1. COD Promotion Workshop
Tenure Track
April 2, 2014
Presented by Luisa A. DiPietro,

2. Outline Faculty Ranks and Tracks at COD Timelines and Process
Documents – What and where?
What’s in a dossier?
What do I need to accomplish in order to be promoted?

3. Faculty Ranks and Tracks at COD - 1
Clinical/Educational
Subtrack
(AT-CT)
Research
Subtrack
(AT-RT)
Academic Track
(Tenure Track)
Titles
(applicable to both tracks)
Instructor
Assistant Professor
Probationary
(pre-tenure)
Associate Professor
Professor
Indefinite tenure
(tenured)

4. Table of Tracks, Subtracks and Ranks within the College of Dentistry
Acronym
Tenure status
Faculty Titles/Ranks
Academic Track
Academic Track – Research Subtrack
AT-R
Tenure eligible /tenured
Assistant Professor
Associate Professor
Professor
Academic Track – Clinical/Educational Subtrack
AT-CE
Clinical/Educational Track
N/A
NT-CE
Non-tenure
Clinical Instructor
Clinical Assistant Professor
Clinical Associate Professor
Clinical Professor
Research Track
NT-R
Research Assistant Professor
Research Associate Professor
Research Professor

5. Faculty Ranks and Tracks at COD - 2
Clinical Track
(Non-tenure track)
Research Track
(Non-tenure track)
Titles
Titles
Clinical Instructor
Clinical Assistant Professor
Clinical Associate Professor
Clinical Professor
Research Assistant Professor
Research Associate Professor
Research Professor

6. Timeline – Tenure Track
Probationary
Indefinite Tenure
Promotion Packet Submitted
Promotion Packet Submitted*
Year 1 2 3 4 5 6 7 8 9 10 11
11+
Mid-probationary Review Completed
Campus Decision
*Timing variable,
dependent upon
accomplishments
If negative decision,
Terminal contract
Year 7

7. The Process of Promotion
Department Head – Faculty Decision
Package Preparation
Departmental Committee Review/Vote
College Committee Review/Vote
Dean’s Endorsement
UIC Campus Committee Review/Vote
UIC Provost-Chancellor Endorsement
Promotion!!!

8. COD Timeline in detail
Mar- May DH identify faculty who will be nominated for promotion
(Note: Probationary faculty in Year 5 must be nominated)
June- July Nomination packages constructed
August Departmental Review and Vote completed
September Completed packages submitted to College
October College Committee Review and Vote
November Dean’s Review and Endorsement
January Finalized packages submitted to campus OFA
February Campus Committee Meets
Feb-Mar Faculty notified of Campus Committee Vote
May Provost-Chancellor decision announced

9. Important things to note
Your Department Head (DH) needs to make a firm decision about your nomination by May!
The preparation of the nomination package will be a jointly shared activity that involves you, your Dept. Head, and generally the Asst. to the Head or another administrative assistant.
As the “Preparer” the Dept. Head bears the final responsibility for the “case” (with one exception).
Once the nomination package is submitted, you, as a candidate, are to be informed of each decision that occurs, every step of the way, in writing.
The College of Dentistry Committee on Academic Track (CT/RT) Appointment, Promotion and Tenure consists of nine members, all Associate Prof. and above.
Committee members can only vote on those to be promoted to their own rank or lower, but they may participate in the discussion of all nominations.

10. What’s in the nomination package?
The (dreaded) Dossier
Details coming up!
Letters of support from collaborators (required)
Your DH will request these letters. Your DH may ask you for names of collaborators. Either external or internal are okay.
Letters of support from others in the college/UIC (optional)
Some DH like to include these, others do not
External letters of reference
No less than 5, no more than 8, solicited by your DH.
Your DH will request these letters.
The references must be unbiased, impartial experts in your field at the rank of full professor or equivalent.
Cannot be past or present collaborators, mentors, or close associates.

11. More about the external letters
Candidates may submit a list of referees whom they believe are inappropriate along with the reasons for their proposed exclusion.
Candidates are not allowed to submit a list of potential referees to the department .
The request for an external reference letter must include:
1) Standardized request letter – the DH prepares this.
2) Your complete CV – be sure that it accurately and FULLY depicts your accomplishments.
3) Your teaching, research, and/or service statements from the dossier.
4) A statement of our college standards for the rank to which you are nominated.
Optional: Some Department Heads also include representative publications.
Discuss this with your DH early so you know what they want!
Your DH may need these materials as early as May/June. Please check!
Candidates are not permitted access to any part of the external letters of reference, even if redacted.

12. The Dossier
Information and Forms Available on the UIC Office of Faculty Affairs Site
A link is also available on the COD Faculty Affairs site.

13. CAMPUS SITE FOR PROMOTION” “INFO AND DOSSIER FORMS

15. + THE TENURE/RESEARCH DOSSIER – A BASIC VIEW Dossier Substantive
(Candidate’s CV)
Teaching
Courses
Advising
Supervision
Development
Evaluations
Awards
STATEMENT
Research
Honors
Invited colloq.
Grants
Publications
Presentations
Service
Department
College University
Patients
Students
Profession
Public
Evaluative
(Preparer)
Peers
Collaborators
(optional)
External
5-8 DH
(5 sections)
Dean
Statement of Interdisciplinary Work
(optional) +

18. What do I need to do in order to be promoted?
College of Dentistry COMBINED GUIDELINES and NORMS:
“CRITERIA AND GUIDELINES FOR APPOINTMENT, PROMOTION AND/OR TENURE OF FACULTY”
Can be found on “Promotion and Tenure” page of the COD OFA website:
SECTION I. Introduction
SECTION II. Academic Ranks
SECTION III. Faculty Tracks / Norms, Standards and Expectations
for Academic Rank
Qualifications expected for appointment and promotion at each rank
(This section is sent to external reviewers to provide context for candidate’s activities.)
SECTION IV. Documentation of Qualifications
Examples of activities
SECTION V. Procedures for Appointment and Promotion

19. EXAMPLE: ACADEMIC TRACK – Research Subtrack
Associate Professor (Academic Track – Research) with tenure
A faculty member at this rank should have established a productive independent research program, should be contributing significant new information to the scientific literature, should show promise of becoming a leader in his/her field. This rank signifies a high level of professional accomplishment and a significant commitment by the faculty member to the College and University programs.
Promotion to or appointment as an Associate Professor (Academic Track – Research) is recommended when the candidate has achieved the following norms:
Continued growth in peer reviewed publications, which may include reviews and book chapters;
A quality and quantity of published work that would be deemed adequate when reviewed by reasonable peers;
Evidence of independent research funding, preferably from federal but also including non-federal sources, to support a nationally recognized research program; and
Demonstrated evidence of excellence in educating students and/or activities directed at student learning.
In addition, the candidate should have evidence of:
Invited seminars at outside institutions;
Participation in scientific meetings, both national and international;
Supervision and mentoring of graduate or post-doctoral students;
Participation in College and/or University governance;
Active membership in appropriate professional organization(s);
Service as a reviewer of manuscripts for peer-reviewed journals; and
Participation in service activities consistent with Departmental, College, and University missions.

20. ACADEMIC TRACK – Research Subtrack
FROM THE GUIDELINES
Associate Professor: Faculty at this rank should have established a vigorous
independent research program, should be contributing significant new information to the
scientific literature, should show promise of becoming leaders in their fields, and should
have attained recognition at the national level. In addition, they should have
demonstrated a commitment to excellence in teaching and in service.

21. EXAMPLE: ACADEMIC TRACK – Research Subtrack
Promotion to Professor
Promotion or appointment as a Professor (Academic Track – Research) is recommended when the candidate has added to previous achievements in each of the above-listed areas as described for Associate Professors (Academic Track – Research), above. Faculty at this rank must demonstrate continuing excellence in research and should have shown significant innovation in his/her work. The faculty member must have documented evidence of successful educational activity and service. Potential for future growth is also important. This rank signifies an extremely high level of professional accomplishment.
In terms of reputation, the candidate should have become a leader in his/her field and should have attained national and/or international peer recognition, indicated, for example, by invitations to speak at national and international meetings. Candidates must continue to attract research funding, enhance graduate programs, mentor researchers, and be active in curriculum development. Candidates are expected to be active in faculty governance at College and University levels. Candidates are expected to be active in professional organization(s). Above all, candidates should have potential for continued professional growth, with the ability to guide junior faculty and others with whom the candidate interacts.

22. ACADEMIC TRACK – Research Subtrack
FROM THE GUIDELINES
Professor: Faculty at this rank should have demonstrated continuing excellence in
teaching, research, and service and should have shown significant innovation in their
work. They should be leaders in their fields and should have attained recognition at
national and international levels.

23. EXAMPLE: ACADEMIC TRACK – Clinical/Educational Subtrack
Associate Professor (Academic Track- Clinical/Educational)
Faculty at this rank should have demonstrated evidence of excellence in educational activities and should be engaged in service and other scholarly activities. They should show promise of becoming leaders in their fields, and should have attained recognition at the state and/or national level.
Promotion or appointment as Associate Professor with tenure is usually recommended when the candidate has achieved the following norms:
Demonstrated evidence of excellence in educational, learner-centered activities;
Development of educational materials and application of best education practices within the College curricula;
Demonstrated excellence in the candidate’s field and promise of becoming a regional or national leader;
A record of publication in peer reviewed journals, which may include reviews and book chapters;
Evidence of a quality and quantity of published work that would be deemed adequate when reviewed by reasonable peers;
Participation in faculty governance through membership on clinical/hospital/college and/or University committees;
Participation in local, national and international professional meetings; and
Participation in service activities consistent with Departmental, College and University missions.
In addition, it is expected that candidates will be involved in research and other scholarly pursuits at this stage; however the receipt of external research funding is not required for promotion in this rank. It is also expected that candidates who are clinicians, when appropriate for the candidate’s assigned role in the College, will have initiated the process of dental specialty board certification for a dental specialist. In lieu of board certification, general dentists must provide documentation of exceptional performance related to the identified norms. (For example, Diplomate of American Board in specialty, state specialty licensure, Academy of General Dentistry, American College of Dentists.)

24. ACADEMIC TRACK – Clinical Educational Subtrack
FROM THE GUIDELINES
Associate Professor: Faculty at this rank should have demonstrated evidence of
excellence in teaching and should be engaged in service and other scholarly activities.
They should show promise of becoming leaders in their fields, and should have attained
recognition at the state and/or national level.

25. EXAMPLE: ACADEMIC TRACK – Clinical/Educational Subtrack
Promotion to Professor:
Faculty at this rank should have demonstrated significant originality in their educational activities and should be engaged in service and scholarly activities. They should be leaders in their field and should have attained national and/or international peer recognition. This rank signifies an extremely high level of professional accomplishment.
Promotion or appointment as a Professor is recommended when the candidate has added to previous achievements in each of the areas as described for Associate Professor. Potential for future growth is also important in the decision to make this appointment. The candidate should have become a leader in the candidate’s field and should have attained national and/or international peer recognition, indicated, for example, by invitations to speak at national and international meetings. The candidate should be involved in the governance of national or international professional organizations. It is also expected that candidates who are clinicians, when appropriate for the candidate’s assigned role in the College, will be board-certified if in a recognized specialty. In lieu of board certification general dentists must provide documentation of exceptional performance related to the identified norms or have an additional degree (for example a Master’s degree in an academic discipline).

26. ACADEMIC TRACK – Clinical Educational Subtrack
FROM THE GUIDELINES
Professor: Faculty at this rank should have demonstrated significant originality in their
teaching and should be engaged in service and scholarly activities. They should be
leaders in their field and should have attained national and/or international peer
recognition.

27. Research Assistant Professor (Non-Tenured Research Track)
Normally, faculty at this rank will have participated actively for at least two years in the research programs of the College or will have had comparable research experience in another institution. Evidence of original research in the form of publications in refereed journals or in the awarding of grants should be demonstrated. Potential for excellence in research should be evident.
Research Associate Professor (Non-Tenured Research Track)
Faculty at this rank should have demonstrated sustained commitment to the research programs of the College. Faculty should be contributing significant new information to the scientific literature, should have shown the ability to successfully compete for research grants, and should have attained some recognition at the national level. Promotion would require that the candidate has achieved the following norms:
Publication in peer reviewed or non-peer reviewed journals;
Receipt of grant awards as principal investigator; and
Participation in local and national scientific meetings.
Additionally, it is expected that the candidate will have participated in service activities consistent with Department, College, and University missions. The list is not intended to be all-inclusive or exclusive of other meaningful contributions. An individual may have contributed to only some of the itemized criteria and still be recommended for promotion. Ordinarily, promotion to this rank will require a minimum of five years of service at the Research Assistant Professor level. Appointment or promotion to Research Associate Professor requires clear documentation of excellence in research and national recognition.

28. Also recommended reading, from the Criteria and Guidelines Document:
SECTION IV. DEMONSTRATION OF QUALIFICATIONS

29. EXAMPLE FROM SECTION IV. DEMONSTRATION OF QUALIFICATIONS
B. Teaching
The categories to be used in judging teaching performance for all faculty members are listed below. It
is expected that those individuals who are being recommended for promotions primarily on the basis
of excellence in teaching will be able to document excellence in these categories. Documentation of
teaching achievement includes:
1. Student Performance. Objective measures, particularly external, of student progress in the
courses in which the candidate teaches provide evidence of teaching achievement.
2. Systematic and Standardized Student Evaluation of Instruction. It is the responsibility of the
department head/chair or a departmental committee to obtain systematic and standardized
evaluation of teaching by students. Evaluations obtained via standardized program, College, or
University forms and procedures carry significantly greater weight than evaluations designed by
the candidate or others, although the latter will be considered. The results of standardized
evaluations will significantly influence decisions when the candidate is consistently judged by
students to be at either extreme of the distribution of instructional effectiveness. In order to gauge
an instructor's relative standing compared to colleagues in the department and in the College,
normative comparisons are needed.
3. Peer Appraisal of Instruction. Evaluation of teaching may be done by the department head or
chair, discipline coordinator, or unit director. Also, faculty members from the same or similar
disciplines may observe their colleagues in the multiple settings in which education occurs and
share their observations. Where appropriate these evaluations should specifically address an
instructor's ability to integrate his or her research to students, the appropriate level of difficulty of
material presented, relevance of examples, integration of topics, structure of lecture, and
congruence between instructor goals and accomplishments. Peer evaluations of a faculty
member's classroom behavior can be based on checklists, rating scales, or written appraisals.
Observations by more than one colleague are recommended, since colleagues, quite naturally,
rely on their own experience, values and definitions of effective teaching in making evaluations.
4. Instructional Material. Evidence of innovative or creative contributions to teaching methods or
curriculum development, such as publications of educational materials, should be documented.
Instructional materials can be evaluated by the colleagues. Ideally, the evaluation should be
conducted by more than one colleague. Course materials can also be evaluated by asking
students who have used them to complete a rating scale or open-ended questionnaire. The
importance of innovation, as might be demonstrated by the creation of a new course, is
recognized.
5. Teaching Responsibilities. A list of the candidate's specific teaching responsibilities, including
the number of hours of direct instruction, provides valuable information about the candidate's
commitment to teaching. The teaching workload over a number of years indicates the scope of
activity.
6. Awards for Teaching Excellence. A list of awards received by the candidate for excellence in
teaching provides another measure of the candidate's teaching ability.
7. Continuing Dental Education. If the candidate has participated in the design or delivery of
continuing dental education programs, a list of such programs and the candidate's role and
documentation concerning the quality of the candidate's contributions should be submitted.

30. 2014 UIC Promotion and Tenure Seminars
Office of Vice Provost for Faculty Affairs
Overviews of Promotion and Tenure process and policies from the campus perspective. Panel of P&T Committee members for Q&A. Junior Faculty
Overview of P&T process for Assistant Professors & Q Contract Faculty; appropriate for tenure and non-tenure track faculty.
Friday, April 11
1:00 -2:25 PM
Student Center East, Room 603
  UNDER-REPRESENTED FACULTY
Workshop and small group session focused on issues and questions specific to under-represented faculty; should be attended in conjunction with 4/11 seminar (and 5/2 workshop if applicable).
Friday, April 18
1:30- 3:30 PM
  Post Mid-Probation, Pre-Tenure Faculty
Workshop for tenure track faculty in T3 or T4; should be attended in conjunction with 4/11 seminar.
Friday, May 2
Noon – 1PM
University Hall, Room 401

31. YOU ARE NOT ALONE. OFA IS HERE TO HELP
YOU ARE NOT ALONE! OFA IS HERE TO HELP! Wendy, Polly, Lu – Your team can be found in Room 401.