1. Confirmation and Promotion
2400 canal building
June 23, 2017
9:00 am – 12:00 PM

2. Introduction and Agenda
Confirmation and Promotion Process
The Dossier
Denials and Appeals
Speakers:
Christal Côté Senior Grievance and Arbitration Officer
Victor Lorentz Member Services and Communications Officer
Pum van Veldhoven Grievance Chair and Instructor, Sociology and Anthropology
Welcome!
Introduce people.
Going to be covering three things – process, dossier, denials and appeals. This is the new language introduced in 2014 – the one with unit standards.
Comments on your packages:
Include a number of documents:
Timeline
Dossier guidelines from FASS and Provost’s Office
Example CVs
Example Letters

3. Part 1: The Confirmation and Promotion Process
What happens? When?
I’m going to start by talking about the tenure and promotion process.

4. Criteria – Confirmation (12.3.d)
Primarily based on evidence of teaching effectiveness or in carrying out duties in job description.
Evidence of professional development and ‘conscientious performance of assigned non- primary duties’ is required unless teaching is ‘well above the norm’
Tenure is simultaneous with promotion in the 5th year of service.
Criteria are slightly less stringent for tenure than for promotion. Listed in two places – in the unit standards and in the university criteria.

5. Criteria - Promotion (10.13.b)
For Instructor II:
Teaching effectiveness at the norm shall be sufficient unless evidence of seriously deficient performance in other assigned areas of responsibility.
For Instructor III:
Teaching effectiveness, level of professional development and conscientiousness in performance of non-teaching duties at the norm.
Tenure is simultaneous with promotion in the 5th year of service.
Criteria are slightly less stringent for tenure than for promotion. Listed in two places – in the unit standards and in the university criteria.

6. Criteria – General (12.2) For both confirmation and promotion:
If there is no job description: focused on effectiveness as teachers.
If there is a job description: focused on teaching effectiveness and effectiveness carrying out the job description.
Conscientiousness in service and other duties is taken into account.

7. Criteria – General (12.2) Everything is subject to 12.2.f:
“In judging whether the performance of an Instructor employee in each of the areas of responsibility is more than satisfactory, satisfactory, or less than satisfactory, the judgements will be made relative to the levels of performance normal for an individual of the same rank and experience performing similar tasks in similar areas of responsibilities.”
Essentially: you will be compared to colleagues doing the same work.

8. Professional Development
Evidence of professional development is found in:
Selection of course materials showing intellectual development from year to year
Academic work, both course-related and otherwise, published or in progress
Formal study while employed at Carleton
Activity in instructional development
Each department has unit standards.
These vary by department but outline what you need to do for tenure and promotion.
Considered in conjunction with the university criteria.

9. Standard Timing - Confirmation
Preliminary Appointment
Term Appointment
5th year of
full time equivalent service
5th year of successive term appointments
You will normally apply for tenure in the 5th year of service (so, work four full years and apply in the fall of the fifth).
If you’re a lecturer, you choose whether you start your tenure clock at initial hire or conversion to Assistant.
Part time appointees need to work FTE years.
Term appointees must be considered for tenure if they work five successive years in term appointments.
Notes
An extension can be granted if preliminary appointees are considered in their 5th year. Must be confirmed in the 6th year or employment ends.
Part time appointees must serve the full time equivalent years as appropriate.

10. Standard Timing - Promotion
Instructor II
Instructor III
3rd year of service
4th year as Instructor II
You will normally apply for tenure in the 5th year of service (so, work four full years and apply in the fall of the fifth).
If you’re a lecturer, you choose whether you start your tenure clock at initial hire or conversion to Assistant.
Part time appointees need to work FTE years.
Term appointees must be considered for tenure if they work five successive years in term appointments.
Notes
Consideration outside of these timelines is not automatic.

11. Process (Confirmation)
September 30*
Application
October 31
Department
November 30*
Faculty
December 31*
Dean
Process is similar for promotion.
Need to send list of referees to Dean by July 1.
After the faculty level, file goes to the University level. They have until April 15 to report.
Provost informs you of promotion decision by May 1.
*Not listed in the CA. Based on past practice.

12. Process (Promotion) Process is similar for promotion.
September 30
Application
December 15*
Department
Before April 1*
Faculty
April 1
Dean
Process is similar for promotion.
Need to send list of referees to Dean by July 1.
After the faculty level, file goes to the University level. They have until April 15 to report.
Provost informs you of promotion decision by May 1.
*Not listed in the CA. Based on past practice.

13. Departmental/School/Cluster Tenure and Promotion Committee (DTPC)
Established by September 30.
Membership: Chair/Director plus at least four other faculty members.
Representative of ranks, subject areas in department. Includes non- tenured members.
Must include an instructor when an instructor is being considered.
Chair of the Committee is chosen through procedures established by the department.
The committee may include members from other departments.
Possible Decisions (Confirmation)
Confirmation be granted
Confirmation be denied
Possible Decisions (Promotion)
Promotion Be Granted
Promotion be denied
Department committee is established by September 30.
Includes at least Chair/Director and four other faculty. Encourage you to serve on this committee at least once.
Committee will meet to review your application for tenure and promotion.
Can grant, deny or give deferral for two years.
Department committee assesses the candidate relative to the university criteria and the unit standards relative to the discipline/field of the candidate.

14. Faculty Tenure and Promotion Committee (FTPC)
Dean establishes the committee by November 15
Membership
Dean (Chair)
Department Chairs/Directors
One member from each DTPC
Up to three members appointed by the Dean
Possible Decisions (Confirmation)
Confirmation be granted
Confirmation be denied
Possible Decisions (Promotion)
Promotion Be Granted
Promotion be denied
FTPC is established by November 15.
Can be a massive committee – for example in FASS – or can be fairly small. Determined by number of departments.
Can also grant, deny, or defer.
Faculty level is more arms length and stresses assessment from a more diverse and academically broader perspective.

15. Dean Committee recommendations go to the Dean.
Dean decides whether Instructor will receive confirmation.
In event of a denial, letter will outline reasons for the denial.
Candidates may submit additional information to the Dean (including referees) if they feel their case has not been adequately represented.

16. Questions?

17. Highlighting Your Accomplishments
Part 2: The Dossier
Highlighting Your Accomplishments

18. Preparing the Dossier Discuss the decision to apply with:
Chair/Director
Dean
CUASA
Meetings should normally be face to face.
Talk to colleagues, volunteer for tenure and promotion committees.

19. Evidence of Your Work Evidence must be: Credible Genuine Arms Length
Padding or faking will only undermine the dossier.
Genuine
Arms Length

20. Dossier: Sample Table of Contents
Personal Statement
Indicators of Professional/Community Service and Professional Interests
Teaching
Teaching Philosophy/Pedagogy/Innovation
Teaching Scores
EDC courses or other educational training
Recent Curriculum Vitae

21. Anatomy of the Cover Letter
The cover letter should include two sections:
Teaching
Service
Plus any other information you think will help make your case.

22. Curriculum Vitae The curriculum vitae includes: Education
Academic Employment
Awards
Publications
Papers Presented

23. Curriculum Vitae The curriculum vitae includes: Research Grants
Service to the Profession
Academic Responsibilities (graduate and undergraduate)
Administrative Responsibilities and Committees
Community Activities

24. Talking About Teaching
Teaching evaluation scores are very important.
Peer evaluations are available if needed.
EDC is always available to help with your teaching.
Again, ask for help early!

25. Teaching Evaluation Scores
Provide clear tables of all teaching scores for designated courses.
Include good non-designated scores.
As of September 2015 courses are no longer designated – lowest score is automatically dropped.
Chart number of different courses and different sections.
Indicate if elective or core course.
Identify the student body taking the course (if relevant)

26. Teaching Dossier Discuss your teaching philosophy / pedagogy.
Address innovations in your teaching.

27. Reflecting on Service Yes, service matters! It includes:
Service to the department, faculty, university and CUASA
Service to the community
Service to the profession
Service to the scholarly community
Professional achievement

28. Questions?

29. Facing and Overcoming a Denial
Part 3: The Appeal
Facing and Overcoming a Denial

30. DECEMBER 31* APRIL 1 When will I know?
The final day to be notified of the confirmation decision is:
DECEMBER 31*
The final day to be notified of the promotion decision is:
APRIL 1
Contact us immediately in the event of a denial.
*This date is not listed in the CA – based on past practice.

31. Who do I contact? Contact either: Grievance Chair
Pum van Veldhoven
Senior Grievance and Arbitration Officer
Christal Côté
x 8329

32. Confirmation Denial Timeline
Confirmation denials will follow the grievance process in Article 30.

33. Sample Promotion Appeal Timeline
By April 1: Provost informs candidate of decision.
15 working days: Candidate submits appeal documents.
May 31: Last day for TPAC to render decision.
June 15: Last day for President to notify candidate of TPAC result.

34. Tenure and Promotion Appeals Committee (TPAC)
Appeals are heard by the Tenure and Promotion Appeals Committee.
Made up of ten faculty members.
One member and one alternate from each faculty.
At least one from each faculty must be a Full Professor.

35. Appeal Grounds Appeals can be made to TPAC on:
Procedural irregularity.
Discrimination.
Violations of Academic Freedom.
Substantive grounds (issues with teaching, research and service)
CUASA may only grieve decisions of TPAC on the first three.

36. Duty to Accommodate
If any of the following may impact your progress, please contact CUASA:
Mental or physical disabilities
Health concerns (including extended sick leave)
Family status
Any other extenuating circumstances in your personal or professional life
Do not wait until you encounter issues in the process – contact us early.
Not going to go a lot into detail about this slide, but:
If you have any personal situations that may attract the duty to accommodate, please contact CUASA early.
It’s a lot easier for us to help you if we know ahead of time.

37. Questions?

38. Remember! CUASA is here to help with your tenure and promotion applications. Contact us anytime! (613) Dunton Tower