Guidelines for Promotion and Appointment

1. Guidelines for Promotion and Appointment Public Service and Outreach

2. Promotions Calendar 2019-2020 outreach.uga.edu

3. Promotions Calendar 2019-2020 outreach.uga.edu • NOTES: • Immediately following university committee deliberations, Unit Directors/Deans/Department Heads will be notified of any dossier in their respective unit that was not recommended for promotion by the PSO Promotions Committee. • Appeal requests for any dossier not recommended by the committee must be submitted to the Vice President for Public Service and Outreach within seven days after notification of an unapproved recommendation. • Final promotion decision and notification is sent to Unit Directors, Deans, or Department Heads after approval for promotion from Provost and President.

4. Changes of Note

5. outreach.uga.edu COPIES OF THIS PUBLICATION MAY BE DOWNLOADED AT THE FOLLOWING LINK: http://outreach.uga.edu/policies/appointment-and-promotion-guidelines/ THEN CLICK Changes of Note (Revised 2019) (PDF)

6. Outline of Changes outreach.uga.edu Updated wording to define purpose of guidelines and considerations for rank Clarification for earning an advanced degree for Public Service Professional Professional growth and development criterion added for Public Service Assistant Clarity to Note 3 regarding impact for Associate and Senior Specificity of criterion and new Note 5 regarding collaboration Letters of evaluation to include assessment of impact; inclusion of curriculum vitae with request for evaluation Clarity regarding inclusion of multiple job descriptions Clarity regarding searchable vs non-searchable PDFs New Recommendation for Promotion form

7. Part I: Career Ladder Philosophy for Public Service and Outreach Faculty outreach.uga.edu • Pages 1 & 2 • Public Service and Outreach Faculty Track • Additions to first paragraph: • The guidelines specified in this document provide factors to be considered for making initial appointments to public service and outreach non-tenure faculty rank and judgments about the promotion of public service and outreach faculty.The public service and outreach faculty career track conductprofessional activities that differ from those performed by tenured teaching and research faculty in ways that make the traditional criteria for appointment and promotion inadequate or inappropriate for public service and outreach faculty.

8. Pages 3 & 5 Definitions and Requirements of Public Service and Outreach Rank Public Service Professional: Addition to #3: Appointment consideration without an advanced degree is deemed an exceptional case. (See Note 1 on page 5.) Note 1 Addition to Note: Appointment consideration without an advanced degree is deemed an exceptional case. In such a case, the candidate must show clear and convincing evidence of moving toward excellence in the criteria appropriate to the work assignments, demonstrate significant impact of the work assignments to the communities he or she serves, and substantiate one’s own professional development and unique expertise. outreach.uga.edu

9. Pages 4 & 5 Definitions and Requirements of Public Service and Outreach Rank Public Service Assistant: Addition to #4: A documented record of professional growth and development is required. Addition to #5: A documented record of consistent productivity of superior quality in work assignments is required. Criteria renumbered and the following changes were made for both Public Service Associate and Senior Public Service Associate: Addition to #5: A documented record of consistent productivity of superior quality in work assignments is required. Addition to #6:Demonstrated impact is required. (See Note 3 on pages 5-6.) Addition to #7: A documented record of meaningful and synergistic collaboration is required, clearly specifying the impact of the collaboration and the level of the candidate’s contribution. (See Note 5 on pages 6-7) outreach.uga.edu

10. Pages 6-7 • Definitions and Requirements of Public Service and Outreach Rank • Note 3 • Addition to Note: Documentation for promotion must demonstrate the impact of work assignments on the communities or external organizations for which the faculty member is serving. Impact should be substantiated throughout the dossier with quantitative and/or qualitative evidence that conveys significant and direct results of the faculty member’s unique expertise, contributions, and collaborations. • Addition to Bullet #11: Show advancement of knowledge, creation of new methodologies or significant changes to existing methods, public benefits of project or research findings, and communication with and validation by peers regarding candidate’s successful efforts • Addition to Bullet #14: Compare project outcomes or research findings to pre-determined benchmarks.

11. Page 8 • Definitions and Requirements of Public Service and Outreach Rank • Note 5 • Addition to Note: • In order to explore innovative ways to respond to the needs of external constituents, public service and outreach faculty are expected to form meaningful and synergistic collaborations with faculty and professionals across disciplines and areas of focus. • Expected collaborations for promotion to public service associate include one or more of the following categories; expected collaborations for promotion to senior public service associate include two or more of the following categories: • Collaboration with public service and outreach faculty in another Public Service and Outreach Unit at UGA or with similarly ranked faculty or professional associate with a mission of public service and outreach at another accredited institution of higher education; • Collaboration with academic rank faculty at UGA or similarly ranked faculty at another accredited institution of higher education; • Collaboration with professionals at appropriate agencies, associations, organizations, or offices that are not clients or direct beneficiaries of the candidate’s public service and outreach work, but in collaboration extend the reach and impact of the candidate’s work.

12. Page 8 Definitions and Requirements of Public Service and Outreach Rank Note 5 (continued) Documentation for promotion must include clear evidence of the relevance, benefit, and impact of collaboration(s) to address substantive public service and outreach issue(s). Successful collaborations represent a collective effort where there are shared responsibilities for significant portions of the design, implementation, and/or delivery of a program, product, or service. Collaboration should result in an enhanced scope and/or impact that likely would not have occurred without the partnership. The candidate’s role in the collaboration must be clearly defined and indicate the level and/or extent of the candidate’s contribution to the collaboration must be specified. A progressive level of leadership in collaboration(s) is expected as the candidate advances from public service associate to senior public service associate. outreach.uga.edu Note Renumbered Old Note 5 is now Note 6

13. Part II: General Considerations for Public Service and Outreach Faculty Rank and Function outreach.uga.edu Page 10 Additions to first paragraph: There are several types of faculty rank within the university. This section describes general factors to be considered when making initial appointments to public service and outreach faculty rank and the broad functions expected of public service and outreach faculty.

14. Part III: Appointment Process outreach.uga.edu Page 12 Appointment Procedures for Public Service and Outreach Faculty Addition to D: Three to five letters of evaluation should be provided. These letters should be obtained from qualified, unbiased individuals who know the candidate professionally and can evaluate scope and impact of his/her public service and outreach work and accomplishments.

15. Part IV: Promotion Process outreach.uga.edu Appointment and Promotion upon Receiving an Advanced Degree Page 14 Additions to first paragraph: An advanced degree is expected for public service assistants and a terminal degree is expected for public service associates and senior public service associates. When a public service professional receives an advanced degree (Masters or higher) from an accredited institution, recommendation for public service faculty appointment can be initiated at that time according to the public servicefaculty appointment process outlined on pages 10-11. When a public service representatives who lacked an advanced degree, receives an advanced degree (but not a terminal degree) from an accredited institution, the candidate may apply for public service assistant faculty promotion during the next promotion cycle, requiring a full promotion dossier.

16. Dossier for Promotion outreach.uga.edu Pages 17 -19 Addition to first paragraph: The dean/director/department head of the university unit shall forward to the Vice President for Public Service and Outreach one original hardcopy and anelectronic copy of the dossier submitted on one USB flash drive, with two PDFfiles. File 1 is to include sections A through E; File 2 is to include Section F (seebelow for description of each Section). All written materials should be saved as asearchable PDF document, except for the “Recommendation for Promotion Form”(Section F). Addition to Section C: Section C A complete job description stating the full scope of the candidate’s responsibilities. The job description should include, at a minimum, the following three sections: Academic Preparation and Experience, Responsibilities and Assigned Geographic Work Area, and Required Skills and Attributes. The more realistic—and the less idealistic—the components of the job description, the easier it will be for the review committees to determine the degree to which the candidate meets or exceeds these expectations. If the candidate has occupied more than one job since last promotion, aspects of each job should be delineated and noted in this section.The job description section should be no more than three pages.

17. Dossier for Promotion outreach.uga.edu Pages 19-20 Addition to Section E: Section E. Letters of Evaluation. The nomination of a candidate should be supported by letters from no more than five authorities who can provide a critical and detailed evaluation of the candidate. Candidates for public service associate and senior public service associate should strongly consider including letters from regional, national, and/or international authorities. The unit dean/director/department head should make the request for such letters. A suggested format can be found on page 20. In order to provide a context of the candidate’s academic qualifications and experience, the candidate’s curriculum vitae may be included with the request for evaluation. However, letters of evaluation should be focused on the appraisal of achievements and impact of the work from the perspective in which the evaluator knows the candidate. Change in link - Section F: https://provost.uga.edu/_resources/documents/promoform_NTT.pdf

18. Part V: Forms and Guidelines SAMPLE Letter for Use in Requesting Evaluation of Candidate outreach.uga.edu Page 23 Additions and renumbering to the SAMPLE Letter for Use in Requesting Evaluation of Candidate: The context in which you know the candidate. The candidate’s professional competency. The quality and significance of the candidate’s professional public service and outreach contributions. Impact of the candidate’s unique expertise, contributions, and collaborations. The candidate’s state, regional, or national reputation and relative standing in his/her field. Your evaluation of the candidate as a colleague and/or public service professional.

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20. Submitting the Dossier Page 28 E. An electronic copy of the dossier must be submitted on one USB flash drive, with two PDF files. File 1 is to include sections A through E; File 2 is to include Section F (see below). All written materials should be saved as a searchable PDF document, except for the “Recommendation for Promotion Form” (Section F).* PDF File 1 includes the following sections: • Section A: consists of Cover, Table of Contents, and Cover Letter • Section B: consists of Curriculum Vitae • Section C: consists Job Description • Section D: consists of Documentation of Achievements • Section E: consists of Letters of Evaluation PDF File 2 includes the following section: • Section F: consists of Recommendation for Promotion Form and Summary Narrative * To create a searchable PDF file, compose documentation in MS Word and Save as Adobe PDF.

21. Clarification for Searchable and Non-Searchable PDF documents (all files without signatures should be PDF files created directly from Word, any file containing signatures or from other sources should be PDF files created by scan of the original) • Section D: consists of Documentation of Achievements (supporting materials - if obtained from other sources - should be scanned PDFs) • Section E: consists of Letters of Evaluation (original letters scanned into PDF files) • Section F: consists of Recommendation for Promotion Form and Summary Narrative (form should be scanned into PDF file from original signature document - please confirm all original signatures are included with scanned copy)

22. Paul Brooks Associate Vice President for Public Service and Outreach (706) 542-3946 pjbrooks@uga.edu Sue Chapman Senior Public Service Associate (706) 542-8925 chapmans@uga.edu Questions? Mark Foster Senior Public Service Associate (706) 542-7542 fosterm@uga.edu Laura Veatch Administrative Specialist (706) 542-6045 laveatch@uga.edu

23. Guidelines for Appointment and Promotion Revised January 2019 Mark Foster Senior Public Service Associate (706) 542-7542 foster@uga.edu

24. As of July 1, 2015, the rank of public service assistant is the sole entry level for public service faculty rank. This rank is comparable to that of assistant professor. Competency should be supported through academic preparation and/or experience appropriate to the duties and requirements of the position. An advanced degree is expected. A documented record of professional growth and development is required. A documented record of consistent productivity of superior quality in work assignments is required. Demonstrated impact is required. outreach.uga.edu Public Service Assistant

25. This rank is comparable to that of associate professor. Competency should be demonstrated by academic preparation and experience in a field appropriate to the duties of the position. A terminal degree is expected. A documented record of professional growth and development is required. A documented record of consistent productivity of superior quality in work assignments is required. Demonstrated impact is required. A documented record of meaningful and synergistic collaboration is required, clearly specifying the impact of the collaboration and the level of the candidate’s contribution. Tangible evidence of contributions to the body of knowledge or practice in his/her chosen field is required. Recognition as a regional and/or national leader in his/her field is required. (Regional is defined as any area outside a person’s assigned geographic responsibility, specified in the candidate’s job description.) A minimum of four years at the public service assistant rank is usually expected (counted from the date of his/her appointment or last promotion, including the current year). outreach.uga.edu Public Service Associate

26. This rank is comparable to that of professor. Competency should be supported by academic preparation and/or experience in a field appropriate to the duties of the position. A terminal degree is expected. A documented record of professional growth and development is required. A documented record of consistent productivity of superior quality in work assignments is required. Demonstrated impact is required. A documented record of meaningful and synergistic collaboration is required, clearly specifying the impact of the collaboration and the level of the candidate’s contribution. Tangible evidence of contributions to the body of knowledge or practice in his/her chose field is required. Distinguished reputation as a national and/or international leader in his/her chosen field is required. A minimum of five years at the public service associate rank is usually expected (counted from the date of his/her appointment or last promotion, including the current year). outreach.uga.edu Senior Public Service Associate

27. Terminal degree Collaboration Leader in field Regional, National, International Documented record Demonstrated impact of work Early promotion Recognition of lack of degree or years in rank Contribution to body of knowledge or practice (peer reviewed) outreach.uga.edu Clarification of Terms

28. Promotion recommendations originate in the administrative unit which the candidate is assigned Candidates prepare their complete dossier for consideration Unit Public Service faculty meet to evaluate candidates’ completed dossier Recommendations are made by written ballot for each candidate and are made part of the candidate’s dossier Minority vote report shall be included in the dossier If administrator’s recommendation is different than the committee vote, a full explanation should be included in the transmittal letter If there is an insufficient number of Public Service faculty in the unit to form a committee then the administrator should solicit assistance from VPPSO Successful candidates continue to University committee for consideration University committee is comprised of PSO faculty Candidates nominated but not promoted the previous year can reuse appropriate materials, but new materials and letters are expected Promotion Procedures outreach.uga.edu

29. Candidates are evaluated on superior accomplishments Successful candidates go beyond acceptable performance Candidates evaluated on contributions to the outstanding reputation of PSO and UGA Candidates should be recognized leaders in their professional expertise Doing their job vs. going above and beyond Reputation vs. productivity Lack of terminal degree and experience Concentration vs. diversity Affirmative Action Statement Overall Considerations outreach.uga.edu

30. Unsuccessful nominations for promotion at the university level may be appealed Requests should be submitted in writing by the unit administrator to VPPSO within seven (7) days of notification Administrator appeals should include a detailed explanation of reasons for reconsideration This letter is the only new information allowed Separate committee appointed to review appeals Unit level appeals are handled by the unit Appeal Procedure outreach.uga.edu

31. Paul Brooks Associate Vice President for Public Service and Outreach (706) 542-3946 pjbrooks@uga.edu Sue Chapman Senior Public Service Associate (706) 542-8925 chapmans@uga.edu Questions? Mark Foster Senior Public Service Associate (706) 542-7542 fosterm@uga.edu Laura Veatch Administrative Specialist (706) 542-6045 laveatch@uga.edu

32. Organizing a Dossier for Promotion Senior Public Service Associate (706) 542-8925 chapmans@uga.edu Sue Chapman

33. Getting Started outreach.uga.edu Read the guidelines http://outreach.uga.edu/policies/appointment-and-promotion-guidelines/ THEN CLICK Guidelines for Appointment and Promotion (pdf)

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35. Section A: Cover Letter Written by Dean, Director, Dept. Head Scope and quality of job performance Contribution to profession & service Describe impact, reputation, collaboration Weighed heavily by committee Must address lack of terminal degree or early promotion outreach.uga.edu

36. Section B: Curriculum Vita Summary of biographical data Reverse Chronological Order Professional experience & career accomplishments Can span entire public service career List most recent activities first Suggested sections…. outreach.uga.edu

37. I. The Resume Name (Full official name) Title Organization Current PSO Rank & date promoted Phone # Education (academic and special certifications) Employment and/or Professional appointments outreach.uga.edu

38. II. Professional & Academic Service University, Department/Unit, Professional Association activity Professionals Association memberships Awards & honors Professional leadership and/or conference leadership positions Committee assignments Events coordinated Internal presentations; materials developed Mentoring experiences outreach.uga.edu

39. III. Program Accomplishments Presentations, training & instruction Invited lectures Exhibitions Media outreach Grants & financial awards received Consultation and/or technical assistance Applied research Collaborative programming outreach.uga.edu

40. IV. Educational Development Publications developed Books written Articles written Exhibits developed Media developed Curricula developed Special materials outreach.uga.edu

41. V. Professional Development Conferences attended Classes/Courses In-service training Advanced degree special projects Non-academic education outreach.uga.edu

42. Other Possible Sections Supervision/Administration Service to Community outreach.uga.edu

43. Section C: Job Description Must correspond with Achievement section Academic preparation and experience Assigned geographic work area Required skills and attributes Responsibilities If occupied more than one job since last promotions, aspects of each job should be delineated and noted 3 pages maximum outreach.uga.edu

44. Section D: Documentation of Achievements Achievements and outstanding contributions since last appointment Organized around issues/programs/body of work Describe significant contributions Explain collaborative efforts Emphasize impact, results, outcomes Redundancy is a good thing Clarify role in work Cross reference to supporting evidence Limit to 30 pages (documentation + supporting evidence = 30 pages) outreach.uga.edu

45. Section E: Letters of Evaluation No more than five letters Strongly consider including letters from regional, national, and/or international authorities Must be critically evaluative and analytical Focuses on the appraisal of achievements/impact of work from the perspective of the evaluator Requested by the Dean/Director/Dept. Head Include References for Letters Include Letter Requesting Evaluation Evaluator’s signature with an original signature, and may be mailed or sent by e-mail as a scanned attachment Evaluation should be written on letterhead outreach.uga.edu

46. Section F: Recommendation for Promotion (part 1) Recommendation Form https://provost.uga.edu/_resources/documents/promoform_NTT.pdf outreach.uga.edu

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48. Section F: Recommendation for Promotion (part 2) Summary Narrative • Maximum 1 page • Highlights (“elevator speech”) • Read by Provost outreach.uga.edu

49. Summary Narrative Since Last Promotion or Appointment (This form cannot exceed one page) Budgeted and assigned duties (including geographic work area): Professional achievements: Publications, awards, honors, contracts and grants: Other (including university service, formal instruction, research, and/or significant community service) outreach.uga.edu

50. Important for Associate Candidates!! • Demonstrated impact • Regional and/or national reputation • Evidence of contributions to the body of knowledge or practice (“Peer Reviewed”) • A documented record of professional growth and development • Terminal degree is expected. outreach.uga.edu