2009 WorkshopPermanent Status and

PromotionPolicy and Procedures Overview

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

What is Permanent Status?

Qualified right to continuous employment for qualifying agents

Subject to certain requirements initially and throughout employment

Does not absolve from duties or responsibilities

PS represents a commitment by the university to the individual

What is Promotion?

Promotion is the official conferring of faculty-ranked titles

County level faculty use the titles Extension Agent I, II, III, IV

Agent I is non-Permanent Status

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

Basic Eligibility/Qualifications

Master’s degree or at least 50% of the coursework is required for PS and promotion to rank II

Master’s degree is required for rank III or above

Master’s Degree Requirement for Permanent Status

be admitted to accredited graduate program

have a graduate committee and adviser

plan of study and related requirements established

If degree is not completed, must meet the following:

Master’s Degree Requirement for Permanent Status -- continued

50% of course credits completed letter from major adviser must

verify these conditions met

If degree is not completed, must meet the following:

Tenure/Permanent Status Timeline

Hire date and tenure/permanent status timeline

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

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.

Disclaimer!

Permanent status or future promotions are not guaranteed

All is contingent upon your productivity and performance

Process Timeline Early Spring – IFAS Workshops Late Summer – Unit deadlines for

submission, voting, external review. Early September – One copy due to

IFAS Human Resources. Early October – Packets due in IFAS

Human Resources November – IFAS T/PS/P Committee

and IFAS deans review

Process Timeline -- continued

December – Revisions completed, if needed

December / January – IFAS Deans make recommendation to President

April / May – President’s review and final decision

Process Timeline -- continued

April / May – Candidates notified of status

July 1 – Permanent status usually effective

July 1 – Promotions usually effective

Voting Process Votes for Permanent Status and for

Promotion are separate Permanent Status: your colleagues

who have already received permanent status are eligible to vote on your packet

Promotion: colleagues who are at a higher rank can vote

Voting Process

Although the tally of votes is public, individual votes should be kept confidential

Votes based on information in the packet

Each district is considered to be a “department” for voting purposes

Review of Packets 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

Review of Packets

Deans review, determine support, and prepare letter

All packets (not including courtesy faculty) are forwarded to University administration unless withdrawn by the applicant

Review of Packets

Promotions and permanent status -- President makes final decision

Courtesy faculty -- Senior Vice President makes final decision

Feedback to candidate: Unit vote DED support IFAS committee assessment Dean support

What Happens if Permanent Status Is Not

Granted?

If PS is not supported by the Deans: candidates not at the end of the probationary period

may withdraw the packet and submit when appropriate.

candidates at the end of the probationary period may withdraw the packet and resign or allow the packet to be forwarded to the Academic Personnel Board and UF President.

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.

Promotion

If you have been granted permanent status, you may choose to withdraw your promotion packet any time in the process.

Mid-career Progress Assessment

Third academic year Assess progress towards

Permanent Status Participation is required

UF/IFAS Regulations

Related to Tenure, Permanent Status, and Promotion 6C1-7.025 6C1-6.009 6C1-7.019

On the web at http://regulations.ufl.edu/

Follow-up & Feedback IFAS Human Resources is responsible

for the PS/P process. Contact us with procedural questions.

Questions regarding unit timelines, content – contact your District Director

Candidates are notified of packet status at key stages

IFAS Human Resources website - http://personnel.ifas.ufl.edu/

The Packet The packet is your opportunity to

present accomplishments for PS/Promotion consideration

Review the Provost’s Memo when it is distributed

Preparing the packet

Extension Program Section

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 in your Workshop packet

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

Job Duties

Organize this section to be as easy as possible for the reader

Extension Program Each description of

accomplishments within program areas should contain five major sections:

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”

Section 2 - Situation Succinct 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

Section 3 - Program 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

Section 4 - Educational Methods Delineate the nature and extent of

educational methods Sequential Examples: number and type of

meetings, newsletters developed, demonstrations held

Section 4 - Educational Methods (continued)

Summarize information from other parts of the packet as follows:

Related work reported in other sections (2002-2008)

Creative Works (15)Fact sheets (20)Newspaper articles (25)Extension Publications in EDIS (2)

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?

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.

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

Questions?

Need Help? Please Contact:

District Extension Director IFAS Office of Human Resources

Susan HudsonMary Anne Morgan352/392-4777