1. NTT: Preparing Your Dossier Wednesday, May 24, 2017

2. Extension NTT Committee 2017-2018
Business Development & Chair Chris V. Thompson
Non-tenure Track at Large Raymond Massey
Tenure Track at Large William Wiebold*
4-H Youth Development Patricia Fischer
Agriculture Timothy Baker
Community Development Van Ayers
Human Environmental Science Rebecca Travnichek*
*Terms Begin September 1, 2017
New Committee Members (Take office September 1, 2015)
Van Ayers – Community Development (Extension Professional)
Ray Massey – Non-tenure Track At Large (Extension Professor)
Don Nicholson – Youth (Extension Professional – Youth)

3. So What Are These Rank Titles & Attributes?
Assistant Extension Professional
Associate Extension Professional
Extension Professional

4. Assistant Extension Professional Attributes
At the time of application, hold an earned doctoral degree.
If no doctoral degree is held, the candidate must have an appropriate terminal degree, OR a master’s degree and normally at least five years of Extension and/or equivalent full-time academic experience.
The candidate’s dossier must clearly reflect excellence in Extension as determined by the Extension NTT Promotion Committee.
Based upon available funds. Time limit for use.

5. Associate Extension Professional
At the time of application hold an earned doctoral degree and normally at least 5 years of Extension and/or equivalent academic experience.
If no doctoral degree is held the candidate must have an appropriate terminal degree, OR a master’s degree and normally at least ten years of Extension and/or equivalent full-time academic experience.
The candidate must demonstrate a high degree of competence in Extension scholarship as well as local and statewide participation in professional activities and services.

6. Extension Professional
At the time of application, hold an earned doctoral degree and normally at least ten years of Extension and/or equivalent academic experience.
If a doctorate is not held, the candidate must hold the appropriate terminal degree, OR a master’s degree, and must have typically 15 years of Extension and/or equivalent full-time academic experience.
The candidate must demonstrate sustained excellence in Extension scholarship as well as local, statewide and national participation in professional activities and services.

7. Critical Part of Process
Unranked faculty who serve in positions that are eligible for NTT rank and who meet the requirements described in the “Attributes” section may make a decision to apply for a promotion within the NTT system.
…Once rank is established it is anticipated that in many cases it may take as many as five or more years before criteria for the next level can be achieved.
Subsequent promotions will consider only work that occurred from the last promotion to the desired promotion.

8. So What Is In A Dossier?
Signature Page
History & Recommendations Page
(Tab I) Appointment Folder
Initial letter of appointment
Position Description
(Tab II) Departmental Summary Letters and Recommendations
(Tab III) College/School Summary Letters and Recommendations
(Tab IV) Complete C.V. (Not to exceed 25 pages)
(Tab V) Summary of Accomplishments (Not to exceed 25 pages)
Also consider:
5 samples of work Each sample of work should not exceed 5 pages
Up to 4 colleague/peer review letters
(Tab VI) External Reviews
(Tab VII) Departmental and Divisional Guidelines

9. Non-tenure track promotion
Next round of applications due to supervisors by midnight September 30, 2017
The voluntary NTT promotion policy is for full-time, non-regular faculty members within MU Extension. This process applies to regional faculty members and to campus faculty members in an academic unit that does not have an NTT process. Extension faculty members may apply for one of three ranked positions: assistant extension professional, associate extension professional or extension professional.
For faculty members who elect to participate, the NTT promotion system provides a mechanism to recognize extension scholarship and professional growth. Regional and campus faculty members who plan to apply for the next round should discuss their plans with their supervisors as they build their performance expectations.
The next round of applications is due to supervisors by Nov. 1.

10. Preparing promotion dossiers
Format: Dossiers should be prepared following American Psychological Association’s Formatting and Style Guide. Documents should be prepared using a 10 to 12-point font. See: APA Style from Purdue Online Writing Lab.

11. Preparing promotion dossiers
A Signature page (appendix B) and a History and Recommendations page (appendix C) are placed in front of the dossier, before tab 1.
Both forms are found on the Preparing Promotion Dossiers page on the website. They are fillable forms. Download, complete, save and upload to SharePoint and add to the paper dossier.

12. Preparing promotion dossiers
Be sure the History and Recommendation Summary is complete. The total for each year must be 100 percent. Any variations from the initial appointment during the preceding five years must be explained as addendum.
Examples of variations may include leaves, administrative appointments, change in teaching load, etc.

13. Preparing promotion dossiers
Peer letters and letters of recommendation from reviewers will be added by regional directors/ supervisors to both the paper and electronic dossiers.

14. Paper Dossier
The paper dossier should be placed in a light blue pressboard report binder with fasteners along the left side. Ring and spring-clip binders are not acceptable. (Publications & Marketing item UED103)
Tabs using Roman numerals and the names specified in Appendix D: Content Outline separate the sections in the dossier.
Faculty members must label the front of their binder with the following information:
Name Division of Extension Dossier in Support of Promotion to the Level of (Assistant Extension, Associate Extension or Extension Professional) Submission Date
Send one original paper copy of the dossier to their supervisor.
FYI: two copies are usually used wit outside reviewers and one copy is forwarded to the NTT Committee, in care of Tamra Robbins, 209A Whitten Hall, Columbia, MO

15. Paper Dossier Sample dossier label and tabs Tab I - Appointment Folder
Tab II – Department Summary Letters and Recommendations
Tab III – College/School Summary Letters
Tab IV – Complete C. V.
Tab V – Summary of Accomplishments
Tab VI – External Reviews
Tab VII – Departmental and Division Guidelines

16. Electronic Dossiers
Request SharePoint site and an will be sent to you when granted.
A copy of the dossier should be submitted via SharePoint, which provides maximum confidentiality while allowing access to individuals in the review process.
Candidates should create PDF files of their dossier. Scanned documents must be readable; scanning at 200 to 300 dpi with OCR is recommended. Review documents for legibility before submitting. To reduce PDF file sizes for Word documents, choose "Save as" and select "Minimize size (publishing online)."

17. Electronic Dossiers Contents are exactly the same as a paper dossier
A set of dossier folders for each candidate will be created when the supervisor or regional director is notified of their intent to seek promotion. Materials should be uploaded to the appropriate folders:
Keep in mind the timeline for dossier submission. Individual access will be determined according to the posted deadlines. Once the documents are uploaded and application is final, candidates will no longer have access to the files. Be sure that documents are in their final form before uploading them.

18. Preparing your dossier
Be well organized and follow the instructions in the most recent promotion call letter.
Include all requested information in the specified format.
Never assume that your accomplishments are obvious to others.
Provide detailed information on your accomplishments and contributions.
Know your strengths and emphasize them in your CV.

19. Resumes and CVs What’s the Difference?
A resume is “a summary, as of one’s employment, education, etc., used in applying for a new position.”
A resume is a career and educational summary meant to highlight your skills and experience.
A resume is written in the third person so as to appear more objective and factual.
“A curriculum vitae (CV) is noted as “a regular or particular course of study of or pertaining to education and life.”
A CV is a list meant to document every job and degree you’ve ever received in your life.

20. Resumes and CVs
A CV is written in a paragraph style, not broken up with bulleted or italicized information to highlight any skills, accomplishments, or achievements for each specific position.
Each paragraph lists the responsibilities from a first person perspective “I” and “my” which is just not done in a professional resume.

21. Criteria for the Summary of Accomplishments
Statement of Personal Extension/Teaching Philosophy

22. Criteria for the Summary of Accomplishments
Creation & Transfer, Programming, and Curriculum Development in Areas of Scholarly Work
excellence in transferring or applying knowledge
incorporates current and appropriate research in educational efforts
organizes, presents and implements high quality, stimulating, educational programming
effectiveness in program development
outcomes and impacts in high priority knowledge areas/named or branded programs

23. Criteria for the Summary of Accomplishments
3. Extension Scholarship and Research
sustained publication/dissemination juried or peer reviewed scholarly work.
sustained publication/dissemination of other scholarly work

24. Criteria for the Summary of Accomplishments
4. Innovation & Creativity in Teaching, Programming, and/or Research
new teaching techniques, delivery systems & learning approaches to subject matter
new & innovative approaches to reaching underserved communities/constituent groups
application of existing research to new problems, creation of novel research approach to problem, adaptation of research agenda to new needs

25. Criteria for the Summary of Accomplishments
5. Revenue Generation
provide examples of contracts, classes generating fees, and/or gifts/endowments established or secured
PI/Co-PI on grants
increases in county funding for CPDs or other sources of revenue

26. Criteria for the Summary of Accomplishments
Professional and University Related Service
pursuit of professional development and improvement
participation in professional service organizations utilizing position expertise
contribution to the achievement of the goals of Extension
recognition by profession as a leader

27. Criteria for the Summary of Accomplishments
Also consider:
5 samples of work Each sample of work should not exceed 5 pages
Up to 4 colleague/peer review letters
Tab V: Summary of Accomplishment Section
25 pages Summary of Accomplishments
25 pages 5 samples, 5 pages each sample
8 pages Colleague/Peer recommendation average # pages 1-2
58 pages Total page count for this section
Don’t use document sleeves.

28. Reviews
Reviews of the candidate’s performance are essential components of the promotion process, and they are a critical part of the dossier.
The regional director or unit supervisor, in consultation with the candidate, will be responsible for identifying external reviewers.
External reviewers are from outside the University of Missouri System. The candidate should give the supervisor a list of names of potential reviewers who are qualified to provide an expert objective review.
At rank you are applying for or higher. Can make unbiased reviews,

29. Reviews
In a separate process, the supervisor should also compile a list of potential reviewers. (Appendices E, F, G)
Two external reviewers should be selected by the supervisor.
At rank you are applying for or higher. Can make unbiased reviews,

30. 2017 NTT Entry Timeline The deadline for each is intended to be midnight the day prior to the stated date.
Aug. 1
Candidate requests SharePoint Site
Oct. 1
Candidate submits one paper copy and one electronic copy via SharePoint to his/her supervisor. SharePoint site is closed to candidates.
Dec. 1
Supervisor submits letter(s) of recommendation – electronic copy via SharePoint and paper copy in dossier. SharePoint site is closed for supervisor recommendations and colleague input materials.
 External review letters are posted electronically to SharePoint site(s) and paper copy in the dossier submitted by supervisor. SharePoint site is closed for external review letters.
Program Director recommendation letter(s) are posted electronically on SharePoint site(s) and paper copy submitted to NTT Promotion Committee for insertion into dossiers. SharePoint site closed to Program Directors.
Jan. 15
Chair of the Extension NTT Promotion Committee provides the Vice Chancellor with written notice of the committee’s vote and recommendation.
Mar. 1
Vice Chancellor forwards the candidate’s dossier, the Vice Chancellor’s vote and recommendation to the Provost.
Provost completes reviews of all dossiers.
Sept. 1
If approved by the Provost, the candidate’s promotion becomes effective.
Timeline
NTT Committee is reviewing SharePoint dossier from December 1 to meeting in January.

31. NTT Checklist

32. Appeal Process Refer to the document on the MU Extension website.

33. NTT Tips Follow the guidelines Resume vs. CV (accumulative)
Summary of accomplishments – clear cut
Outcomes should be included
Grammar should be professional

34. NTT Tips RDs can be general reviewers, not editors
Applicants edit for content. Have others review dossier. (Consider a professional editor)
It is the decision of the applicant as to which rank to pursue
If not sure about appropriate rank discuss with your supervisor

35. NTT Tips Checklist used by faculty and RDs on website Review the FAQs
Announcements on SharePoint – Documents posted in PDF Format
Use APA Citations – links to resources online
Review examples of dossiers previously submitted in 205A Whitten. Can only take notes, can’t copy or remove. Contact Tamra or HR Staff.

36. NTT Tips Number your pages!
If applying for second rank and a program, activity, or other spanned both time periods, make it clear in your Summary of Accomplishments what occurred during the current promotion review period
Not all reviewers understand your program area, explain the differences as needed
Charts and graphics large enough to be read

37. Questions?

38. Next NTT ISE is Monday August 4 at 10 AM Chris Thompson
Next NTT ISE is Monday August 4 at 10 AM Chris Thompson