Personnel Reviews

1. Personnel Reviews 1.Overview of the Review Process 2. The Purpose of the Reviews 3. The Midterm Review File 4. PowerPoint Presentation Mentors Open vs. Closed Meetings Recommendations by the Executive Committee The Benefit of Formal Reviews Preparing Tenure Cases Preparing Indefinite Status Cases Divisional Executive Committees Personnel Reviews for Probationary Faculty and Teaching Academic Staff

2. 1. Overview of the Process • Probationary facultybegin with a three year term • Annual reviews by your area in the spring, based in part on your annual Faculty Activity Report (a.k.a. brag sheets) • In the fall of year 2, probationary faculty have their first contract renewal with a contract extension of up to two more years. • This makes the cumulative contract length of up to five years. • In the fall of year 4, probationary faculty have a midterm review with a contract extension of up to two more years. • This brings the cumulative contract of up to seven years. • If the contract is extended by one year, another midterm review is conducted in the fall of year 5. Personnel Reviews for Probationary Faculty and Teaching Academic Staff

3. In the fall of year 6, probationary faculty have their tenure and promotion vote. • Each review is in the year prior to the final year of the contract. • This timeline is modified for faculty who: • begin with time already served elsewhere; • or have their probationary clock extended through a leave of absence; • or other extensions of their tenure clock for child birth or approved unpaid leaves for a year. Personnel Reviews for Probationary Faculty and Teaching Academic Staff

4. Probationary Teaching Academic Staffis set at a number no greater than seven years, depending on prior service • Annual reviews by your area in the spring, based in part on your annual Faculty Activity Report (a.k.a. brag sheets) • Leads to a decision on indefinite appointment, which is tenure with a different name • Emphasis is on teaching success, and • Professional development Personnel Reviews for Probationary Faculty and Teaching Academic Staff

5. Timeline Diagramfor Probationary Faculty Year1 2 3 45 6 7 Initial 3 Year Contract First Contract Extension: Up to 2 Years Second Contract Extension: Up to 2 Years First Contract Midterm 2nd Midterm Tenure and ReviewReviewReview forPromotion 1 year extension For Probationary Teaching Academic Staff, the vote on indefinite appointment is typically in the sixth year, much like a tenure and promotion case Personnel Reviews for Probationary Faculty and Teaching Academic Staff

6. 2. The Purpose of the Reviews • Each review is an opportunity for the Executive Committee to learn about your progress and to hear about your research. First Contract Review • The initial review occurs after only one year. • Two fileswhich contain your vita, working papers and/or publications, some material on teaching, and indication of service if any (reviewing articles, work on committees, doctoral committees, whatever) four weeks before review. • The two files with one paper and one electronic. • The extent of the review is limited to 10 minutes, with a short discussion by the area chair on the candidate. • The Executive Committee wants to know how the transition from doctoral student to professor is progressing, including your first year teaching performance. • The review may lead to suggestions to the candidate on research, teaching, or service. Personnel Reviews for Probationary Faculty and Teaching Academic Staff

7. Midterm Review • The midterm review is more extensive, and is set at 25 minutes. The midterm review involves a presentation on research, teaching, and service by the area chair. • The Executive Committee wants to see that there has been research progress that in two years may have the reasonable possibility of receiving tenure and promotion. • The midterm files show both the papers accepted and the stream of papers that will have a potential for publication in good journals. • With the exception of external review letters, the midterm review is similar to a tenure case which stresses: • Excellence in academic research and creative or scholarly production • Demonstrated superior teaching ability • Substantial professional service contributions to the community, the University, and other relevant organizations Personnel Reviews for Probationary Faculty and Teaching Academic Staff

8. Four Weeks Before Your Review • You turn in two copiesof your file (one paper one electronic). • Your file should be ready four weeks in advance (aim for Septeber 25th if you will be considered on October 16th ). • Give your files to Mary K. Bruno in the Dean’s Office and let your area chair know that your files are ready. • Senior faculty in your area and other Executive Committee member can access them there. Your area chair may want you to make additional copies for the area. • Look through the most recently available material from the Division of Professions, Division of Social Sciences, or the Teaching Academic Staff Review Committee. • By designing their vita in the way that these Divisional Committees suggest, Probationary Faculty are also getting prepared for their tenure cases in two years. http://uwm.edu/secu/faculty/divisional/ • While there is no Midterm Review for probationary teaching academic staff, designing your vita to fit the desires of the Instructional and Research Academic Staff Review Committee (IRASRC) is recommended. See: http://uwm.edu/secu/as/review/irasrc/ Personnel Reviews for Probationary Faculty and Teaching Academic Staff

9. 3. The Midterm Review File Use an expandable brown folder file or three-ring binder with multiple sections. Need 2 copies, one paper and one electronic. (Typically a flash drive that can be put on the T-drive for the Executive Committee). • Vita:Presented in the style of your division • Research:Publications, Submitted Papers, Working Papers, Research Awards, Conferences Presentations • Write a short explanation of the research streams in which you work. It shows you have a research plan or agenda. • Your research plan shows how your publications, submitted papers, and working papers are leading to even richer veins of new research, demonstrating future potential. • A PowerPoint presentation (not in the file) often organizes discussion of your research into their major branches or streams or research. • Your publications may be in high ranking journals. Highlight these successes by reference to journal rankings, citations, and awards. • There can be separate folders in research section for publications, working papers, etc., if you wish. Personnel Reviews for Probationary Faculty and Teaching Academic Staff

10. 3. The Midterm Review File • Teaching:Include Teaching Ratings • A few pages on your teaching, including teaching ratings and teaching awards. • Very common is to present a graph or table of overall teaching scores over time, especially if they are trending up. You can compare them to other assistant professors or others in your area. • Service: • This is typically a page which mentions the committees on which you served, reviewing work you have done for journals, or other activities you wish noted. • Service includes activities related to the school, university, profession, or the community. Personnel Reviews for Probationary Faculty and Teaching Academic Staff

11. 4.PowerPoint Presentation • Talk with your area chair. • Ask your chair if he or she would like you to make a first-draft of the presentation for your review? • The area chair can use all or none of the presentation, but they typically like being given your assistance. • Include a slide on your name and education, but do not include your photo. • Research – put full information (including co-authors) on your published articles. Include journal ranking if possible. • You can either present them either sequentially by published date or you can group them into research streams. • Next include articles that have been submitted and where? • Include titles and co-authors of working papers. • Teaching – what classes you teach and your instructor ratings. • Service – some service looks good, especially service to your profession. Too much service looks like you have no time for research. Personnel Reviews for Probationary Faculty and Teaching Academic Staff

12. 5. Mentors • If you would like your official mentor to be present, please let the chair of the Executive Committee know at least two weeks in advance if the mentor is not on the Lubar Executive Committee. • The Chair invites your mentor to attend the section of the meeting relating to your review. • The mentor can watch, but does not talk, unless the mentor is asked questions. • Your mentor may relate the nature of the discussion to you, as will your area chair. Personnel Reviews for Probationary Faculty and Teaching Academic Staff

13. 6. Openvs.Closed Meetings • For first contract review and midterm reviews, the portion of an Executive Committee meeting during your personnel review will be presumed closed, unless you request an open meeting in writing. • You have an option to appear and to make a make a statement at an Executive Committee meeting, whether open or closed, and then leave. • If you intend to appear, inform the Chair of the Executive Committee. • Few exercise the option to appear at Executive Committee meetings. • In tenure cases and indefinite appointment cases, the candidate must state in writing their preference for closed or open meetings. • In an open meeting, nothing from confidential letters can be discussed. Few request open meetings. Personnel Reviews for Probationary Faculty and Teaching Academic Staff

14. 7. Recommendations by the Executive Committee • Formally, the Executive Committee recommends contract extensions, tenure, and indefinite status to the Dean • The Executive Committee asks area chairs to provide feedback to probationary faculty on the nature of the EC recommendations such as: • Types of journals to aim for, the types of research to emphasize in the future, any teaching recommendations or service recommendations, etc. Personnel Reviews for Probationary Faculty and Teaching Academic Staff

15. 8. The Benefit of Formal Reviews • The Executive Committee, your area, and the Dean’s Office all want you to succeed in research, teaching, and service. • These reviews are intentionally spaced out over time to keep you focused on your goals of tenure, promotion, and being recognized in the community of scholars. • The Executive Committee sometimes recommends one rather than two year extensions in midterm review cases to better monitor research progress and to encourage scholars to complete research projects. • Shape your attitude toward reviews as being helpful to you: • They form a snap-shot of your accomplishments thus far in research, which you want other faculty to see. • They are practice for your future tenure cases. • And they provide feedback on how you may improve your eventual case for tenure and promotion. Personnel Reviews for Probationary Faculty and Teaching Academic Staff

16. 9. Preparing Tenure Cases The timeline for materials to be submitted Contents of a tenure file The process of a tenure case at the Executive Committee and the Divisional Committees Personnel Reviews for Probationary Faculty and Teaching Academic Staff

17. July • Area chair or area makes a list of possible outside reviewers – typically full professors in July. • The candidate also makes a list of outside reviewers and submits them to the area chair in July. • The area chair selects names from both lists for a longer list to submit to the candidate. • The combined list must be long enough so the 5 reviewers cannot be exactly known (10 or more on list). • The candidate may delete some names from the list in writing to the area chair: • Typically deleted are co-authors, dissertation committee members, relatives, or faculty who the candidate believes would not be fair. • The area chair selects 5 confidential names and contacts them to see if they are willing to be a reviewer. Preparing Tenure Cases

18. August • By August 1, the candidate gives PDFs of 3 to 4 published papers, one working paper, and a vita. Can have 2 working papers, but no more 5 papers plus vita. • On August 1, the chair of the executive committee sends emailed letters (and PDFs of vita and papers) to five reviewers selected by the area chair from the remaining list of names. • Divisional committees require a minimum of three letters. Typically four of the five requests will be returned. • These letters are important to both the Executive Committee and both Divisional Committees. Preparing Tenure Cases

19. September - October • The candidate assembles their full tenure file. • Tenure files should be ready four weeks in advance (October 10th for a tenure or indefinite status case to be considered on November 7th). • Prepare one paper and one electronic PDF files. • One master file in paper for the Dean’s Office and the PDFs will be placed on the T-drive for the Executive Committee and eventually go to the divisional committee • Include a letter of your request to be considered for promotion and tenure and your desire for an open or closed meeting at the subcommittee of your area, the Executive Committee, and the Divisional Committee. • Most faculty request a closed meeting • Whether closed or open, you have a right to appear at the Executive Committee meeting, but most decide not to do so • Publications and Working Papers • A few pages explaining your research streams. This shows how the working papers and submitted papers are leading to even richer veins of new research, indicating future potential • Ranking of journals and citations • Evidence of excellence in research, demonstrated superior teaching, and substantial professional service • A few pages on your teaching, including teaching ratings • A page or two on your service activities to the school, university, profession, or the community Preparing Tenure Cases

20. October through December • If there are multiple tenure cases, there is a random drawings for dates • If someone decides not to seek tenure, the cases after that person will all be moved up • The Executive Committee must vote on the schedule, so these dates will be adopted or changed the first Executive Committee meeting in the fall • All executive committee members can read your files on the T-Drive and confidential letters in the Dean’s Office • Typically the area chair reports on the view of the subject area subcommittee and presents the case in 15 minutes • The Executive Committee members ask questions of the presenter and discusses the case for 30 minutes and votes • After the meeting, the Area Chair will report on the outcome to the candidate Preparing Tenure Cases

21. 10. Preparing Indefinite Review Cases The Executive Committee requires one paper and one electronic file, four weeks in advance The Academic Review Committee requires 1 paper and 1 electronic file. Contents are much like a tenure file. Be sure to include annual reviews from your areas Demonstrate superior teaching and continuing professional development Personnel Reviews for Probationary Faculty and Teaching Academic Staff

22. 11. Divisional Executive Committees • Those cases with positive votes are forwarded by the Dean for advice to the Professions or Social Sciences or Instructional and Research Academic Staff Review Divisional Committees • The Chair of the Executive Committee writes a letter to the Dean highlighting the strengths of the candidate. This letter accompanies the Dean’s request for advice from the Divisional Committee. • Frequently, the Chair of the Executive Committee is an observer at these meetings • The candidate usually does notappear at the Division of the Social Sciences, but they may elect to do so • The candidate does appearat the Division of the Professions and also the Instructional and Research Academic Staff Review Committee. They answer questions asked by the Committee • Frequently, your Area Chair attends as well in all of these above. • Then the Divisional Committee discusses the case among themselves without the candidate or Area Chair present, but the observer stays. • The Divisional Committee votes. • Both the Dean of the Business School and the Provost will receive the votes of the LSB Executive Committee and your respective Divisional Committee, but they are not bound by the vote of the Divisional Committee. Personnel Reviews for Probationary Faculty and Teaching Academic Staff