Promotion and Tenure Workshop for Administrators

Mary Fisher, Associate Vice Chancellor and Associate Dean of the Faculties

Gail Williamson, Faculty Fellow

Where Impact Is Made

AGENDA

• Welcome and Introductions

• P&T Guidelines Update

• Mini Survey of Administrators

• P&T Queries and Discussion

• Electronic Dossier Preparation

• Question and Answer Session

• Programming Announcements

• Closing Comments and Adjournment

P&T GUIDELINES UPDATE

Mary Fisher

Associate Vice Chancellor

Associate Dean of the Faculties

P&T Issues from 2010-2011

• Nine-year Tenure Probationary Timeline for School of Medicine

• Documenting Excellence

• Information for Reviewers

• Appendices

Mini Survey of Administrators Using Clickers

Question #1

Which of the following groups do you represent?

Deans Assoc.Deans

Dept.Chairs

Committee Chairs

Admin/Specialist

22%

15%

0%

12%

0%

51%

1. Deans

2. Associate Deans

3. Department Chairs/Directors

4. Primary Committee Chairs

5. Administrative Assistants/

Specialists

Question #2

To what extent are mentors assigned to tenure-track faculty in your school?

100% 75% 50% 25% 0%

42%

16%

11%

18%

13%

1. 100%

2. 75%

3. 50%

4. 25%

5. 0%

Question #3

To what extent are mentors assigned for Associate Professor level faculty in your school?

100% 75% 50% 25% 0%

9%

3%

60%

20%

9%

1. 100%

2. 75%

3. 50%

4. 25%

5. 0%

Question #4

To what extent are mentors assigned for clinical track faculty in your school?

100% 75% 50% 25% 0%

15%

7%

59%

15%

4%

1. 100%

2. 75%

3. 50%

4. 25%

5. 0%

Question #6

To what extent are Primary Committees in your school up-to-date on the current Campus P&T guidelines?

100% 75% 50% 25% 0%

56%

21%

3%3%

18%

1. 100%

2. 75%

3. 50%

4. 25%

5. 0%

Question #7

To what extent is your Unit/School P&T Committee up-to-date on the current Campus P&T guidelines?

1 2 3 4 5

70%

22%

3%0%

5%

1. 100%

2. 75%

3. 50%

4. 25%

5. 0%

Question #8

My knowledge and understanding of the IUPUI promotion and tenure guidelines is

Excellent Good Fair Poor

26%

7%

16%

51%

1. Excellent

2. Good

3. Fair

4. Poor

Question #9

Does your school provide internal P&T programming annually for your faculty?

Yes No

32%

68%

1. Yes

2. No

Question #10

As an administrator, I regularly inform my faculty of Campus P&T programs offered during the year.

StronglyAgree

Agree Neutral Disagree Stronglydisagree

70%

15%

3%3%9%

1. Strongly agree

2. Agree

3. Neutral

4. Disagree

5. Strongly disagree

P&T Queries and Discussion Using Clickers

Responsibility

Whose responsibility is it to provide an assessment of the dissemination outlets in the candidate’s dossier?

Candidate

PrimaryComChair

Dept.Chair

Assoc.Dean of

AA

Dean ofSchool

11%

22%

0%

3%6%

58%

1. Candidate

2. Primary Committee Chair

3. Department Chair

4. Associate Dean of

Academic Affairs

5. Dean of the School

Responsibility

Department Chair (or Designee) Responsibilities• Provide an assessment of the dissemination outlets in the

candidate's area of excellence (or in all areas for a balanced case), such as the quality of journals, peer-reviewed conferences, and venues of presentations or performance.

• Page 9

Negative Votes

Do negative votes require an explanation to the candidate for school level reviews?

Yes No

47%

53%

1. Yes

2. No

Negative Votes

• The report from each committee should make an effort to account for negative votes based on committee discussions as opposed to submitting a minority report, which is not allowed. The reports should be written with sufficient detail to fully review the candidate’s qualifications.

• Page 11

Insufficient Rank

What should be done if the chair is not tenured or does not hold the rank that the candidate is aspiring to achieve?

Chair Waived SchoolDean

Writes forChair

SchoolDean

Provides

14%

20%

0%

11%

54%

1. Chair writes the letter regardless

2. Chair letter requirement is waived

3. School Dean writes the letter for Chair

4. School Dean provides a letter of

explanation

Insufficient Rank

Department Chair (or Designee) Responsibilities• Compose a letter of evaluation of the candidate’s case

and recommendation for action and enclose this in the dossier.

• This letter is waived if the Department Chair does not hold tenure and/or a rank equal to that sought by the candidate.

• Page 10

External Reviews

How many arms-length external reviews are required for a promotion/tenure case?

3 4 5 6

7%

81%

5%7%

1. 3

2. 4

3. 5

4. 6

External Reviews

Department Chair (or Designee) Responsibilities• Ensure that all external reviewers meet the guidelines for

independence outlined in the section on External Assessment. If not, then secure additional external reviews sufficient to meet the six reviewer minimum standard prior to forwarding the dossier to the unit committee.

• All reviews received must be retained in the dossier. • The campus may return a dossier that does not meet the

six-reviewer, arm’s-length minimum.• Page 10

External Review Form

Page 56EXTERNAL REFEREE FORM

TO:

FROM:

SUBJECT: Relationship to Candidate

CANDIDATE:

Relationship to the candidate and his/her work: Circle your response

1. Present or past colleague at same institution as a student, post-doctoral fellow, or faculty member Yes No

2. Past mentor Yes No

3. Co-authored scholarly work/grants in the last 5 years Yes No

4. Other, please specify:

Knowledge of candidate’s work primarily based on: Circle your response

5. His/her publications and CV Yes No

6. Scholarly presentations Yes No

7. Personal knowledge and discussions Yes No

8. Participated on review panels (study section, advisory boards, etc.) Yes No

External Reviewer’s Signature Date

Please return this form with your letter.

External Reviews

External Reviewers should be provided with primary/department or school/unit criteria and the IUPUI tables.

1. True

2. False

External Reviews

Provide external reviewers with the appropriate materials to make informed judgments.• While unit/school or primary/department policies may detail particular kinds

of evidence that should be sent to reviewers (often the C.V., the candidate’s statement, and selected publications), the basic goal is to match evidence to criteria. For example, if the candidate is presenting excellence in teaching then teaching products, such as syllabi or course materials produced by the instructor, should be provided to the reviewer. If the candidate has named service as an area of excellence, documents or products detailing the intellectual work related to service and its impact should be sent to the reviewers.

• Primary/department or unit/school criteria as well as the IUPUI excellence tables located in the Appendices of these Guidelines should be provided to the reviewers.

• Page 9

Biographic Summaries

Biographic summaries of the External Reviewers should be provided by the…

1. Candidate

2. Administrative Assistant

3. Department Chair

4. School Dean

Biographic Summaries

Department Chair (or Designee) Responsibilities• Provide a brief statement addressing the expertise of each

external reviewer which will be placed in Section 04 of the dossier with the external assessments.

• Page 9

Primary Committees

According to the IUPUI guidelines, primary committees should have a minimum of _____ members .

3 4 5 6

25%

13%

38%

25%

1. 3

2. 4

3. 5

4. 6

Primary Committees

Primary/Department and Unit/School Level Promotion and/or Tenure Committees Responsibilities• Primary/Department and Unit/School level promotion

and/or tenure committees must comply with the following guidelines:• Committees should have a minimum of four members. • If there are insufficient faculty to comprise a committee of

at least four members of the proper rank, the Dean should seek additional members (either from another department within the school or from another school) in consultation with the duly constituted committee.

• Pages 11and 12

Candidate’s Statement

How many single-spaced pages can be included in the candidate’s statement?

5 8 10 15

78%

2%

12%7%

1. 5

2. 8

3. 10

4. 15

Candidate’s Statement

Candidate’s Statement• Candidates for promotion and/or tenure should prepare a

maximum of 5 single-spaced pages for their candidate’s statement that reflects their own assessments of their accomplishments in teaching, research and creative activity, and service (for faculty) or performance, professional development, and service (for librarians)

• Page 15

Candidate’s Statement

How many additional pages are permitted in the candidate’s area of excellence?

1 2 3 4

55%

5%8%

32%

1. 2

2. 4

3. 5

4. 7

Candidate’s Statement

Candidate’s Statement• Up to an additional two single-spaced pages, addressing the area of

excellence, may be presented as a section introduction for the area of excellence.

• Candidates going up on a balanced case should prepare a maximum of 7 single-spaced pages for their candidate’s statement, inclusive of the three areas of highly satisfactory work.

• In cases where the candidate undergoes unit-level review at another campus (e.g., Core Schools like Business, Education, etc.), an accommodation with the page-length expectations of those campuses may be needed.

• Page 15

Dossier

What is the maximum length of the dossier excluding the CV?

25 50 75 100

9%0%0%

91%

1. 25 pages

2. 50 pages

3. 75 pages

4. 100 pages

Dossier

DOSSIER FORMAT• Dossiers should be no more than 50 pages (excluding the

candidate’s vitae; external assessment letters; and chair, dean, and committee letters).

• Page 12

Voting

P&T committee members must fully participate in candidate deliberations in order to vote.

True False

10%

90%

1. True

2. False

Voting

Primary/Department and Unit/School Level Promotion and/or Tenure Committees Responsibilities

• Voting members must fully participate in committee deliberations. There can be no proxy voting on promotion and/or tenure cases at any level.

• Page 12

Scholarship

Scholarly dissemination is required in which of these situations?

#1 #2 #3 #4

7%

82%

0%

11%

1. To document excellence in teaching research or service

2. To document highly satisfactory in all three areas of a balanced case

3. To document satisfactory research

4. All of the above

Scholarship

• Scholarly dissemination of your work is required to document excellence in any of the three areas of faculty work; to document highly satisfactory in each area of a balanced case; and also for assessment of satisfactory in research.

• Page 6

Special Circumstances

A candidate who has had interruption in their scholarly work can be considered for promotion.

True False

3%

97%

1. True

2. False

Special Circumstances

External Assessment• External assessment is essential to provide the committees

evaluating each candidate for promotion and/or tenure an objective evaluation of the value and impact of the candidate’s work within the discipline, and to demonstrate that each candidate for associate professor has achieved an emerging national reputation and that each candidate for full professor has achieved a sustained national reputation as demonstrated by a well established and cumulative body of work in rank.

• Special circumstances where scholarly productivity has been interrupted can be considered.

• Page 23