1. 2013 Workshop Permanent Status and Promotion Policy and Procedures Overview
We’re going to follow the chronological order of the process.
This is a very important part of your career and deserves careful attention.
2013 Edition

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
On-Line process
2012 Edition

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
2012 Edition

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
2012 Edition

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 6th 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
2012 Edition

8. Basic Eligibility/Qualifications
Master’s degree progress is required for PS and promotion to rank II
2012 Edition

9. Master’s Degree Requirement for Permanent Status
If degree is not completed, must meet the following:
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
2012 Edition

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
2012 Edition

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
2012 Edition

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.
2012 Edition

14. Disclaimer! Permanent status or future promotions are not guaranteed
All is contingent upon your productivity and performance
2012 Edition

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.
August – Packets uploaded on line.
October – IFAS T/PS/P Committee and IFAS deans review
2012 Edition

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
2012 Edition

17. Process Timeline -- continued
May – Candidates notified of status
July 1 – Permanent status usually effective
July 1 – Promotions usually effective
2012 Edition

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 (includes courtesy and program agents)
2012 Edition

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
2012 Edition

20. Review of Packets 12 members
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
2012 Edition

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
2012 Edition

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
2012 Edition

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
On-time candidate:
If tenure is not supported by the President, a letter of non-renewal is issued
Early tenure candidate:
If tenure not supported by the President, can re-submit next year.
Candidate may choose to withdraw the tenure packet at any time prior to the President’s decision
2012 Edition

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.
2012 Edition

27. Third-Year Progress Assessment
Third academic year
Assess progress towards Permanent Status
Participation is required
2012 Edition

28. UF/IFAS Regulations 6C1-7.025 6C1-6.009
Related to Tenure, Permanent Status, and Promotion 6C 6C
6C On the web at
2012 Edition

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
2012 Edition

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
2012 Edition

32. Preparing the packet

33. Extension Program Section
2012 Edition

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
2012 Edition

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
2012 Edition

36. Job Duties
Organize this section to be as easy as possible for the reader
2012 Edition

37. Extension Program
Each description of accomplishments within program areas should contain five major sections:
2012 Edition

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”
2012 Edition

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
2012 Edition

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
2012 Edition

41. Section 4 - Educational Methods
Delineate the nature and extent of educational methods
Sequential
Examples: number and type of meetings, newsletters developed, demonstrations held
2012 Edition

42. Section 4 - Educational Methods (continued)
Summarize information from other parts of the packet as follows:
Related work reported in other sections ( )
Creative Works (15)
Fact sheets (20)
Newspaper articles (25)
Extension Publications in EDIS (2)
2012 Edition

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?
2012 Edition

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.
2012 Edition

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
2012 Edition

46. Questions?
2012 Edition

47. Need Help? Please Contact:
District Extension Director
IFAS Office of Human Resources
Susan Hudson
Mary Anne Morgan
352/
2012 Edition