Promotion and Tenure Open Forum for Administrators

May 6, 2011

Jim LiburdyFaculty Senate Promotion and Tenure Committee

Becky WarnerAcademic Affairs

Faculty Senate Promotion and Tenure CommitteeMembership 2010-2011

Jim Liburdy, ‘11 (Chair)

Mechanical Engineering

Eric Hanson ’11 Wood Science & Engineering

Jennifer Field ’12 Agricultural Sciences

Michelle Kutzler ’12 Agricultural Sciences

Donna Champeau ’13 WAGE/Public Health

Yanyun Zhao ’13 Food Science & Technology

Executive Committee Liaison - Kate Hunter-Zaworski

Faculty Senate Promotion and Tenure Committee

•Review guidelines and propose changes, updates•Act as observer at the University Promotion and Tenure Committee meetings •Report to FS on annual P&T process (summary of actions)•Provide an information source for faculty•Six tenured faculty from across campus

http://oregonstate.edu/senate/committees/ptc/index.html

Recent Guideline Changes: Unit

Unit (supervisor and committee) is to assure proper format and inclusion of material prior to leaving the unit

Unit is to provide a “fair and balance summary of all peer and external solicited evaluations”

Candidate can request an external committee review the summary of external letters – report sent to college committee two weeks prior to completion of college review

Recent Modification to P&T guidelines?

As stated in the Faculty Handbook, should the faculty member request it, a faculty committee appointed and authorized by the Faculty Senate shall examine the contents of the faculty member’s dossier to verify that all statements therein have properly summarized external evaluations. This review is to be completed and forwarded to the College at least two weeks prior to the scheduled completion of the College level review. The request by the candidate for this review must be submitted to the Faculty Senate within one week after receiving all unit level reviews.[Note: the P&T guidelines on the web have not yet been updated—waiting on president’s approval.]

Recent Guideline Changes: College Committee

Duties delineated as:

(i) independent evaluation of merits of candidate as presented in dossier

(ii) opinion as to unit evaluation is “fair and uniformly assess merits…”

(iii) assess uniformity of standards in the college(iv) check dossier for proper format and inclusion of all

requested materials

General Purposes and Responsibilities

Criteria for Promotion and Tenure

Faculty Dossiers

Mid-term review

Post-tenure review

Procedural Guidelines for Promotion and Tenure

Waiver of Access

Dossier Preparation Guidelines

Policy on Salary Increases for Promotion in Rank

Promotion and Tenure Guidelines

http://oregonstate.edu/admin/aa/faculty-handbook-promotion-and-tenure-guidelines

The promotion and tenure process begins at the time of hiring.

Letter of offer should be clear on the tenure clock (granting prior service—think about evaluating against OSU

criteria)

Position description should:

Articulate assigned duties clearly

Assigned duties should add up to 100%

The proportion of assigned duties expected to lead to scholarly outcomes should be at least 15% (clinical positions 5-15%)

Service is required in all positions

The process of promotion and tenure is ongoing.

For those on tenure-track, annual reviews are important. Position descriptions must be reviewed and revised as

appropriate.

For those on tenure-track, mid-tenure reviews are critical.

For those with tenure, use the periodic review of faculty (PROF), and post-tenure review process to get/give input for promotion.

Criteria for Tenure

Tenure will be granted to faculty members whose character, achievement in serving the University’s missions, and potential for long-term performance warrant the institution’s reciprocal long-term commitment.

Typical clock is 6 yearsExtensions possible

FMLA for 3 months or more Extenuating circumstances Request at the time of the event

Early request for tenure: must be extraordinary

Criteria for Promotion

Assistant to Associate: Effectiveness in assigned duties Achievement in scholarship/creative activity with

the potential for distinction An appropriate balance of institutional and

professional service.

Associate to Full: Distinction in assigned duties Distinction in scholarship/creative activity An appropriate balance of institutional and

professional service.

Criteria for Promotion

Instructor to Senior Instructor After 4 years of full-time service After 3 years if prior service credit given 4 external letters (what is “external”) If letter of offer indicated tenure track, same

guidelines apply as those for Assistant and Associate Professors on tenure track

Faculty Research Assistant to Senior Faculty Research Assistant

After 4 years of full-time service After 3 years if prior service credit given 4 external letters (what is “external”) Senior FRA (and courtesy) stop at College

Dossier Preparation: Providing Evidence for Promotion and/or Tenure

Form A Include letter of offer for prior service credit

Confidentiality Waiver Should not affect evaluation Should never be mentioned in evaluation letters

whether it was assigned or not.Position Description

If PD changes, include a table summarizing FTE distribution over time

Candidate’s Statement (encourage faculty to think of audiences)

3 pages, 12-point font, 1-inch margins

Dossier Preparation: Providing Evidence for Promotion and/or Tenure

“Effectiveness” and “Distinction”

Teaching/Advising Instructional summary

Credit/non-credit course development Mentoring undergraduate and graduate students Team/collaborative efforts International efforts

Student/client evaluation Summarize, contextualize.

Peer teaching evaluations Should be a summary of multiple reviews

Advising Describe and evaluate

Other Describe and evaluate

Dossier Preparation: Providing Evidence for Promotion and/or Tenure

“Achievement with potential for distinction” and “Distinction”

Scholarship and Creative Activity

Listing publications/presentations/exhibitions/ grants appropriately

Refereed/juried, invited (how was work evaluated?)

Authorship ordering and clarification of effort

What is the impact of the work?

Dossier Preparation: Providing Evidence for Promotion and/or Tenure

Service University

Department/school College University

Profession Public

Is there an appropriate balance in levels of service (all promotions and tenure)?Is there distinction in service (for promotion to professor)?

Awards (all levels—good for establishing distinction in duties)

Promotion and Tenure: Steps in the Process

External Reviews

Letters should be from tenured professors or individuals of equivalent stature outside of academe who are widely recognized in their field

Five minimum, eight maximum No more than half from the candidate’s list Watch for potential conflicts of interest

Co-PIs Co-authors Mentors Students

Promotion and Tenure: Steps in the Process

Unit review (Membership guidelines changed recently)

Student letter (process articulated in guidelines) Unit committee review

Who can participate in discussion? All ranked faculty (chair/head on invitation) Be aware of conflicts of interest

Who can vote? Those tenured, at or above current rank, for

tenure review Those above candidate’s current rank for

promotion Review is based on dossier, including

external letters.

Promotion and Tenure: Steps in the Process

Supervisor’s Review Supervisor comments on relevant items in the

personnel file If other supervisors involved, include evaluation Evaluation should be an independent review Comment on external letters (don’t just quote), but

don’t identify reviewers

Once the unit review is done: Supervisor meets with candidate and shares the

committee and supervisor evaluations Informs candidate’s right to add written statement What happens if evaluations are negative?

Promotion and Tenure: Steps in the Process

College-level Review

New Guidelines approved by the Senate

Dean’s office should inform candidate when college letters have been added, and of their right to add a written statement

Dean’s review

Notify the candidate, and inform about adding a statement

Note: colleges differ on the timing of notice—ask if you want to see the college letter before the Dean provides a review.

Promotion and Tenure: Steps in the Process

University Committee Reviews all files Requests meetings with Deans/others when

Votes coming forward are not consistent across levels

Votes at all levels are negative Other considerations require discussion Faculty Senate P&T Committee representation

Committee makes recommendation to Provost

Provost’s decision given in writing

Appeal Within 2 weeks of receipt of letter Reasons for appeal: extenuating circumstances not

previously considere,d procedural irregularities, factual errors

One letter from candidate; no supporting letters

Promotion and Tenure: Contacts for Questions

Jim Liburdy: james.liburdy@oregonstate.eduBecky Warner: rwarner@oregonstate.edu