2015 UTIA P&T Committee Presentation and Panel Discussion – Guiding Principles Used by the P & T Committee KAREN VAIL (E&PP), AL WOMAC (BESS) AND KIM JENSEN (AGEC)

P&T Committee Processes Expanding Expectations with Increased Rank Teaching Ability and Effectiveness The Extension Component Research, Scholarship and Creative Achievement Institutional, Disciplinary and/or Professional Services Enhanced Retention Review ERR Dossier Format, Tips and Questions Suggested Template? Candidates Review of Packet Prior to Submission Overview

P&T Process Overview Candidate prepares dossier (since initial UT appointment/ last submission of promotion dossier*) & CV ◦Workshop, mentors or dept. P&T comm. & head, see UTIA examples, new template? External letters included in Dossier (you may be requested for input) Annual review summaries provided (this is not your annual report) ◦Department head’s ◦Departmental mentoring committee Departmental vote and summary DH letter provided P&T Committee: reviews the written materials P&T Committee: recommendation letter to appropriate Deans

The Review P&T Committee operations ◦Reviewers are UTIA faculty from OTHER departments, scientific disciplines, and often with different appointment split (R/T/E) ◦Chair identifies conflicts and recused reviewers identified ◦Primary & secondary reviewer assigned ( ~ similar appt.) ◦Discussions and comments by committee (typically ½ to ¾ hour) ◦Letter written by primary and reviewed by secondary, shared with committee, edited by chair for consistency, distributed again to committee for comment ◦Letter for ERR should have summary recommendations to the candidate to improve program, focus, emphasis areas, presentation by dossier Evaluation conducted in context of the appointment (T/R/E). Identify unique program traits and productivity

5 Rank: Expanding Expectations Associate professors are expected to 1. hold the doctorate or other terminal degree of the discipline, or to present equivalent training and experience as appropriate to the particular appointment 2. be good teachers 3. have achieved and to maintain a recognized record in disciplinary research / scholarship / creative activity Assistant professors are expected to 1. hold the doctorate or other terminal degree of the discipline, or to present equivalent training and experience as appropriate to the particular appointment 2. show promise as teachers 3. show promise of developing a program in disciplinary research / scholarship / creative activity that is gaining external recognition Professors are expected to 1. hold the doctorate or other terminal degree of the discipline, or to present equivalent training and experience as appropriate to the particular appointment 2. be accomplished teachers 3. have achieved and to maintain a nationally recognized record in, disciplinary research / scholarship / creative activity

6 Rank: Expanding Expectations Associate professors are expected to 4. have achieved and to maintain a record of institutional, disciplinary, and/or professional Service 5. have normally served as an assistant professor for at least five years 6. have demonstrated that they work well with colleagues and students in performing their university responsibilities Assistant professors are expected to 4. have a developing record of institutional, disciplinary, and/or professional service 5. show evidence that they work well with colleagues and students in performing their university responsibilities Professors are expected to 4. have achieved and to maintain a record of significant institutional, disciplinary, and/or professional service 5. serve as mentors to junior colleagues 6. have normally served as an associate professor for at least five years 7. have shown beyond doubt that they work well with colleagues and students in performing their university responsibilities

7 Teaching Ability and Effectiveness Suggestions Make sure to participate in regular peer teaching reviews Show that you adopt suggestions from the peer review Work closely with your mentor in crafting a statement of teaching philosophy and implementation Present student evaluation summaries in an organized way Show evidence that you have worked with students even if your appointment is 100% research (e.g., guest lecture, serve on graduate committees as member or advisor) Serve on graduate student committees or as their advisor on a regular basis, and include their accomplishments (papers, reports, journal articles, presentations, jobs after graduation)

8 As you move through the ranks, show more responsibility in supporting the teaching function in general (e.g., serving on departmental or CASNR-level teaching committees, club advisor, mentoring of young faculty instructors) Provide evidence of teaching outcomes and innovative methods used Be sure to list any teaching awards or honors received (from CASNR, UT, or externally) A summary of courses taught, enrollments, number of graduate committees and advisees at the top of this dossier section is recommended Teaching Ability and Effectiveness

Initial UT appointment or date of last submission of promotion dossier Appointment (R/E/T) Departmental and external letters Teaching (philosophy) and Extension program summary Number and type (PB, SP, Ws…) of peer-review Extension publications Peer-reviewed articles, book chapters, abstracts, trade articles, internet activity, … In-service training activity and interaction with county Extension professionals Training of others including professionals The Extension Component

Extension ( Teaching) program activity, reviews, and impact (financial, change in practice, knowledge gained, etc.) Research activity Support of overall program Commodity/Clientele group leadership and service Institutional (Departmental, Institute, University), discipline and professional service Collegiality and level of program recognition The Extension Component

11 Candidate’s statement (Suggestions) Mentor’s guidance & UTIA examples Target audience: faculty members within and outside of candidate’s research area and discipline Goal: to give the reader a broader understanding of the purpose, scope, and impact of the candidate’s research work Should not be overly verbose Research, Scholarship, Creative Achievement

12 Scholarly Publications (Suggestions) Candidate boldfaced and supervised student names asterisked (or equivalent thereof) in author list Candidate’s role identified Type of publication-whether is refereed or not Dossier organization: Lists of refereed and un-refereed publications placed in separate subsections. Manuscripts in preparation, under review, and being planned should be listed in separate and delineated dossier subsection(s). The latter suggestion particularly relevant to ERR. Research, Scholarship, Creative Achievement

13 Scholarly Publications (continued) Numbered and chronological listing suggested (Manual for Faculty Evaluation, newest first?) Dividing publication lists into delineated sub-subsections according to year is recommended Bibliographic style and format for the CV and dossier should be the same A summary statement at the top of vita and dossier subsections is recommended: for example “Peer Reviewed Publications: 22 peer reviewed journal articles ( )” or since last submission of promotion dossier or initial UT appointment. Research, Scholarship, Creative Achievement

14 Grants/Contracts (Suggestions) Include sources and amounts of funding (and specify funding amount attributable to your program) Highlight efforts and leadership roles that involve large or interdisciplinary teams to attain larger competitive grants Define role on inter-departmental or inter-institutional grants (particularly leadership roles) Grant proposals that were submitted but not funded should be listed (in a separate subsection), to display grantsmanship A leadership role on larger grants is expected as a candidate’s career progresses Show evidence of producing outputs and impact from funded projects A summary of total grant and contract dollars at the top of relevant sections of the vita and dossier section is recommended Research, Scholarship, Creative Achievement

15 Intellectual Property (disclosures/patents/commercialization of technology) Important to indicate role and contributions to this type of effort as you did for publications/grants/contracts Research, Scholarship, Creative Achievement

16 Exhibit balance in your dossier with respect to service Make sure the level of service is appropriate for your rank Try to provide service in a mix between Dept, UTIA, UTK, and profession Institutional, Disciplinary, and/or Professional Service

RankRequirementsSuggestions/Ideas Assistanthave a developing record committee member on departmental, UTIA, university, or professional association committees, journal reviewer one or more journals, session moderator for professional meetings, review grant proposals Associatehave achieved and to maintain a record committee chair on departmental, UTIA, university, or professional association committees, journal reviewer for multiple journals, session or topic coordinator for professional meetings, national grants review panel Fullhave achieved and to maintain a record of significant committee chair on departmental, UTIA, university, or professional association committees, journal reviewer for multiple journals, hold office in your professional association, journal editorial board, or journal editor, national grants review panel, mentor a junior colleague 17

18 The ERR evaluation by the UTIA Promotion and Tenure Committee does not involve a vote Strengths and weaknesses of your program are outlined as well as ideas from the committee to help you move forward successfully through a regular tenure/promotion vote Progress made to improve on ERR deficiencies identified is key At this phase there are no external letters Enhanced Retention Review (ERR) StrengthsWeaknesses Teaching Research/ scholarship /creative activity Service Work well with colleagues and students

19 Strongly emphasized tip: Begin preparing your dossier from the first day you begin working here following the outline provided in The Faculty Evaluation Manual Part IV. Appendix B contains explanations, examples, and sample forms of the materials contained in the dossier Some departments require presentation of the updated dossier for the annual retention votes Make sure to closely follow the UTIA Dossier Preparation Tips of the current year The UTIA P&T Committee would greatly appreciate a single pdf document to contain all parts of the submission packet. ◦Keeps items in order, easy to determine if all present, and keeps formatting when printed Format i. the dossier; ii. the curriculum vitae; iii. any supporting materials such as sample publications, videos, recordings, or other appropriate forms of documentation.

20 Obtain advice from your faculty mentor(s) and departmental P&T representative; seek assistance to double check that you are following the proper format and are providing the necessary content Refer to the UTIA dossier examples Carefully select supporting materials such as sample publications, videos, recordings, or other appropriate forms of documentation (we suggest a maximum of 5 to 7 examples of what you consider to be your BEST publications as exemplars) Format

Tips for Success Dossier since initial UT appointment/ last submission of promotion dossier and CV for career Include a Table of Contents (and page nos. [link/bookmark]) List page numbers consecutively rather than as sect- subsection. Clearly describe position description or assignments (dept. head writes), and any changes along the way File evidence in the correct category Don’t include evidence that is not really related or supportive of program

Tips for Success Don’t forget to clearly note your role in publications, grants and contracts, projects, presentations and other Include a summary table at the beginning of major sections Remove white space. Each subsection does not require a separate page. Handwritten Peer Review Evaluation of Teaching & Outreach forms can be difficult to read. Consider retyping handwritten responses.

Other Questions No clear, rational explanation why mixed department votes (ie. negative votes) Recommendations made in Annual Evaluations not clearly implemented Annual Faculty Reports not promptly filed each year, without explanation Early Consideration, concise communication of timeline of tenure track (This request must be approved by the department head, dean, and chief academic officer)

TemplateTemplate – one pdf A. Summary Sheet: Recommendations for Promotion and/or Tenure Educational History and Employment History ◦Statement of Responsibilities Department and College Criteria Statements ◦Certification of Competence to Communicate in English B. Teaching Ability and Effectiveness ◦Teaching Evaluation Summary C. Research, Scholarship, Creative Achievement D. Institutional, Disciplinary, and/or Professional Service E. Candidate Signature Statement F. External Letters of Assessment ◦Letter to External Evaluators for Tenure and/or Promotion Decisions ◦Log of External Letters of Assessment Method of Selection of External Evaluators ◦Qualifications of External Evaluators G. Annual Retention Review Forms (for tenure-track faculty only) ◦Annual Review Forms (for faculty seeking promotion only) ◦Department Head's Letter Statements of Evaluation by Review Committees ◦Dissenting Reports ◦Candidate’s Response ◦Dean’s Letter

Compose Dossier for Your Reviewers Real people…. Who want you to succeed Be mindful of their challenges ◦Overworked with little “extra” time ◦“Volunteered” to read your dossiers -Dossiers not available until mid-December -Winter break through beginning of spring semester -Early mornings/late nights

Compose Dossier for Your Reviewers Make it EASY to read Don’t embellish or hide problems Make sure the numbers add up First impressions matter ◦No typos, careless errors ◦Your departmental rep not present (unless ERR)

Document cannot be changed without permission / notification after SharePoint deadlines are passed to ensure that committee members review the same version. So… before the submission packet is finalized ◦Review it with your departmental P&T committee representative ◦Ask your departmental administrative assistant to assemble the packet into one pdf and ensure all parts are present Candidate Submission

Questions/Comments? 28

Principles Used and Recommendations from UTIA P&T Evaluators Kim Jensen, Doug Hayes, and Tom Samples Dept. of Ag. & Resource Econ., Biosystems Engineering & Soil Sciences, and Dept. of Plant Sciences & 2014 UTIA P&T Discussion for Rising Candidates Al Womac, Biosystems Engineering & Soil Sciences 2014 P&T Workshop Lannett Edwards, Animal Science Thanks to Previous UTIA Promotion and Tenure Committee Presentations Acknowledgements: The 2014/15 UTIA P&T Committee reviewed this for input.