2009 workshop permanent status and promotion policy and procedures overview l.
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2009 Workshop Permanent Status and Promotion Policy and Procedures Overview. Definitions Time in Rank Criteria Process Timeline PS Progress Assessment Voting. Formal Review of Packets Preparing your Permanent Status and Promotion Packet Extension Section. Agenda.

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Time in Rank


Process Timeline

PS Progress Assessment


Formal Review of Packets

Preparing your Permanent Status and Promotion Packet

Extension Section

what is permanent status
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
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
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 qualifications6
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
Master’s Degree Requirement for Permanent Status

If degree is not completed, must meet the following:

  • be admitted to accredited graduate program
  • have a graduate committee and adviser
  • plan of study and related requirements established
master s degree requirement for permanent status continued
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
Tenure/Permanent Status Timeline
  • Hire date and tenure/permanent status timeline
general information
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
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.
  • Permanent status or future promotions are not guaranteed
  • All is contingent upon your productivity and performance
process timeline
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
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 continued15
Process Timeline -- continued
  • April / May – Candidates notified of status
  • July 1 – Permanent status usually effective
  • July 1 – Promotions usually effective
voting process
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 process17
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
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 packets19
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 packets20
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
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.
  • If you have been granted permanent status, you may choose to withdraw your promotion packet any time in the process.
mid career progress assessment
Mid-career Progress Assessment
  • Third academic year
  • Assess progress towards Permanent Status
  • Participation is required
uf ifas regulations
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/
follow up feedback
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
  • The packet is your opportunity to present accomplishments for PS/Promotion consideration
  • Review the Provost’s Memo when it is distributed
  • Preparing the packet
  • 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
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 duties32
Job Duties
  • Organize this section to be as easy as possible for the reader
extension program
Extension Program
  • Each description of accomplishments within program areas should contain five major sections:
section 1 program title
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
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
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
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
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
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
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
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
need help please contact
Need Help? Please Contact:
  • District Extension Director
  • IFAS Office of Human Resources

Susan Hudson

Mary Anne Morgan