1. Tenure and Promotion Workshop
Educational Leadership Stream

2. Agenda Welcome & Opening Remarks – Mark Mac Lean
Guide to Tenure & Promotion – Deena Rubuliak & Mark Trowell
Senior Appointments Committee – Melanie Jones
Questions and Discussion
Closing Remarks
May 19, 2016

3. Our Objective
To provide faculty members with an understanding of the tenure and promotion processes
To support the success of faculty members going forward for tenure and promotion.
May 19, 2016

4. Tenure & Promotion Criteria Tenure & Tenure Clocks Promotion Reviews
Procedures
For Assistance…
May 19, 2016

5. The Tenure Streams The Educational Leadership Stream
Instructor I
Senior Instructor
Professor of Teaching
May 19, 2016

6. Three Pillars: Teaching, Educational Leadership and Service
The Criteria
Three Pillars: Teaching, Educational Leadership and Service
Teaching
Educational
Leadership
Service
May 19, 2016

7. The Procedures
The reappointment, tenure & promotion procedures are set out in Articles 5 & 9 of Part 4: Conditions of Appointment for Faculty, and are supplemented by the Guide to Reappointment, Tenure and Promotion Procedures at UBC (the “SAC Guide”)
May 19, 2016

8. The Tenure Clock
The tenure clock begins on July 1 of the calendar year of hire
Extensions are granted for maternity & parental leaves (automatic) and sick leaves and on a case by case basis
May 19, 2016

9. The Tenure Timeline for Instructors
1st reappointment is in Year 2
2nd reappointment is in Year 4
Mandatory tenure review is in Year 5
You may be reviewed early, but you can only be reviewed one time for tenure.
May 19, 2016

10. Periodic Review for Promotion
You will undergo a periodic review for promotion to Senior Instructor in Year 5 and be eligible for a promotion review to Professor of Teaching in your 5th year as a Senior Instructor and every 3 years thereafter.
May 19, 2016

11. The Tenure & Promotion Review Process
File is submitted by the candidate
Department conducts review and makes recommendation
The file is then reviewed at the Faculty level with a recommendation from the Dean before going to the Senior Appointments Committee and finally the President for a final decision on the award of tenure and promotion.
May 19, 2016

12. Head’s Meeting
By June 30, the Head must meet with all tenure track faculty annually.
For tenured faculty, we encourage annual meetings or, at minimum, at least in the 2 years prior to a promotion review.
May 19, 2016

13. Head’s Meeting
It’s an opportunity to clearly note the strengths, deficiencies and opportunities for improvement
It is also important to receive advice re the CV and other relevant material required for the next review
The Head & candidate must agree in writing on matters discussed.
May 19, 2016

14. The Initial File
Unless otherwise agreed, the faculty member’s dossier and all relevant documentation necessary for review must be submitted by September 15.
May 19, 2016

15. Eligibility to be Consulted
The Head must consult with eligible members of the departmental standing committee on all reappointment, tenure and promotion cases
Each Academic Unit is required to have documented procedures regarding consultation with the departmental standing committee for all reappointment, tenure and promotion cases.
May 19, 2016

16. Letters of Reference
All tenure and promotion cases require 4 letters of reference
The candidate provides 4 names, of which 2 must be solicited
The Head then consults with the departmental standing committee on choosing the final list of referees.
May 19, 2016

17. What referees receive
The letter of request is only accompanied by the candidate’s CV and selected materials relevant for the assessment including teaching dossiers.
May 19, 2016

18. Tenure & Promotion Reviews
Department Standing Committee meets after obtaining letters of reference
Department Standing Committee votes & recommends to Head
Serious concerns? No
Yes
Invited to respond in writing to serious concerns
May 19, 2016

19. Tenure & Promotion Reviews
Head recommends to Dean
Head notifies candidate in writing of decision
Negative?
Yes
Invited to respond in writing to Dean
May 19, 2016

20. Tenure & Promotion Reviews
Dean seeks Faculty Committee vote
Dean recommends to President
Dean notifies candidate of decision
Negative?
Yes
Invited to respond in writing to President
May 19, 2016

21. Tenure & Promotion Reviews
President
New Serious concerns? No
Yes
Invited to respond in writing to President
President notifies candidate of decision
May 19, 2016

22. Supplementing the File
The University and the candidate have the right to supplement the file with new info at any stage prior to the President’s decision
Use dated supplements to update your file!
May 19,2016

23. For Assistance…
The Collective Agreement, in particular Articles & 9 of Conditions of Appointment for Faculty
Guide to Reappointment, Tenure and Promotion Procedures at UBC for 2015/16
Faculty Relations website:
Faculty Association website:
Call us!

24. Senior Appointments Committee
Professor Melanie Jones
SAC Chair
May 19, 2016

25. Senior Appointments Committee
20 person committee of professors
Includes representation from the Faculty Association, UBCO and all faculties at UBCV
Two Subcommittees: Associate and Professor (members meet weekly September through June)
SAC reviews all tenure, promotion and new appointment files ( /year) and makes recommendations to the President.
May 19, 2016

26. SAC Terms of Reference
Advise the President on the merits of individual cases according to:
Concepts of procedural fairness
Appropriate standards of excellence across and within faculties and disciplines
The Collective Agreement and SAC guidelines
All relevant contextual matters
(CA Article 5.14; Section 10 SAC Guide)
May 19, 2016

27. Examples of Contextual Factors
Maternity, parental or medical leaves
the candidate’s personal circumstances, if relevant
Discipline- and context-specific opportunities/constraints within each department and faculty
CA Article 5.14e; SAC Guide Section 5.5.1
May 19, 2016

28. SAC Review Process
Files are reviewed in detail for merits & fairness by the Associate or Professor Subcommittee members
Cases may be deferred pending receipt of additional information or procedural clarification
Cases are ranked:
‘A’ – no substantive issues or procedural concerns
‘B’ – negative recommendation by Dean
– SAC members have questions for the Dean (approximately 15% of all cases)
May 19, 2016

29. SAC Full Committee Review
‘A’ cases generally approved without substantive discussion by full SAC
‘B’ cases require full SAC discussion:
Dean joins SAC for discussion of the case
Vote taken in Dean’s absence
Dean immediately informed of result which is considered “confidential”
May 19, 2016

30. Recommendations & Decisions
SAC Chair informs the President of SAC recommendations and votes on each case
Chair provides the President with notes on SAC discussion with the Dean regarding all ‘B’ cases (notes added to candidate’s file)
President makes her recommendation to Board of Governors
May 19, 2016

31. Educational Leadership Stream Criteria
Collective Agreement (2012 – 2014):
Senior Instructor – A. 3.04
Professor of Teaching – A. 3.05
SAC Guide:
Appendix 1
Appendix 2
May 19, 2016

32. Educational Leadership Stream
A distinct career track with different expectations than professorial ranks
Requires evidence of excellence in teaching and educational leadership with impact beyond one’s own classroom
Excellence in teaching is not enough
Research productivity is not required.
May 19, 2016

33. Educational Leadership Stream
Discipline and context specific opportunities within each department should be noted re teaching, educational leadership and service activities
Evidence of external visibility and impact should be framed based on opportunities within units (e.g. access to grant and travel funds; teaching loads; etc.
May 19, 2016

34. Senior Instructor – Article 3.04
Excellence in teaching
Demonstrated educational leadership, involvement in curriculum development and innovation, and other teaching and learning initiatives
Contributions to service
May 19, 2016

35. Senior Instructor (cont’d)
“It is expected that Senior Instructors will keep abreast of curent developments in their respective disciplines and in the field of teaching and learning.”
- SAC Guide, p. 48

36. Professor of Teaching – Article 3.05
Outstanding achievement in teaching and educational leadership
Distinction in the field of teaching and learning
Sustained and innovative contributions to curriculum development, course design and other innovations and initiatives
Service to academic profession, University and community.
May 19, 2016

37. Professor of Teaching (cont’d)
Demonstrated “educational leadership and impact beyond one’s own classroom, within the University and, as appropriate, externally in the broader academic community”
Demonstrated “impact on student learning and the quality of education at UBC and beyond”
“…scholarly teaching (teaching informed by research/scholarship of teaching and learning) is expected” (SAC Guide, p. 47)
May 19, 2016

38. Evidence of Educational Leadership
(Appendix 1 of SAC Guide)
May 19, 2016

39. Examples of Evidence of Educational Leadership
Formal educational leadership responsibilities within the Department and/or Faculty (e.g., on teaching-and learning-related committees)
Contributions to substantive curriculum development/redesign (e.g. accreditation)
Funding obtained for improvement of teaching and learning – new initiatives
Development and/or coordination of courses and programs and/or new assessment models/methods
May 19, 2016

40. Evidence of Educational Leadership
Application of innovative, research-based approaches to curriculum and pedagogy
Applications of scholarship of teaching and learning, including resulting presentations and publications (e.g., articles, abstracts, conference proceedings, poster sessions)
Development and dissemination of instructional materials/publications (textbooks, training manuals, software), including open education material.

41. Evidence of Educational Leadership
Organization and/or participation in conferences or educational events focused on teaching and learning within your program, department, faculty, University and/or outside of UBC
Contributions to university and faculty-based teaching and learning initiatives (e.g., CTL-based programs and communities of practice; Peer Review of Teaching, etc.)
Contributions to professional training programs (e.g. TA/tutor training) models/methods
Mentorship of peers and students.
May 19, 2016

42. Evidence of Educational Leadership
Evidence of the ability to work individually and collaboratively to enhance teaching and learning
Evidence of relationships with other learning units or institutions that fosters the exchange and development of information and resources on teaching and learning
Evidence of initiatives that advance UBC ability to excel in its teaching and learning mandates.

43. REFEREES
May 19, 2016

44. Referees – Educational Leadership Stream
Senior Instructor/Tenure:
Familiarity with your teaching contributions
Not someone with whom you have co-taught
Outstanding teachers outside your department
Can be outside UBC, but not required
Professor of Teaching
At least 2 external to UBC and 2 external to your Department
National vs. International – impact “beyond UBC”
May 19, 2016

45. Important Considerations In Preparing Your Dossier
Documentation of teaching excellence
UBC curriculum vitae
Familiarity with the criteria specific to your rank and promotion
Evidence of educational leadership
External referee selection
May 19, 2016

46. TEACHING EXCELLENCE
May 19, 2016

47. Teaching Effectiveness CA 4.02; SAC 4.3
Effectiveness primary criterion, not popularity
Command over subject matter
Familiarity with recent developments
Preparedness & presentation
Accessibility to, and mentorship of, students
Influence on intellectual and scholarly development of students (mentorship)
Willingness to teach range of subject matter and levels
May 19, 2016

48. Evidence of Teaching Excellence
Teaching awards and nominations beneficial but not essential (one form of evidence)
Student evaluations – quantitative and qualitative
Peer teaching reviews
Student supervision – professional, research, internships, residency, etc.
Multi-section course coordination
SAC 3.2 & Appendix 2
May 19, 2016

49. Educational Leadership Stream – Appendix 4 (SAC Guide)
CURRICULA VITAE
Educational Leadership Stream – Appendix 4 (SAC Guide)
May 19, 2016

50. Common Problems with CVs
Information is duplicated or repeated in different sections of the CV and publication record
CV is not up to date, is not dated, or is not in UBC format
Lack of clarity regarding the candidate’s role and contributions (committee work, collaborative projects, team teaching)
May 19, 2016

51. Common Problems with CVs
Failure to properly distinguish between regularly assigned teaching duties and activities beyond the classroom
Teaching record is incomplete
May 19, 2016

52. Curricula Vitae - Recommendations
Use UBC format; adapt as needed (see annotated version in SAC Guide – Appendix 4)
Use narrative opportunities to provide context for teaching (8a), educational leadership (9a), and “additional information (13/14) – be concise “less is more”
May 19, 2016

53. Final “Words of Wisdom”
Start early – “hit the ground running” – know what you need to do and be sure to do it
Find a senior mentor
Don’t listen to rumors – go to the source for information (CA & SAC Guide)
Choose your service contributions very carefully
Keep your CV up to date
Keep track of, and document, your successes.
May 19, 2016

54. Toot Your Own Horn
May 19, 2016

55. Questions?
As always…..
Please check the Faculty Relations website, , or call
Contact the Faculty Association for assistance
Thank you!!
May 19, 2016