1. NTT: Preparing Your Dossier Monday, August 7, 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

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 based on the promotion criteria.

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 not to 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 Sept. 30 (Oct. 1, 2017)

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 & Recommendations page (appendix C) are placed in front of the paper dossier, before tab 1.
Both forms are found on the Preparing Promotion Dossiers page of the NTT website. They are fillable forms when downloaded. 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 and reviewer recommendation letters 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 your supervisor.

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 a SharePoint site from and an will be sent to you when granted.
A copy of the dossier should be submitted via SharePoint, providing maximum confidentiality while allowing access to reviewers.
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. Individuals will lose access on the posted date. Ensure documents are in their final form before the deadline.

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.

19. Resumes and CVs A resume is not a substitute for a CV
A curriculum vitae (CV) is noted as “a regular or particular course of study of or pertaining to education and life.”
A CV documents your entire career in detail.
If uncertain ask to see a colleague's CV or schedule an appoint to review examples on file in Whitten Hall.

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

21. 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

22. Criteria for the Summary of Accomplishments
Examples of Documentation
2. Creation and Transfer of Teaching, Programming, and Curriculum Development in Areas of Scholarly Work
Has a record of excellence in transferring or applying knowledge
Summary of instructional, integrated, and interdisciplinary programming and role assumed
Incorporates current and appropriate research in educational efforts
Sample curricula that include latest research
Organizes, presents and implements high-quality, stimulating, educational programming
Input from program director or supervisor in area of appointment and samples of work
Consistently excels in program and curricula development
Curricula and other programs that have been developed
Learning modules
Consistently produces significant outcomes and impacts with individuals and communities in high priority knowledge areas/named or branded programs
Learner evaluations of programs
Colleague input
Short, medium and/or long term impact data and reports
Program summary report from Extension web application
Learner outcomes

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

28. External Reviews
Reviews of the candidate’s performance are essential, they are a critical part of the dossier.
External reviewers must be from outside the University of Missouri System.
The candidate should give their supervisor a list of potential reviewers qualified to provide an expert and objective review.
The regional director or unit supervisor selects, contacts, obtains and adds to the dossier the external reviews.

29. Timeline for Entry into the NTT System (The deadline for each is intended to be midnight the day prior to the stated date. For example Oct 1 materials must be submitted by midnight Sept 30)
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.
March 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.

30. NTT Checklist http://extension.missouri.edu/hr/ntt-dossier.aspx

31. Committee Review Process
All committee members review all dossiers.
One committee member of equal or greater rank presents your dossier and recommends what rank, if any, to award. The presenter may not be from your program area.
All committee members discuss the dossier & recommendation.
Committee members of equal or greater rank vote, those of lesser rank abstain.

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

33. Appeal Process
Three levels
Committee
Vice Chancellor
Provost

34. Promotion Committee Appeals
Candidate notified by letter from committee chair
Candidate submits a letter requesting to appeal
May supply additional information to explain the areas of weakness in the dossier as identified by the NTT Committee Chair
May appear before the committee in person or via video to provide an oral response and explanation
May bring/include one advocate
Committee reconsiders and delivers a final recommendation
Regardless of the committee’s recommendation, the dossier will move to the next level unless the candidate requests withdrawal

35. Vice Chancellor Appeals
Agrees with committee recommendation or modifies
Candidate submits a letter requesting to appeal
Usually provided an opportunity to appear before in person or via video to provide an oral response and explanation
Key individual(s) may be asked to participate in the hearing
No other advocates permitted
Vice Chancellor will reconsider and deliver a final recommendation
Regardless of the recommendation, the dossier will move to the next level unless the candidate requests withdrawal

36. Provost Appeals
Agrees with Vice Chancellor’s recommendation or modifies
If candidate disagrees with decision may submit a letter requesting reconsideration
No appearance or new material submitted
Provost reconsiders and reaches a final decision
No appeals beyond the Provost

37. NTT Tips Follow the guidelines Address your entire career in the CV
The summary of accomplishments addresses your achievements since your last promotion
Outcomes should be included
Grammar should be professional

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

39. NTT Tips Use the checklist on website Review the FAQs
Documents posted in PDF Format
Use APA Citations – links to resources on the website
Review examples of dossiers previously submitted in 205A Whitten. Can only take notes, can’t copy or remove. Contact Vicki Bach.

40. NTT Tips Number your pages!
If applying for second rank and a program, activity, etc 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
Tables, charts and graphs large enough to be read

41. Promotion Results From 2011 thru 2017 Promoted To Rank Requested 76%*
Promoted To A Lower Rank 7%*
Not Promoted 4.4%*
Withdrew 8%*
Appealed 8%**
* Includes anticipated 2017 results, official results not publicly released
** Data from

42. Questions?