Advisor Promotion Process--OVPUE

1. Advisor Promotion Process--OVPUE Elizabeth Guertin, Assistant Vice Provost for Undergraduate Education& Executive Director of Advising 5/1/2019

2. Process Overview • Deadlines • Eligibility Criteria • Consultation with Supervisor • Supervisor Notification of Your Intent to Pursue Promotion • Preparation of Promotion Dossier • Committee Review Process • Decision & Notification

3. Deadlines • Aug. 30—Years-of-Service Notification • Aug. 30-Sept. 15 (or earlier in the summer)—Consultation with Supervisor • Sept. 15—Advisor notifies supervisor in writing of intent to pursue promotion that year; cc: Jennifer Watson (watsjenn@iu.edu) • Dec. 15—Promotion dossier submitted to Jennifer Watson (watsjenn@iu.edu) • Jan. 25—Decision by OVPUE Promotion Review Committee to endorse or not endorse for promotion • Feb. 22/23—Decision by Campus Review Committee to endorse or not endorse for promotion sent to campus administration • March 7 (approximate notification date)—Decision notification sent to candidate

4. Eligibility Criteria • Years of Service • Performance as defined in the “Promotion Structure” document. • 3 Competency Areas • Advising Practice - 35% • Advising Knowledge -35% • Professional Engagement – 30% • The quality of an advisor’s AdRx notes can be a factor in evaluating “Advising Practice” and “Advising Knowledge” • Eligibility to apply ≠ promotion

5. Sample Questions to ask in Developing the Dossier • Advising Practice • How will I document that I tailor my advising approach to incorporate students’ cultural identities? • How will I demonstrate that my outreach is proactive based on my assessment of student needs at a given time? • Advising Knowledge • How will I demonstrate that my advising incorporates a sophisticated understanding of advising theory, student development and learning cognition? • Professional Engagement • How will I document that I have engaged with advising as a profession?

6. Eligibility Criteria • Annual Evaluation vs. Promotion Standards • Annual evaluation reviews are a critical component of the promotion dossier but are not the same as the promotion review. • The promotion document requires that a candidate consistently, over the most recent 3 years, meets expectations in all 3 competency areas and exceeds expectations or is outstanding in at least one. • Promotion review looks at the long-term performance trajectory of the candidate. • Consultation with Supervisor

7. Promotion Dossier • Dossier Cover Page • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages) • Advisor cv/resume • Annual evaluation narratives for the most recent 3 years • 3 letters of support from professional colleagues • At least one from within the department (OVPUE) and at least one from outside the department • Minimum of 4 letters • Student feedback for the most recent 3 years • The promotion dossier should not exceed 70 pages (including all letters, narratives, the cv, and all supporting documentation) • Emphasize quality over quantity in everything you include in the dossier.

8. Tips for Dossier Preparation • The quality of the candidate’s statement and the supervisor’s letter are critical • Providing a sense of your professional development over time and a context for your advising approach and practice that is grounded in recognized advising models/advising research is of paramount importance • Tie examples from your own practice to your explanation of your advising approach and the models you commonly employ

9. Tips for Dossier Preparation • Strong dossiers provide a consistent picture of a candidate’s development of their practice, their understanding of the profession, and their thoughtful and intentional application of recognized advising models, approaches and research to benefit students • Strong dossiers provide insight and examples of the candidate’s impact, over time, on advising practice within their unit, across the campus and/or beyond the campus

10. Tips for Dossier preparation • Three Reference Letters • Consider requesting one from a colleague who has gained promotion • Strong reference letters demonstrate personal knowledge of the candidate’s advising practice • Student Feedback • Organize examples to show how your advising approach is effective in helping students and your professional growth over time

11. Dossier Preparation Recommendations • Organization is important • Be selective; don’t overwhelm the committee with too much supporting material • Make it easy for the committee to follow your story and to connect supporting documents to your personal statement • Highlight how you meet the standards for promotion • Annual performance narratives are critical; emphasize the specific years and the performance areas in which your supervisor indicated you exceeded expectations • Documenting a trajectory of professional growth and contributions over the course of your advising career is essential

12. Promotion to Senior • Expect the standards of the review process to be extremely rigorous • Consult with your supervisor at least a year in advance • Do not come forward before your supervisor confirms you are ready • Hone and revise your dossier over time • Share drafts for review with someone you trust • Demonstrating your professional growth since achieving the first level of promotion will be critical • Documentation of contributions at the regional and national level will be important

13. Dossier Format • WORD Document • New Times Roman, 12pt type • Standard order to materials – see guidelines • Label documents clearly • Example: “Student Feedback, O’Shea, 2013-14” • Be selective in what you include • Maximum length 70 pages including all supporting materials

14. Dossier Submission • Submit complete dossier electronically to Jennifer Watson (watsjenn@iu.edu) by 5:00 PM on Dec. 15. • Submission e-mail subject line: “Promotion Dossier your last name submission year” EX. “Promotion Dossier O’Shea 2016-17” • Candidate will receive an e-mail response from Jennifer Watson verifying the date and time the dossier was received. • Candidate is responsible for ensuring that all required elements of the dossier are complete at the time of submission. • If, upon review, a submitted dossier is found to be incomplete, the dossier will not be forwarded for committee review. • The candidate will be withdrawn from consideration for promotion for that year.

15. Promotion Review • Unit (OVPUE) Promotion Committee Review • Endorses promotion & forwards dossier with a letter of endorsement to Campus Review Committee OR • Does not endorse promotion. Review process ends; candidate & supervisor notified by the Committee. • Campus Promotion Review Committee • Endorses promotion & forwards dossier with a letter of endorsement to administration OR • Does not endorse promotionand forwards dossier to administration with a letter indicating that the candidate is not endorsed for promotion. • Campus Administration • Reviews committee letters and dossier and notifies candidate & supervisor of promotion decision.

16. Next Steps • Consult with your supervisor by Sept. 15 if you are considering applying for promotion in 2019-20. • Notify your supervisor in writing (e-mail) and copy Jennifer Watson (watsjenn@iu.edu) by Sept. 15, 2019 if you intend to pursue promotion this year. • E-mail subject line: “Promotion Application {insert last name} 2019-20” • Consult with your supervisor by Oct. 31 if you are considering applying for promotion in 2020-21. • This is a recommendation not a requirement. • Consultation early in the fall the year before application will allow you to focus on aspects of your advising practice in which you could strengthen your documentation.

17. Questions?