PROMOTION TO PROFESSOR AT HUMBOLDT STATE UNIVERSITY

1. PROMOTIONTO PROFESSOR AT HUMBOLDT STATE UNIVERSITY Overview of the Process of Putting a WPAF (Working Personnel Action File) Together

2. WHAT IS IT? The WPAF contains evidence and evaluations of your activities and accomplishments related to the 3 areas of performance: TEACHING EFFECTIVENESS SCHOLARLY/CREATIVE ACTIVITIES SERVICE

3. WHO REVIEWS IT? Department Level: Initiating Unit Personnel Committee (IUPC) Department Chair College Level: College Personnel Committee Dean University Level: University Faculty Personnel Committee (UFPC) Provost President

4. BEFORE YOU START Read Appendix J of the Faculty Handbook carefully - it is the most thorough guide. (1) http://www.humboldt.edu/~aavp/FacultyHandbook/AppendixJ.pdf Read the following other reference documents carefully--they will answer the vast majority of your questions. UNIT 3 CBA, ARTICLE 15 – EVALUATION: (2) http://www.calstate.edu/LaborRel/Contracts_HTML/CFA_CONTRACT/article15.shtml PERSONNEL ACTION DATES CALENDAR:PUT EVERY DEADLINE ON YOUR CALENDAR NOW! (3) http://www.humboldt.edu/~aps/faculty/retention.html and click on Personnel Action Dates for Retention, Tenure and Promotion (RTP) Continued

5. BEFORE YOU START - Continued • THE PERSONNEL DATA SHEET (PDS) FORM (4)http://www.humboldt.edu/~acadsen/UFPC/PersonnelDataSheetrevised2008May.doc • GUIDELINES FOR PREPARATION OF THE PERSONNEL DATA SHEET (PDS) (5) http://www.humboldt.edu/~acadsen/UFPC/GuidelinesPreparationPDS2008May.doc

6. WHO CAN HELP? Your Department Chair Your IUPC Chair The University Faculty Personnel Committee (UFPC): if there are questions that cannot be answered at the department level, you can ask the UFPC for advice. Academic Personnel Services (the AVP of APS puts on a workshop for all RTP candidates every fall). Please avail yourself of this opportunity. Other facultywho havecompleted the promotion process recently (within the last year or so).

7. PERSONNEL ACTION FILE (PAF) The candidate and the Chair of the IUPC should review the PAF before the file close date to see if there are any materials needed for the WPAF. LOCATION: Office of the Dean, College of Arts, Humanities & Social Sciences ACCESS: during normal business hours; please call in advance to schedule a date and time at least 24 hours in advance

8. CREATION OF WPAF WPAF • Materials submitted by • Faculty Member: • Index • Signed letter granting tenure & promotion • Clarification of terminal degree if • necessary • PDS (Personnel Data Sheet) • Report of leaves since last promotion • Supporting Documents Personnel Action File (PAF) in Dean’s Office Candidate and Chair of IUPC review to look for materials which should go into the WPAF Student Evaluations In custody of the Department Office

9. WHO PREPARES WHAT? DEPARTMENT OFFICE provides: Student Evaluation statistical data and student comments since the advent of Class Climate (F’07) reports include statistical data and handwritten student comments data from the old Scantron system required: tally sheet of statistical data blank copy of evaluation form handwritten student comments IUPC gathers & provides: any materials solicited on behalf of the candidate (evaluative letters from colleagues on- and off-campus, student letters, etc.). FACULTY MEMBER provides: index letter granting tenure & promotion PDS (Personnel Data Sheet) supporting documents not solicited by the IUPC (non-evaluative evidence supporting performance areas)

10. ORGANIZATION OF WPAF CONTENTSGeneral Guidelines The WPAF contains evidence and evaluations of your activities and accomplishments related to teaching effectiveness, scholarly/creative activities, and service. Actual examples of materials supporting performance areas (i.e., copies of manuscripts, publications, art work, syllabi, etc.) are kept in a SUPPLEMENTAL BINDER, which is retained at the Initiating Unit Personnel Committee (IUPC) level. A copy of the index to the contents of your supplemental binder should be included in Section 1 of your WPAF. It is essential to have a well-organized file. Explain the meaning and significance of each item that appears in your WPAF. Clarity is paramount. EVERYTHING in the WPAF must be submitted in REVERSE CHRONOLOGICAL ORDER.Memorize these 3 words.

11. ORGANIZATION OF WPAF CONTENTSGeneral Guidelines - Continued • WPAF materials to be placed in one or more sturdy three-ring binders.Please use NEW binder(s) that won’t open accidentally and that allow for easy page turning. • CLEARLY LABEL YOUR BINDER(S): name, department name, and the personnel action for which you are a candidate (Promotion to Professor) to appear prominently on the: • front cover • spine • inside cover sheet • HELPFUL TIP: text on the spine should be horizontal, not vertical (everyone handling your file will appreciate this simple courtesy) • File must be organized in NINE (numbered) tabbed sections. • Material in each section to be in REVERSE CHRONOLOGICAL ORDER (i.e., most recent material first). • All materials should be three-hole punched.

12. WPAF: REQUIRED 9 SECTIONS • Section 1 - Index of materials submitted for evaluation. • Section 2 - Pertinent documents concerning original appointment, subsequent retention tenure & promotion; evaluations of leaves intended to count as time in academic rank; & clarification of the terminal degree status if not readily apparent. Tenured faculty need not include data from before their last promotion. • Section 3 - Initiating unit and college personnel policies and procedures, & Department/Unit RTP Criteria and Standards. • Section 4 -Personnel Data Sheet (PDS) & Professional Development Plan (PDP). • Section 5 –Recommendations from evaluating committees & administratorsrather than the candidate. • Section 6 - Evaluative letters that address areas of performance from faculty & professional colleagues (on and off campus), administrators,staff, & other relevant individuals (non-students). • Section 7– Evidence of teaching effectiveness (in addition to collegial letters). • Section 8 – Non-evaluative evidence of scholarly/creative activities. • Section 9 – Non-evaluative evidence of service.

13. Section 1 - Index of materials submitted for evaluation List the 9 sections in the required order. The sections on the Index should match the tabbed dividers exactly. Nothing makes an administrator or committee crankier than not being able to find materials where listed on the index. Include a copy of the Index to your SUPPLEMENTAL BINDER of work products (syllabi, publications, documentation of creative activities such as slides, DVD’s, CD’s or print material) that has been retained at the IUPC. You have the option of further indexing your WPAF (each section may be prefaced with an index of that section). Indexing should accurately reflect the content of your file. PLEASE PROOF ANY AND ALL INDEXING CAREFULLY.

14. Section 2 - Pertinent documents This section must contain the following pertinent documents regarding the history of your employment at HSU since your last promotion (IN REVERSE CHRONOLOGICAL ORDER): the signed letter regarding your last promotion clarification of terminal degree status, if not readily apparent report(s) on leaves intended to count as time in academic rank NOTE: TENURED FACULTY WHO HAVE BEEN PROMOTED AT HSU SHOULD NOT INCLUDE DATA FROM BEFORE THEIR LAST PROMOTION.

15. Section 3 - IUPC policies and procedures & Departmental RTPCriteria & Standards Documents to be included are: The Dean’s office will insert the current policies/procedures information for the College Promotion Committee. You do NOT need to submit prior versions in this or any other section. One copy of the MOST RECENT Initiating Unit Personnel Committee policy and procedure (which should indicate that IUPC members are elected). Announcements of invitations for student and collegial testimony. Department invitations for colleagues to observe your classes.

16. Section 4 - Personnel Data Sheet (PDS) The PDS is a summary form used in the RTP process by the candidate to present basic data on qualifications for RTP. The PDS is your opportunity to explain the significance of each entry or each item included in your WPAF. Information should be CURRENT, ACCURATE, and COMPLETE. All data in the PDS must be in REVERSE CHRONOLOGICAL ORDER. BREAKOUT SESSION ATTENDEES, PLEASE NOTE THAT A HARD COPY OF AN EXCELLENT PDS HAS ALREADY BEEN DISTRIBUTED TO YOU.

17. Section 5 - Evaluation materials from Committees & Administrators This section is where letters for the CURRENT evaluation cycle will be placed. You should initial or sign each letter to indicate that you have seen the letter before it is placed in your file. This section will be empty when it leaves your hands;these letters will be placed in your WPAF along the way. You will have the opportunity to see and respond to every letter before it is placed in your file. A copy of your response, if any, will be placed in this section. Continued…

18. Section 5 - Continued… Letters from the CURRENT CYCLE will include those from: the President the Provost the University Faculty Personnel Committee (UFPC) the Dean the College Promotion Committee the Department Chair (unless serving on the IUPC, then a letter explaining the same in lieu of the DC letter) the Initiating Unit Personnel Committee (IUPC)

19. Section 6 - Evaluative letters from faculty & professional colleagues, administrators, staff, & other relevant individuals • Your IUPC should ensure that there is adequate peer evaluation of your performance, however, it is your responsibility to arrange for collegial evaluations to be placed in your file in a timely manner. • “The effectiveness, relevance, and value of a candidate’s accomplishments and activities in each performance area shall be determined primarily on the basis of written statements from colleagues within the university and, where appropriate, from peers outside the university”. Continued…

20. Section 6 - continued • Evaluative statements from colleagues shall be based onsupport by direct observation of the candidate’s performance. • All evaluative letters must be identified by name. • Email and FAX correspondence may be includedonly if they contain the original handwritten signature of the sender. • Candidates should initial or sign each letter, indicating that they have read it.

21. Section 7 - Evidence of Teaching Effectiveness Section 7 is divided into three types of evidence: Student letters collected outside of the regular evaluation process must be identified by name and must be signed by the student. Student evaluation data collected as part of the classroom student evaluation process (anonymous and identified only by course and/or section). It is the responsibility of your department to provide statistical summaries and written student comments from anonymous student evaluations. You may provide here your own analysis of each set of student evaluations. Continued…

22. Section 7- Continued • You may add a statement about any negative studentevaluations or comments with each statistical summary. You are encouraged to do so. • You may also explain the circumstances resulting in a low percentage return rate of student evaluations.You are encouraged to do so. • Teaching faculty must haveat least two classes evaluated each year.CANDIDATES ARE ENCOURAGED TO HAVE ALL CLASSES EVALUATED FOR AT LEAST ONE YEAR PRECEDING THEIR CANDIDACY. (3) Any otherrelevant evidence.

23. Section 8 - Non-evaluative Evidence of Scholarly/Creative Activities Letters evaluating your scholarly/creative activities are placed in Section 6. A list of those letters may be placed, as a cross-reference, in this section. You may also provide a list of works, by title, date and significance, that are contained in the Supplementary Binder as exhibits or work products of scholarly/creative activities. Items in this section may include material such as: • acceptances for works in progress • invitations and/or acceptances to give presentations • fliers, programs, etc. giving evidence of your participation • unsigned Email or FAX correspondence It is helpful to highlight where your name appears in programs, etc.

24. Section 9 - Non-evaluative Evidence of Service Non-evaluative evidence of service may include a small representative collection of materials such as: • fliers • programs • invitations • copies of newspaper clippings • copies of award or recognition certifications • thank you notes for service • letters of appointment to committees or boards Letters EVALUATING your service are placed in Section 6. A list of those letters may be placed, as a cross-reference, in this section. You may also provide here a list of materials in your Supplementary Binder such as policies or procedures you helped write or develop, reports of committees, resolutions for which you took a primary authorship responsibility, or any other work products. The list should include title, date, and significance of each work product.

25. Supplemental Binder Your Supplemental Binder should be organized in a similar format to your WPAF binder. It should be divided into sections which relate to the WPAF, for example: Samples of Work Related to Teaching Effectiveness Samples of Scholarly/Creative Activities Keep in mind that its purpose is to enable your colleagues to review actual work products as they write their evaluative letters on your behalf.

26. THANKS TO THE CHANCELLOR’S OFFICE FOR THEIR HOSPITALITY My thanks to the following people from Humboldt State University: • Dr. Colleen Mullery, AVP of Academic Personnel Services for her authorization to share the document “WPAF Preparation Guidelines”. • A special thanks to her staff: Sherry Deffenderfer, Melissa Koval and Jana Wilson, the unsung heroines who keep everyone on track and on task with faculty personnel-related issues. • To the ASCs and ASAs in my college who ROCK. Despite the ever increasing workloads and surviving yet another PeopleSoft module implementation, they endure with grace, humor, professionalism and persistence. • Thanks to Megan McKenzie, lead ITC in my college. Putting together a PowerPoint in 2-1/2 hours with a complete novice is above and beyond the call of duty! • Professor Steve Jenkins,for authorizing my use of his PDS. And to Team Sacramento, the heart of ARC!

27. QUESTIONS AND ANSWERS

28. WRAP UP! • Thank you all for attending! • If you’d like electronic copies of these PowerPoint documents, they will be posted on the ARC website. • Evaluations and CANDY!

29. Have fun later on the bus ride back to the Palms!