The P&T Process

1. The P&T Process Roles of the Candidate, Supervisor and P&T Committee

2. The Candidate MUST: • Understand the criteria and specific language for: • Tenure • Promotion • Make sure your dossier speaks to the criteria.

3. Your campus requirements Indiana University Libraries Library Faculty Handbook Indiana University Academic Handbook Make Sure Your Dossier Speaks to the Criteria

4. You, the Candidate, Should: • Attend P&T seminars every year prior to submitting your dossier. • Assume ultimate responsibility for dossier • Content • Organization • Presentation

5. Obtain:Years 1-5 • Input from your mentor and/or others regarding P&T requirements and position responsibilities • Identify & understand the P&T rules you will use in your dossier. • Ask questions • Develop plan to progress in your role in IU’s Plan of Excellence • Seek critiques

6. Obtain: Dossier Year • Input from your mentor and/or others regarding the organization & clarity of your dossier. Does it: • Demonstrate Excellence in Performance? • Define your Professional Development, Research and/or Creativity or Service role beyond satisfactory, satisfactory? • Demonstrate progressive growth in responsibility and outcomes?

7. Start: • Compile and organize your dossier well ahead of time. • Start a file of usable resources & data to review periodically and select • Show growth in performance, professional development, research and/or creativity and service over time • Demonstrate “outstanding, diverse, and inclusive” examples and impacts. • Define your part in IU’s excellence in providing access to information “…for the learning, scholarly, and research communities at IU.” * *from President McRobbie’sPrinciples of Excellence.

8. If You Are Unsure Where Something Belongs in Your Dossier, Seek Advice Does this activity count as • Service? • Professional development, research and/or creativity? • Both? • Performance?

9. Check • To make sure that all required materials are in your dossier, including signatures. • Checklists • Job Description • P&T Guidelines • Others

10. SupportLetters • Bloomington Process: • The Deans/Directors are responsible for requesting formal letters of support. • Providing information to individuals who are writing letters. • Following up on the status of support letters. • IUPUI Process: • Librarians request their own letters of support during the pre-tenure period • Deans/Directors request external reviews for the dossier

11. Remember • The P&T Committee can only consider what you present to it in your dossier – if it’s not there, the committee cannot consider it • Make the Committee’s work easy---be sure your evidence demonstrates outcomes that answer the P&T criteria language • Use the P&T criteria language to express your qualifications and outcomes • Define your use of the language

12. Remember…the Dossier • Evaluate, it is your career! The presentation of your case • Its emphasis • Its explanation • Its organization • Is YOUR responsibility • Spell-check, grammar-check, have a colleague read and self re-read • Do not leave questions unanswered

13. Remember • If your dossier is not well organized, the committee will find it difficult to evaluate your case! • Time is short as the dossiers are reviewed. The more succinct and organized the easier to evaluate • Evaluators at any level should not have to search

14. Role of the Supervisor

15. Role of the Supervisor • Provide guidance in preparing annual reviews and dossier. • Provide guidance about which activities the candidate becomes involved in.

16. The Supervisor Should: • Be an information provider. • Support professional development, research and/or creativity and service activities.

17. Supervisor’s Summary Statement Should: • Be clear, substantive, and informative • Include specific contributions noting their importance and impact. • Directly address criteria for tenure/promotion (in summary statements & evaluations) and be mindful of the terminology.

18. Librarian & Supervisor Should: • Work together to determine areas to be discussed in evaluative statements. • Librarians should discuss & ask for revisions or additions to the supervisor’s summary statement.

19. Supervisor Should: • Encourage librarian to get input from others (the more perspectives, the better). • If the librarian receives conflicting advice, one option is to gather individuals together to discuss the issues. • Ultimate responsibility is the librarian’s.

20. The Supervisor Should: • Review dossier to ensure all requirements and signatures are included.

21. Role & Activities of the P&T Committees

22. Each Committee Receives Direction from: • IU Libraries Library Faculty Handbook-sections. • Librarians’ Promotion & Tenure Committee Organization & Procedures • Dossier Routing • Or IUPUI Librarians Promotion and Tenure Committee Organization and Procedures & IUPUI Dean of Faculties Guidelines for preparing and reviewing P & T Dossiers • P&T Committee Manual

23. Purpose of P&T Committee: • Review dossiers and make recommendations on rank and tenure. • Provide workshops to help candidates and supervisors prepare. • Other charges as assigned

24. Compositionof P&T Committees: • IU Bloomington and Regional Process: • Proportional to the number of tenure track positions throughout the university. • There must be 2 full librarians, 4 associate librarians and 3 additional tenured librarians from any rank. • IUPUI Process: • There must be 5 tenured voting librarians

25. Each Committee ComesTogether . . . • In Bloomington, in September for P&T week. • In Indianapolis, in August for deliberations. • All members will review a dossier, one member will act as the presenter for the case providing a summary of everything the candidate has accomplished.

26. Each Committee: • Will discuss each case, deliberate and then vote. • While the presenter is responsible for writing the recommendation and letter for the candidate, the whole committee provides suggestions for what to include and then feedback on the written letters. • IUPUI receives guidance from IUPUI Dean of Faculties Guidelines  for Preparing and Reviewing P & T Dossiers

27. The Committee: • Also reviews the Mid-Tenure reviews. • Receives guidance from the Library Faculty Handbook, Mid-Tenure Review for Librarians.

28. Other Resources as Appropriate: • Human Resources Officer • Workshops/seminars (attend as many as possible) • Mentors: IU Libraries Library Faculty Handbook, Mentor Program (formal program), or informal arrangements. • P&T Intranet documentation • Campus-specific handbooks • Dean of Faculties guidelines

29. Mid-Tenure Review Letters • Letters are sent to the librarians being reviewed and to their supervisors • Letters are focused on what needs to be strengthened in future case for tenure • Committee tries not to be discouraging, but these are not “Feel Good” letters!

30. Sample Dossiers: • Available at the IUB & IUPUI Library’s Human Resources office • Ask librarians who have been through the process recently. • Available via campus mail • Available via OnCourse at IUPUI LibFac Resources/ Promotion & Tenure- Model P & T Dossiers

31. More Resources: • Former members of the P&T Committee • Peers • Dean or directors • Ask someone to review your dossier (someone not in your area can tell you if they can easily understand your documentation)