each description of your program(s) should contain: 1.Program title 2.Situation statement 3.Program objectives 4.Educational methods 5.Program accomplishments/impacts

Section 1 - Program Title Example: “Improving the Quality of Beef Cattle and Forage” Example: “Improving the Quality of Beef Cattle and Forage” Example: “Improving Nutrition of Senior Citizens” Example: “Improving Nutrition of Senior Citizens” Example: “Improving Water Quality – A Watershed Approach” Example: “Improving Water Quality – A Watershed Approach” Be as descriptive as possible - don’t just state “Beef” or “Foods and Nutrition” Be as descriptive as possible - don’t just state “Beef” or “Foods and Nutrition”

Section 2 - Situation This should be a succinct overview of the program rationale. This should be a succinct overview of the program rationale. Answers the questions: “Why is this important?”, “Who is the intended audience?” and “What is intended outcome/impact? Answers the questions: “Why is this important?”, “Who is the intended audience?” and “What is intended outcome/impact? Written with the intention of helping non-IFAS folks understand. Written with the intention of helping non-IFAS folks understand.

Section 3 - Program Objectives Succinct statements of the major intended outcome of the program. Succinct statements of the major intended outcome of the program. Measurable Measurable Can be change in practices, knowledge, economic status, etc. Can be change in practices, knowledge, economic status, etc. Should be an obvious link with the situation statement. Should be an obvious link with the situation statement.

Section 4 - Educational Methods Delineate the nature and extent of the educational methods Delineate the nature and extent of the educational methods Sequential Sequential Examples: number and type of meetings, newsletters developed, demonstrations held, etc. Examples: number and type of meetings, newsletters developed, demonstrations held, etc.

Section 4 - Educational Methods (continued) Summarize information from other parts of the packet as follows: Related work reported in other sections ( ) Creative Works (15) Refereed Journal Articles (2) Newspaper articles (25) Extension Publications in EDIS (12) Extension Presentations (14) Field Days (4) Seminars and Workshops (15) Grants and Contracts ($50,000) In-service training for agents (3)

Section 5 – Accomplishments / Impacts Quantifiable and clear Quantifiable and clear Results Results –Number of people –Number satisfied –Knowledge increase –Practices adopted –Change in status: economic economic social social environmental environmental Explain scholarly effect Explain scholarly effect Should answer the question – so what? Should answer the question – so what?

Other Programmatic Efforts State significant program activities that do not fit within the listed job duties State significant program activities that do not fit within the listed job duties

Questions about the Extension section?

Preparing the rest of the packet

Need Help? Please contact us! Unit Leader Unit Leader Mentoring Committee Mentoring Committee Program Leader Program Leader IFAS Office of Human Resources IFAS Office of Human Resources Susan Hudson Mary Anne Morgan 352/