Faculty & Staff Promotion and Tenure Workshop Monday, April 16, 2018 eBinder Review Melissa Crawford, Office of Faculty Development and Advancement

What will we discuss? What is changing? Preparing the eBinder Creating a Successful eBinder Organization of the eBinder How do I get to my eBinder?

What is changing? In case you haven’t heard… The Promotion and Tenure process is now entirely digital through a customized workflow available in myFSU-HR. Confidentiality and security has been enhanced. Ability to track progress of eBinder. Training has been provided to staff in all departments and colleges.

What does this mean for you? Faculty Make sure you know which staff member in your department or college will be helping you. Delegates have been trained on the online system and are ready to help you prepare your eBinder. The delegate list is posted on the FDA website and is in your packet - http://fda.fsu.edu/faculty- development/promotion-and-tenure. No candidate should be in this alone. They have all been trained and are ready to help you. Make sure you know which staff member is helping you, ask your chair or dean or look at the list on the FDA website. So…. All that to say…… (NEXT SLIDE)

What does this mean for you? Staff Ask your department chair or dean who will be going up this year. Only delegates can create an eBinder. Candidates will be have access to eBinder once it is created. Candidates can upload their own materials (except for the outside letters) or you can upload materials for them.

Faculty… Relax, you DON’T need to know the details.

Staff… You DO need to know the details.

Creating a Successful eBinder Faculty and Staff Use the information in the Promotion and Tenure Memo. Faculty, make sure you know which staff member in your area can help you. Staff delegates in your department and/or college have been trained on the online system, are very knowledgeable, and can answer most questions. Please contact me if you need more clarification. This is where the detail come in. Page 8 in the memo is Attachment 1. Use the check list posted on the FDA website but honestly….as I was preparing it I discovered that I think it’s obsolete now. The system is your check list. It won’t let you or your staff move forward unless it’s all there.

Preparing the eBinder – Faculty and Staff The department or college delegate must generate the eBinder before the candidate can access it and upload materials. The candidate, the department chair or dean and the delegate can and should participate in the process of building the eBinder. The Chair or Dean and the Candidate must “sign off” on the summary cover sheets. The candidate’s electronic signature certifies that he/she has reviewed the eBinder and that the contents are valid and accurate. The chair’s/director’s or dean’s electronic signature certifies that the eBinder complies with University procedures and has been reviewed by the candidate. Staff, make sure the candidate/chair “submits” the eBinder after you have checked it. This is the official submission. Preparing the eBinder Delegate must generate eBinder before you can access it. During the prep stage, you, you chair or dean and your delegate have access to the eBinder. Candidate and chair/dean will electronically sign the eBinder which will trigger the next stage of review.

Organization of the eBinder Section 1: Summary Cover Sheets Includes votes for promotion and tenure Early tenure agreements Agreements to adjust tenure status Candidates will electronically sign to signal that you have reviewed the contents of the eBinder. Section 2: General Information Chair’s and/or Dean’s Letters Response to these letters (if applicable) Department and College Summaries Tenured Faculty Summary (if applicable) Outside Letters CV from FEAS (finalized and unaltered) In Press Acceptances (no conditional acceptances) PAGE 8 OF MEMO Not going through each tab. Details in memo and check list.

Organization of the eBinder Section 3: Evidence of Achievement Your major accomplishments Your discussion of teaching, research and service SPCI reports (from FEAS) Sample Syllabi Scholarly or Creative Works (think about how you want to submit these) Section 4: Evaluative Materials 2nd and/or 4th year reviews (summary narrative) Progress towards promotion and/or tenure letters SPCI reports. We are working with FEAS to create a new summary report so faculty do not have to use EvaluationKit which as you know prints out 5 pages per section per course now. Creative works – links to articles, books, you tube videos to you choreography or music.

Organization of the eBinder Section 5: Late Additions (optional) Proof of article accepted for publication Documentation of a new grant approval Documentation that a creative activity has been accepted for viewing Staff delegates in your area will help you

Common Mistakes Must be a finalized and unaltered CV from FEAS. CV missing one-sentence description of each published work since employment at FSU, or since last promotion at FSU. CV missing co-authors. In-press acceptances not actually saying the work was accepted (no conditional acceptances). Three years only for: Courses taught (except in rare circumstances; no extended report) Student responses to SPCI #13 SPCI summary forms (from FEAS) The annual evaluation form should not be included. All assistant and associate professors should have annual progress towards promotion and/or tenure letters.

Clarifications A narrative explanation provided by the departmental committee chair summarizing the discussion during the meeting and vote. If there are negative votes from the department committee, please elaborate on the reason(s) for the votes. Simply stating the numerical vote in the narrative is not sufficient. (page 10) Abstentions are limited to situations involving real or perceived conflicts of interest (familial relations or substantial professional or financial entanglements that prevent judging the candidate objectively). All abstentions should be subtracted from the number of eligible voting faculty on the Summary Cover Sheets. Absences from campus that result in a failure to ballot during the review process should be recorded as “absent,” not as an “abstention.”

Staff - How do I generate an eBinder? Only department or college delegates can generate an eBinder Print the Staff Quick Start Guide from http://fda.fsu.edu/faculty-development/promotion-and-tenure and follow the directions in the guide (You also have the guide in your packet today).

The staff quick start guide: has instructions on how to generate an eBinder and has instructions on how to help faculty candidates preparing or updating their eBinder If you are a new delegate for this year, you will need to complete the Online P&T training in Canvas and request the appropriate eORR. Instructions on how to register for the course are on the FDA website - http://fda.fsu.edu/faculty-development/promotion-and- tenure.

Faculty- how do I get to my eBinder? Make sure your staff delegate has generated your eBinder. Print the Faculty Quick Start Guide from http://fda.fsu.edu/faculty-development/promotion-and-tenure and follow the directions in the guide (You also have the guide in your packet today).

The faculty quick start guide: has instructions on how to upload documents to your eBinder; has instructions on how to view your eBinder as a whole before you submit it; and has information on where your eBinder will go once it is submitted. Staff delegates in your department and/or college have been trained on the online system, are very knowledgeable, and can answer most questions.

Sample eBinders If you signed in out in the lobby, you will be added to the “Promotion and Tenure Sample Binder” Canvas organization site by the end of the week.

Resources

Questions? FEAS Questions Department/College Delegate OR Dr. Janet Kistner or Melissa Crawford 644-6876, jkistner@fsu.du mucrawford@fsu.edu http://fda.fsu.edu/faculty-development/promotion-and-tenure FEAS Questions Tiffany Phillips 645-8203, tphillips@fsu.edu http://feas.fsu.edu All documents are on the website above.