Tenure and Promotion Workshop Educational Leadership Stream

Agenda Welcome & Opening Remarks – Mark Mac Lean Guide to Tenure & Promotion – Deena Rubuliak & Mark Trowell Senior Appointments Committee – Melanie Jones Questions and Discussion Closing Remarks May 19, 2016

Our Objective To provide faculty members with an understanding of the tenure and promotion processes To support the success of faculty members going forward for tenure and promotion. May 19, 2016

Tenure & Promotion Criteria Tenure & Tenure Clocks Promotion Reviews Procedures For Assistance… May 19, 2016

The Tenure Streams The Educational Leadership Stream Instructor I Senior Instructor Professor of Teaching May 19, 2016

Three Pillars: Teaching, Educational Leadership and Service The Criteria Three Pillars: Teaching, Educational Leadership and Service Teaching Educational Leadership Service May 19, 2016

The Procedures The reappointment, tenure & promotion procedures are set out in Articles 5 & 9 of Part 4: Conditions of Appointment for Faculty, and are supplemented by the Guide to Reappointment, Tenure and Promotion Procedures at UBC (the “SAC Guide”) May 19, 2016

The Tenure Clock The tenure clock begins on July 1 of the calendar year of hire Extensions are granted for maternity & parental leaves (automatic) and sick leaves and on a case by case basis May 19, 2016

The Tenure Timeline for Instructors 1st reappointment is in Year 2 2nd reappointment is in Year 4 Mandatory tenure review is in Year 5 You may be reviewed early, but you can only be reviewed one time for tenure. May 19, 2016

Periodic Review for Promotion You will undergo a periodic review for promotion to Senior Instructor in Year 5 and be eligible for a promotion review to Professor of Teaching in your 5th year as a Senior Instructor and every 3 years thereafter. May 19, 2016

The Tenure & Promotion Review Process File is submitted by the candidate Department conducts review and makes recommendation The file is then reviewed at the Faculty level with a recommendation from the Dean before going to the Senior Appointments Committee and finally the President for a final decision on the award of tenure and promotion. May 19, 2016

Head’s Meeting By June 30, the Head must meet with all tenure track faculty annually. For tenured faculty, we encourage annual meetings or, at minimum, at least in the 2 years prior to a promotion review. May 19, 2016

Head’s Meeting It’s an opportunity to clearly note the strengths, deficiencies and opportunities for improvement It is also important to receive advice re the CV and other relevant material required for the next review The Head & candidate must agree in writing on matters discussed. May 19, 2016

The Initial File Unless otherwise agreed, the faculty member’s dossier and all relevant documentation necessary for review must be submitted by September 15. May 19, 2016

Eligibility to be Consulted The Head must consult with eligible members of the departmental standing committee on all reappointment, tenure and promotion cases Each Academic Unit is required to have documented procedures regarding consultation with the departmental standing committee for all reappointment, tenure and promotion cases. May 19, 2016

Letters of Reference All tenure and promotion cases require 4 letters of reference The candidate provides 4 names, of which 2 must be solicited The Head then consults with the departmental standing committee on choosing the final list of referees. May 19, 2016

What referees receive The letter of request is only accompanied by the candidate’s CV and selected materials relevant for the assessment including teaching dossiers. May 19, 2016

Tenure & Promotion Reviews Department Standing Committee meets after obtaining letters of reference Department Standing Committee votes & recommends to Head Serious concerns? No Yes Invited to respond in writing to serious concerns May 19, 2016

Tenure & Promotion Reviews Head recommends to Dean Head notifies candidate in writing of decision Negative? Yes Invited to respond in writing to Dean May 19, 2016

Tenure & Promotion Reviews Dean seeks Faculty Committee vote Dean recommends to President Dean notifies candidate of decision Negative? Yes Invited to respond in writing to President May 19, 2016

Tenure & Promotion Reviews President New Serious concerns? No Yes Invited to respond in writing to President President notifies candidate of decision May 19, 2016

Supplementing the File The University and the candidate have the right to supplement the file with new info at any stage prior to the President’s decision Use dated supplements to update your file! May 19,2016

For Assistance… The Collective Agreement, in particular Articles 2 - 5 & 9 of Conditions of Appointment for Faculty Guide to Reappointment, Tenure and Promotion Procedures at UBC for 2015/16 Faculty Relations website: www.hr.ubc.ca/faculty_relations/tenure/ Faculty Association website: www.facultyassociation.ubc.ca/promotiontenure.php Call us!

Senior Appointments Committee Professor Melanie Jones SAC Chair May 19, 2016

Senior Appointments Committee 20 person committee of professors Includes representation from the Faculty Association, UBCO and all faculties at UBCV Two Subcommittees: Associate and Professor (members meet weekly September through June) SAC reviews all tenure, promotion and new appointment files (170-200/year) and makes recommendations to the President. May 19, 2016

SAC Terms of Reference Advise the President on the merits of individual cases according to: Concepts of procedural fairness Appropriate standards of excellence across and within faculties and disciplines The Collective Agreement and SAC guidelines All relevant contextual matters (CA Article 5.14; Section 10 SAC Guide) May 19, 2016

Examples of Contextual Factors Maternity, parental or medical leaves the candidate’s personal circumstances, if relevant Discipline- and context-specific opportunities/constraints within each department and faculty CA Article 5.14e; SAC Guide Section 5.5.1 May 19, 2016

SAC Review Process Files are reviewed in detail for merits & fairness by the Associate or Professor Subcommittee members Cases may be deferred pending receipt of additional information or procedural clarification Cases are ranked: ‘A’ – no substantive issues or procedural concerns ‘B’ – negative recommendation by Dean – SAC members have questions for the Dean (approximately 15% of all cases) May 19, 2016

SAC Full Committee Review ‘A’ cases generally approved without substantive discussion by full SAC ‘B’ cases require full SAC discussion: Dean joins SAC for discussion of the case Vote taken in Dean’s absence Dean immediately informed of result which is considered “confidential” May 19, 2016

Recommendations & Decisions SAC Chair informs the President of SAC recommendations and votes on each case Chair provides the President with notes on SAC discussion with the Dean regarding all ‘B’ cases (notes added to candidate’s file) President makes her recommendation to Board of Governors May 19, 2016

Educational Leadership Stream Criteria Collective Agreement (2012 – 2014): Senior Instructor – A. 3.04 Professor of Teaching – A. 3.05 SAC Guide: Appendix 1 Appendix 2 May 19, 2016

Educational Leadership Stream A distinct career track with different expectations than professorial ranks Requires evidence of excellence in teaching and educational leadership with impact beyond one’s own classroom Excellence in teaching is not enough Research productivity is not required. May 19, 2016

Educational Leadership Stream Discipline and context specific opportunities within each department should be noted re teaching, educational leadership and service activities Evidence of external visibility and impact should be framed based on opportunities within units (e.g. access to grant and travel funds; teaching loads; etc. May 19, 2016

Senior Instructor – Article 3.04 Excellence in teaching Demonstrated educational leadership, involvement in curriculum development and innovation, and other teaching and learning initiatives Contributions to service May 19, 2016

Senior Instructor (cont’d) “It is expected that Senior Instructors will keep abreast of curent developments in their respective disciplines and in the field of teaching and learning.” - SAC Guide, p. 48

Professor of Teaching – Article 3.05 Outstanding achievement in teaching and educational leadership Distinction in the field of teaching and learning Sustained and innovative contributions to curriculum development, course design and other innovations and initiatives Service to academic profession, University and community. May 19, 2016

Professor of Teaching (cont’d) Demonstrated “educational leadership and impact beyond one’s own classroom, within the University and, as appropriate, externally in the broader academic community” Demonstrated “impact on student learning and the quality of education at UBC and beyond” “…scholarly teaching (teaching informed by research/scholarship of teaching and learning) is expected” (SAC Guide, p. 47) May 19, 2016

Evidence of Educational Leadership (Appendix 1 of SAC Guide) May 19, 2016

Examples of Evidence of Educational Leadership Formal educational leadership responsibilities within the Department and/or Faculty (e.g., on teaching-and learning-related committees) Contributions to substantive curriculum development/redesign (e.g. accreditation) Funding obtained for improvement of teaching and learning – new initiatives Development and/or coordination of courses and programs and/or new assessment models/methods May 19, 2016

Evidence of Educational Leadership Application of innovative, research-based approaches to curriculum and pedagogy Applications of scholarship of teaching and learning, including resulting presentations and publications (e.g., articles, abstracts, conference proceedings, poster sessions) Development and dissemination of instructional materials/publications (textbooks, training manuals, software), including open education material.

Evidence of Educational Leadership Organization and/or participation in conferences or educational events focused on teaching and learning within your program, department, faculty, University and/or outside of UBC Contributions to university and faculty-based teaching and learning initiatives (e.g., CTL-based programs and communities of practice; Peer Review of Teaching, etc.) Contributions to professional training programs (e.g. TA/tutor training) models/methods Mentorship of peers and students. May 19, 2016

Evidence of Educational Leadership Evidence of the ability to work individually and collaboratively to enhance teaching and learning Evidence of relationships with other learning units or institutions that fosters the exchange and development of information and resources on teaching and learning Evidence of initiatives that advance UBC ability to excel in its teaching and learning mandates.

REFEREES May 19, 2016

Referees – Educational Leadership Stream Senior Instructor/Tenure: Familiarity with your teaching contributions Not someone with whom you have co-taught Outstanding teachers outside your department Can be outside UBC, but not required Professor of Teaching At least 2 external to UBC and 2 external to your Department National vs. International – impact “beyond UBC” May 19, 2016

Important Considerations In Preparing Your Dossier Documentation of teaching excellence UBC curriculum vitae Familiarity with the criteria specific to your rank and promotion Evidence of educational leadership External referee selection May 19, 2016

TEACHING EXCELLENCE May 19, 2016

Teaching Effectiveness CA 4.02; SAC 4.3 Effectiveness primary criterion, not popularity Command over subject matter Familiarity with recent developments Preparedness & presentation Accessibility to, and mentorship of, students Influence on intellectual and scholarly development of students (mentorship) Willingness to teach range of subject matter and levels May 19, 2016

Evidence of Teaching Excellence Teaching awards and nominations beneficial but not essential (one form of evidence) Student evaluations – quantitative and qualitative Peer teaching reviews Student supervision – professional, research, internships, residency, etc. Multi-section course coordination SAC 3.2 & Appendix 2 May 19, 2016

Educational Leadership Stream – Appendix 4 (SAC Guide) CURRICULA VITAE Educational Leadership Stream – Appendix 4 (SAC Guide) May 19, 2016

Common Problems with CVs Information is duplicated or repeated in different sections of the CV and publication record CV is not up to date, is not dated, or is not in UBC format Lack of clarity regarding the candidate’s role and contributions (committee work, collaborative projects, team teaching) May 19, 2016

Common Problems with CVs Failure to properly distinguish between regularly assigned teaching duties and activities beyond the classroom Teaching record is incomplete May 19, 2016

Curricula Vitae - Recommendations Use UBC format; adapt as needed (see annotated version in SAC Guide – Appendix 4) Use narrative opportunities to provide context for teaching (8a), educational leadership (9a), and “additional information (13/14) – be concise “less is more” May 19, 2016

Final “Words of Wisdom” Start early – “hit the ground running” – know what you need to do and be sure to do it Find a senior mentor Don’t listen to rumors – go to the source for information (CA & SAC Guide) Choose your service contributions very carefully Keep your CV up to date Keep track of, and document, your successes. May 19, 2016

Toot Your Own Horn May 19, 2016

Questions? As always….. Please check the Faculty Relations website, email, or call Contact the Faculty Association for assistance Thank you!! May 19, 2016