Tenure and Promotion Guidelines: Procedures and Timeline

1. 2009Tenure and Promotion WorkshopPolicy and Procedures Overview

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

3. What is Tenure? • Qualified right to continuous employment for qualifying faculty • Subject to certain requirements initially and throughout employment • Requires distinction in at least two areas

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

5. Time in Rank • 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

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

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

8. Process Timeline – continued • December – Revisions, if needed • December / January – IFAS Deans make recommendation to President • January to April – UF Academic Personnel Board review • April / May – President’s review and recommendation to Board of Trustees for tenure

9. Process Timeline – continued • April / May – Candidates notified of status • July 1 – Tenure effective • July 1 – Promotions effective, but has varied

10. Voting Process for Units • Tenure and Promotion – votes are separate • 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)

11. Voting Process for Units • 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)

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

13. IFAS Review of 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

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• Deans review, determine support, and prepare letter • All packets forwarded to University Administration unless withdrawn by the applicant in writing • UF Academic Personnel Review Board reviews; IFAS has one representative

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

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

17. What Happens if Tenure is Not Granted • If tenure is not supported by the Deans/Academic Personnel Board: • candidates not at the end of the probationary period may withdraw the packet and submit when appropriate. • candidates at the end of the probationary period may withdraw the packet and resign or request that the packet to be forwarded to the Academic Personnel Board and UF President. • 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

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

19. UF Regulations • Related to Tenure, Permanent Status and Promotion • 6C1-7.025 • 6C1-6.009 • 6C1-7.019 • On the web at http://regulations.ufl.edu/

20. Follow-up and Feedback • 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 • Candidates are notified of packet status at key stages • IFAS Human Resources website - http://personnel.ifas.ufl.edu/

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

22. The Packet Preparing the packet

23. Questions?

24. Extension Program Section

25. Expectations • Excellence in teaching • Innovation • Engagement • Scholarship • Funding • Documented impact

26. Programs • Quality • Impact

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

28. Job Duties • This description should delineate the major areas of your assignment • Provide a percentage breakdown of each • 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

29. What is an Extension Program? Each description of your program(s) should contain: • Program title • Situation statement • Program objectives • Educational methods • Program accomplishments/impacts

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

31. Section 2 - Situation • 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? • Written with the intention of helping non-IFAS folks understand.

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

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

34. Section 4 - Educational Methods (continued) Summarize information from other parts of the packet as follows: Related work reported in other sections (2000-2006) Creative Works (15) Refereed Journal Articles (2) Newspaper articles (25) Extension Publications in EDIS (12) Presentations (6 invited; 8 contributed) Field Days (4) Seminars and Workshops (15) Grants and Contracts ($50,000) In-service training for agents (3)

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

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

37. Questions about the Extension section?

38. Preparing the rest of the packet

39. Need Help? Please contact us! • Unit Leader • Mentoring Committee • Program Leader • IFAS Office of Human Resources Susan Hudson Mary Anne Morgan 352/392-4777