Working with Your Chair and Mentor T&P Series Working with Your Chair and Mentor

Finding Information UFF Contract (article 19 – Tenure and Promotion): http://hr.ufl.edu/wp-content/uploads/article19.pdf

Finding Information University Regulations (section 7.010 – Academic Affairs - mentoring): http://regulations.ufl.edu/wp- content/uploads/2015/04/7010.pdf University T&P Guidelines: http://aa.ufl.edu/policies/tenure-and-promotion-information/

Finding Information Smathers Career Development Handbook: http://cms.uflib.ufl.edu/cdh/Index.aspx UF & Smathers Trainings T&P Series – Academic Personnel – Tenure and Promotion Workshop - Thursday, April 6, 2017 T&P Series – T&P Overview and Dean/Director Expectations Thursday, May 18, 2017

Role starts at the beginning…. Recruitment Vacancy & Candidate selection process New Hire Selection of Mentor

Mentor agreement Purpose and desired outcomes (goals) of the mentoring relationship (list 3 or 4 things):   Best way to provide constructive and positive feedback (mentor and mentee have different styles – this is an opportunity to discuss your preferred method – i.e. to the point, privately, couched…) How often, when and where to meet – preferred communication method (phone, email, text, face to face)

Mentor agreement We agree to commit ourselves to this mentoring initiative for the specified period of time and understand that if the goals are not being met a reassignment may be the correct course of action.

And is ongoing…. Annual Evaluations Midterm Review Review evaluation with an eye towards tenure & promotion Assess mentoring relationship Midterm Review Includes an evaluation by Department Chair Mentor included in meeting at nominee’s discretion

Initiating Review Process Chair initiates the tenure and promotion process [April/May] Chair informs the faculty member of deadlines in the T&P process [T&P Guidelines link provided to all librarians as soon as received from Academic Affairs]

Letters of Evaluation Procedures Candidate (with mentor consultation) submits 7 names to Chair for outside letters Chair generates a list of potential reviewers Chair selects individuals (consult with Aso Dean) - at least ½ from candidate’s list Chair sends solicitation letter to evaluators

Letters of Evaluation Specifications Same solicitation letter sent to all (template provided in CDH) Advise evaluators – waived or did not waive right to review and respond to letters Attach Libraries’ specific clarifications of University criteria

Departmental vote When packet is complete: October - Gather eligible tenure home faculty for review & discussion Secret ballot of tenure home faculty eligible to vote no earlier than one day following meeting Oversee faculty vote Report vote to Libraries HR to update information in OPT [for, against, abstain, absent]

Chair’s Letter of Transmittal Reference Review packet Inside and outside letters of evaluation Selection of outside evaluators (how many from candidate/chair) Tenure home disucssion

Chair’s Letter of Transmittal Specifically Address Selection of outside evaluators (how many from nominee versus Chair) Significant changes in assignment Explanation if 20% or more votes are negative, abstain or absent

Final Steps Chair’s Letter of Transmittal Write letter – assessment & recommendation October – letter submitted to candidate – copy to Libraries HR Final Steps

Questions?