2009 Tenure and Promotion Workshop Policy and Procedures Overview

Agenda Formal Review of Packets Definitions Time in Rank Preparing your Tenure and Promotion Packet Definitions Time in Rank Criteria Process Timeline Tenure Progress Assessment Voting

What is Tenure? Qualified right to continuous employment for qualifying faculty Subject to certain requirements initially and throughout employment Requires distinction in at least two areas

What is Promotion? Promotion is the official conferring of faculty-ranked titles State faculty titles Assistant Professor Associate Professor Professor Recognizes distinguished performance

Time in Rank Tenure – Nominated by sixth academic year of full-time service or “when ready” Promotion – Generally, five or six years of work minimum for promotion to next rank

Criteria Quality of scholarship -- teaching, research, extension Research or other creative activities Distinction in your program areas Effective working relationships with clientele and colleagues Above average performance appraisals Quality of scholarship—teaching, research, extension, e.g., classroom instruction, CES, academic advisement...) Research or other creative activity (peer reviewed publications, scholarly activity…) Distinction in at least two program areas. Appreciably better than the average. Working relationships with clientele and UF/IFAS employees. Above average performance appraisals

Process Timeline Spring – IFAS workshops Late Summer/Fall – Unit deadlines for submission, voting, external review Early September – One copy due to IFAS Human Resources Early October – Packets due in IFAS Office of Human Resources November – IFAS T/PS/P Committee and IFAS deans review

Process Timeline – continued December – Revisions, if needed December / January – IFAS Deans make recommendation to President January to April – UF Academic Personnel Board review April / May – President’s review and recommendation to Board of Trustees for tenure

Process Timeline – continued April / May – Candidates notified of status July 1 – Tenure effective July 1 – Promotions effective, but has varied

Voting Process for Units Tenure and Promotion – votes are separate Tenure: tenured faculty in the tenure department vote tenured faculty at the research center vote, regardless of discipline, but only once (with the tenure department)

Voting Process for Units Promotion: faculty at a higher rank in the tenure department vote faculty at the research center at a higher rank vote, regardless of discipline, but only once (with the tenure department)

Unit Voting Process Departments Research Centers Although the tally of votes is public, individual votes should be kept confidential Votes are based on information in the packet

IFAS Review of Packets IFAS T/PS/P committee reviews all packets 12 members at the Professor or Agent IV level Representative of state and county faculty Six are elected by IFAS faculty Six are appointed by the Senior Vice President Serves in fact-finding, consultative role to the IFAS deans Complete an individual assessment included on the nominee cover sheet Confidential discussion

Review of Packets Deans review, determine support, and prepare letter All packets forwarded to University Administration unless withdrawn by the applicant in writing UF Academic Personnel Review Board reviews; IFAS has one representative

Review of Packets Academic Personnel Board provides assessment to the President Promotions -- President makes final decision except Assistant In series Tenure -- Board of Trustees makes final decision based on President’s recommendation

Feedback to candidate Department / Center vote Unit leader support / letter IFAS committee individual assessment Dean support / letter

What Happens if Tenure is Not Granted If tenure is not supported by the Deans/Academic Personnel Board: candidates not at the end of the probationary period may withdraw the packet and submit when appropriate. candidates at the end of the probationary period may withdraw the packet and resign or request that the packet to be forwarded to the Academic Personnel Board and UF President. If tenure is not supported by the President, a letter of non-renewal is issued by IFAS Candidate may choose to withdraw the tenure packet at any time prior to the President’s decision If the tenure packet is not approved by the President, a letter of non-renewal is issued. It is very unusual for a packet to reach the President if it’s not going to make tenure. You may choose to withdraw the tenure packet at any time prior to the President’s decision. If the packet is prior to the required year it can be re-submitted the next year. If not, one can submit a resignation. You may choose to withdraw your PROMOTION packet any time in the process. You can resubmit in the future.

Promotion If you have been granted tenure, you may withdraw your promotion packet any time in the process.

UF Regulations Related to Tenure, Permanent Status and Promotion 6C1-7.025 6C1-6.009 6C1-7.019 On the web at http://regulations.ufl.edu/

Follow-up and Feedback IFAS Human Resources is responsible for the T/PS/P process. Contact us with procedural questions. Questions regarding unit timelines, content, criteria, etc. – contact your Chair/Director Candidates are notified of packet status at key stages IFAS Human Resources website - http://personnel.ifas.ufl.edu/

The Packet The packet is your means of presenting accomplishments for Tenure/Promotion consideration Review the Provost’s Memo when distributed

The Packet Preparing the packet

Questions?

Extension Program Section

Expectations Excellence in teaching Innovation Engagement Scholarship Funding Documented impact

Programs Quality Impact

Why If you have an extension assignment, it is a major component of your job You will not receive tenure or promotion without sufficient documentation Must show excellence

Job Duties This description should delineate the major areas of your assignment Provide a percentage breakdown of each Address each area of your assignment in the same order listed at the front of the packet Organize this section to be as easy as possible for the reader

What is an Extension Program? Each description of your program(s) should contain: Program title Situation statement Program objectives Educational methods Program accomplishments/impacts

Section 1 - Program Title Example: “Improving the Quality of Beef Cattle and Forage” Example: “Improving Nutrition of Senior Citizens” Example: “Improving Water Quality – A Watershed Approach” Be as descriptive as possible - don’t just state “Beef” or “Foods and Nutrition”

Section 2 - Situation This should be a succinct overview of the program rationale. Answers the questions: “Why is this important?”, “Who is the intended audience?” and “What is intended outcome/impact? Written with the intention of helping non-IFAS folks understand.

Section 3 - Program Objectives Succinct statements of the major intended outcome of the program. Measurable Can be change in practices, knowledge, economic status, etc. Should be an obvious link with the situation statement.

Section 4 - Educational Methods Delineate the nature and extent of the educational methods Sequential Examples: number and type of meetings, newsletters developed, demonstrations held, etc.

Section 4 - Educational Methods (continued) Summarize information from other parts of the packet as follows: Related work reported in other sections (2000-2006) Creative Works (15) Refereed Journal Articles (2) Newspaper articles (25) Extension Publications in EDIS (12) Presentations (6 invited; 8 contributed) Field Days (4) Seminars and Workshops (15) Grants and Contracts ($50,000) In-service training for agents (3)

Section 5 – Accomplishments / Impacts Quantifiable and clear Results Number of people Number satisfied Knowledge increase Practices adopted Change in status: economic social environmental Explain scholarly effect Should answer the question – so what?

Other Programmatic Efforts State significant program activities that do not fit within the listed job duties

Questions about the Extension section?

Preparing the rest of the packet

Need Help? Please contact us! Unit Leader Mentoring Committee Program Leader IFAS Office of Human Resources Susan Hudson Mary Anne Morgan 352/392-4777