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2011 Workshop Permanent Status and Promotion Policy and Procedures Overview

2011 Workshop Permanent Status and Promotion Policy 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.

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2011 Workshop Permanent Status and Promotion Policy and Procedures Overview

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  1. 2011 WorkshopPermanent Status and PromotionPolicy and Procedures Overview

  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

  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 President following the completion of all requirements • Not sent to the Board of Trustees • Consideration is based on performance of faculty duties and responsibilities

  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

  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

  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

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

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

  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

  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

  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.

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

  15. Process Timeline • January to March – IFAS PS&P Workshops • Summer – Unit deadlines for submission, voting, external review. • August – One copy due to IFAS Human Resources. • September – Packets due in IFAS Human Resources • Early November – IFAS T/PS/P Committee and IFAS deans review

  16. Process Timeline -- continued • Mid-December – Final copies due to IFAS HR • December – IFAS Deans make recommendation to President • February / March – Academic Personnel Board’s review • May – President’s review and final decision

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

  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

  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

  20. 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

  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

  22. Review of Packets • Promotions and permanent status -- President makes final decision • Courtesy faculty -- Senior Vice President makes final decision

  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

  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.

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

  28. UF/IFAS Regulations • Related to Tenure, Permanent Status, and Promotion • 6C1-7.025 • 6C1-6.009 • 6C1-7.019On the web at http://regulations.ufl.edu/

  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

  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

  32. Preparing the packet

  33. Extension Program Section

  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 http://personnel.ifas.ufl.edu/tenure.shtml

  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

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

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

  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”

  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

  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

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

  42. Section 4 - Educational Methods (continued) • Summarize information from other parts of the packet as follows: Related work reported in other sections (2004-2010) Creative Works (15) Fact sheets (20) Newspaper articles (25) Extension Publications in EDIS (2)

  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?

  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.

  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

  46. Questions?

  47. Need Help? Please Contact: • District Extension Director • IFAS Office of Human Resources • http://personnel.ifas.ufl.edu/ Susan Hudson Mary Anne Morgan 352/392-4777

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