1. 2012 Workshop Permanent Status and Promotion Policy and Procedures Overview

2. Agenda Definitions Time in Rank Criteria Process Timeline PS Progress Assessment Voting Formal Review of Packets Preparing your Permanent Status and Promotion Packet Extension Section

3. What is Permanent Status? Similar to tenure, it provides assurance of a continual appointment subject to certain requirements of the position Is granted by the Board of Trustees following the completion of all requirements Consideration is based on performance of faculty duties and responsibilities

4. What is Promotion? Promotion is the official conferring of a higher academic rank in recognition of distinguished performance as a faculty member County level faculty use the titles Extension Agent I, II, III, IV Agent I is non-Permanent Status

5. What is Distinction? “Distinction” is defined by faculty in the department and college. Significant effort as well as demonstrated excellence and effectiveness in the faculty member’s primary area of assignment.

6. Non-PS Accruing Faculty Courtesy Agents (paid 100% by county) Program Agents (paid 100% on grants) Follow same process Complete same packet Courtesy promotions are approved by the IFAS Senior Vice President

7. Basic Eligibility/Qualifications Permanent Status – If approved, awarded at the end of the 6 th academic year Promotion – Generally, five years of work minimum for promotion from Agent II and higher Agent I -- considered for Promotion to Agent II at the same time as PS

8. Basic Eligibility/Qualifications Master’s degree progress is required for PS and promotion to rank II

9. Master’s Degree Requirement for Permanent Status be admitted to accredited graduate program have a graduate committee and adviser have an established plan of study and related requirements complete 50% of course credits A letter from major adviser must verify that these conditions have been met If degree is not completed, must meet the following:

10. Master’s Degree Requirement for Promotion Master’s degree is required for rank III or above

11. Permanent Status “When Ready” May apply for permanent status any time prior to the beginning of the last year of the PS probationary period Must meet usual, expected PS criteria DED shall initiate the PS nomination process upon request

12. General Information PS is with UF/IFAS PS is not granted for supervisory or administrative responsibilities Performance is evaluated annually to determine whether appropriate progress is being made

13. General Criteria Promotion and Permanent Status criteria Please refer to the IFAS Promotion, Tenure, and Permanent Status Criteria and Guidelines, a reference document for the University Academic Personnel Board.

14. Disclaimer! Permanent status or future promotions are not guaranteed All is contingent upon your productivity and performance

15. Process Timeline February / March – IFAS PS&P Workshops Summer – Unit deadlines for submission, voting, external review. July – One electronic copy due to IFAS Human Resources. September – Packets due in IFAS Human Resources Early November – IFAS T/PS/P Committee and IFAS deans review

16. Process Timeline -- continued December – IFAS Deans make recommendation to President January – Packets due to Academic Personnel February / March – Academic Personnel Board review May – President/BOT review and final decision

17. Process Timeline -- continued May – Candidates notified of status July 1 – Permanent status usually effective July 1 – Promotions usually effective

18. Voting Process Votes for Permanent Status and for Promotion are separate Permanent Status: colleagues in your district who have been granted permanent status are eligible to vote on your packet Promotion: colleagues in your district who are at a higher rank can vote

19. Voting Process Although the final tally of votes is public, individual votes must be kept confidential Votes based on information in the packet Each district is considered to be a “department” for voting purposes DED does not vote

20. Review of Packets IFAS T/PS/P committee reviews all packets  12 members  Representative of state and county faculty  Six elected by IFAS faculty  Six appointed by the Senior Vice President  Serves in fact-finding, consultative role

21. Review of Packets Deans review, determine support, and prepare letter All packets (except courtesy faculty) are forwarded to University administration unless withdrawn by the applicant

22. Review of Packets Promotions and permanent status -- President makes recommendation to Board of Trustees for final decision Courtesy faculty -- Senior Vice President makes final decision

23. Feedback to Candidate Unit vote DED support IFAS committee assessment Dean support

24. What Happens if Permanent Status Is Not Supported If PS is not supported by either the Deans or the Academic Personnel Board:  Candidates not at the end of the probationary period may withdraw the packet and resubmit when appropriate  Candidates at the end of the probationary period may withdraw the packet and resign or allow the packet to be forwarded

25. What Happens if Permanent Status Is Not Supported If PS is not supported by the President, a letter of non-renewal is issued by IFAS A candidate may choose to withdraw the packet at any time prior to the President’s decision

26. Promotion If you have been granted permanent status, you may choose to withdraw your promotion packet any time in the process.

27. Third-Year Progress Assessment Third academic year Assess progress towards Permanent Status Participation is required

28. UF/IFAS 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/http://regulations.ufl.edu/

29. Follow-up & Feedback Contact IFAS HR with procedural/process questions Contact your DED with questions regarding unit timelines and content Candidates are notified of packet status at key stages

30. DED Deadlines DED deadlines are different from IFAS HR deadlines Check with your DED to make sure you are on time  Permanent Status and Promotion  Third-Year Progress Assessment  Salary Pay Plan

31. The Packet The packet is your opportunity to present accomplishments for PS/Promotion consideration Review the Provost’s Memo when it is distributed

32. Preparing the packet

33. Extension Program Section

34. Introduction The Extension section is a major component of your packet Permanent status or promotion cannot be achieved without sufficient documentation in this area Refer to the Extension Program document on the HR website http://personnel.ifas.ufl.edu/tenure.shtml http://personnel.ifas.ufl.edu/tenure.shtml

35. Job Duties 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

36. Job Duties Organize this section to be as easy as possible for the reader

37. Extension Program Each description of accomplishments within program areas should contain five major sections:

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

39. Section 2 - Situation Brief overview of the program rationale Answers the questions: “Why is this important?” and “Who is(are) the intended audience(s)?” Write with the intention of helping non-extension folks understand

40. Section 3 - SMART Objectives Succinct statements of the major intended outcome of the program Could be change in practices, knowledge, economic status, etc. Obvious link with the situation statement Fact-based, measurable, client-oriented

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

42. Section 4 - Educational Methods (continued) Summarize information from other parts of the packet as follows: Related work reported in other sections (2004- 2010) Creative Works (15) Fact sheets (20) Newspaper articles (25) Extension Publications in EDIS (2)

43. Section 5 - Accomplishments Results Quantifiable and clear Examples: number of clientele reached, changes that occurred, etc. Explain scholarly effect Should answer the question – so what?

44. Other Programmatic Efforts State significant program activities that do not fit within the listed job duties Examples: work with an advisory committee, community development effort, etc.

45. County Directors In addition to evidence of program accomplishments within assigned area, CEDs must have evidence of  program leadership for all program areas in assigned county  leadership in staff development, development of advisory committees, budget development, and stakeholder accountability

46. Questions?

47. Need Help? Please Contact: District Extension Director IFAS Office of Human Resources http://personnel.ifas.ufl.edu/ Susan Hudson Mary Anne Morgan 352/392-4777