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Rank and Tenure Workshop

Rank and Tenure Workshop. Rank & Tenure Workshop 2016. Important dates Dossiers The Collective Agreement The Process Advice. CA p. 91

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Rank and Tenure Workshop

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  1. Rank and Tenure Workshop Rank & Tenure Workshop 2016

  2. Important dates • Dossiers • The Collective Agreement • The Process • Advice

  3. CA p. 91 • 5.0 It is the responsibility of a Faculty member who will be considered for grant of tenure in an academic year to ensure his or her Academic Dossier is complete by October 1 and to provide such information concerning teaching and research activity as may be requested by the Rank and Tenure Committee or by the Departmental Evaluation Committee. • ARTICLE 2.2.3. 2 EVALUATION OF FACULTY SEEKING TENURE • [see 2.1.3 and 2.1.6]. • 1.0 Criteria as Applied to the Award of Tenure. • 1.1 Tenure will be granted only if a Faculty member has demonstrated: a) clear promise of future intellectual and professional development; b) excellence in teaching or scholarly activity (including equivalent creative or professional work), and clearly established competence in the other; c) reasonable service to the University, with additional consideration to contributions to the member's academic/professional community and the wider community. • 2.0 A Faculty member who has applied for tenure, or who is eligible for tenure by reason of the criteria in 2.1.3, shall be evaluated by the appropriate Departmental Evaluation Committee and by the Chair no later than the fifth October of his/her employment in a probationary appointment. • 3.0 In the case of each Faculty member being considered for tenure in a given academic year, the Academic Vice-President and Provost, as Chair of the Rank and Tenure Committee, shall request by October 1 that the appropriate Departmental Evaluation Committee and the Chair provide such evaluations.

  4. CA p. 92 • ARTICLE 2.2.3.3 EVALUATION OF FACULTY SEEKING ADVANCEMENT IN RANK • [see 2.1.2 and 2.1.SJ • 1.0 Advancement from Lecturer shall occur upon acquisition of the qualifications of the rank of Assistant Professor (See 2.1.2: 2.0 and 3.0) • 2.1 A Faculty member who has applied for advancement in rank with the exception of advancement from Lecturer to Assistant Professor shall be evaluated by the appropriate Departmental Evaluation Committee and by the Chair. • 2.2 The Academic Vice-President and Provost, as Chair of the Rank and Tenure Committee, shall request by October 1 that the appropriate Departmental Evaluation Committee and Chair provide such evaluations. • 3.1 By November 1, the Departmental Evaluation Committee and the Chair shall each submit their written evaluative report to: • a) the Chair of the Rank and Tenure Committee; and, • b) The Faculty member being evaluated. • 3.2 In addition, by November 1 the Chair shall send copies of his or her written report to the other members of the Departmental Evaluation Committee and deliver the Academic Dossier to the Academic Vice-President's office. • 4.0 It is the responsibility of a Faculty member who will be considered for advancement in rank to ensure his or her Academic Dossier is complete by October 1 and to provide such information concerning teaching and research activity as may be requested by the Rank and Tenure Committee or the Departmental Evaluation Committee. The Chair of the Departmental Evaluation Committee shall ensure that no further information can be added to the dossier after October 1st. An electronic copy of the Academic Dossier shall also be submitted by this date to the Chair of the Departmental Evaluation Committee and Academic Vice-President's office. • 5.0 It is similarly the responsibility of a Faculty member who will be considered for advancement in rank in an academic year to provide the Rank and Tenure Committee and the Departmental Evaluation Committee with sufficient information to demonstrate that the other criteria of evaluation [see 2.2.1] have been satisfied at an acceptable level.

  5. CA p. 92 • 6.1 The Rank and Tenure Committee shall make its recommendation regarding the grant of tenure to the President. • 7.1.1 The President shall normally communicate his or her decision regarding grant of tenure to the applicant by December 15. • 7.2 Simultaneously the President shall send notification to the Office of the Academic Vice-President and Provost.

  6. CA p. 93 • 6.0Advancement from Assistant to Associate • Appointment to the rank of Associate Professor will be granted only if a Faculty member has demonstrated: a) excellence in teaching or scholarly activity (including equivalent creative or professional work) and clearly established competence in the other; b) that his or her scholarly, professional, or creative activity is reasonable in quantity; and, c) reasonable service to the University. d) A Faculty member's service to his or her academic/professional community or exceptional service to his or her community will be considered e) Faculty members seeking promotion to the rank of Associate who choose to have external evaluators will follow the process outlined below in Clause 7.1.

  7. CA p. 93 • 7.0 Advancement from Associate to Full • Appointment to the rank of Professor will be granted only if a Faculty member has demonstrated : • a) excellence in teaching and excellence in scholarly activity (including equivalent creative or professional work); • b) that his or her scholarly, professional, or creative activity is reasonable in quantity and sustained over time; • c) reasonable service to the University; and • d) that she or he has made a distinguished contribution to his or her academic/professional discipline or art in teaching, or in research or creative activity. • e) A Faculty member's distinguished service to his or her academic/professional community or exceptional service to his or her community will be considered. • f) External referees shall be used for promotion to Full Professor. • 7.1 External Referees • a) Candidates for promotion to the rank of Full Professor or candidates who elect to have an external referee shall supply the names of a minimum of three possible external referees under separate cover with his or her application for advancement in rank to the Chair of the Rank and Tenure Committee by September 15th with a copy to the relevant Dean and Chair of the DEC (or IDP equivalent). External referees must not be former supervisors, students or research collaborators of the candidate. The candidate may also indicate in their cover letter the names of any referees that cannot be used to review their application. • b) The DEC (or IDP equivalent) shall add to the candidate's list two other names of potential referees and submit the combined list to the Chair of the Rank and Tenure Committee by October 1

  8. c) CA p. 94 The Rank and Tenure Committee shall meet by October 15 to decide on two referees and an alternate. The selection shall be by simple majority vote. d) The Dean will send the Cover Letter and Academic Dossier together with the evaluation criteria [Article 2.2.1] to the selected referees. e) The Dean shall forward the external referees' letters to the Chair of the Rank and Tenure Committee for the Committee's use. The Chair of the Rank and Tenure Committee will forward a copy of the external referees' letters for which the signature line and all personal identifiers are redacted to the relevant Departmental Evaluation Committee (or equivalent) and the Candidate by January 21st. f) The Candidate will have 10 working days to submit a response to the external referee's letter, if so desired, to the Chair of the Rank and Tenure Committee. • 8.0 The Rank and Tenure Committee shall make its recommendations regarding advancement in rank to the President. • 8.1 The President shall normally communicate his or her decision regarding advancement in rank to the applicant by February 28. • 8.2 Simultaneously, the President shall send notification to the Office of the Academic Vice­ President and Provost.

  9. Dossier • The candidate will reproduce one paper copy of the dossier and submissions should be saved on a USB storage device or sent electronically – electronic versions must be a single PDF arranged with table of contents numbered and in the order as presented in the hard copy of the dossier. Save the PDF version as your last name, eg. Jones.pdf • Everything in the paper dossier should be in the electronic version. The only exception might be a book (a book chapter/section should be electronic). • It is the candidate’s responsibility to make sure everything is complete and orderly, but they of course may rely on others to help them. However, it should be emphasized that it is the faculty member’s responsibility to check all files to ensure that they are correct and in correct order. • To maintain security, the electronic documents will be uploaded to a secure and confidential drive that will be accessed only by Rank and Tenure Committee members and the Office of the Academic VP. Before access is provided to committee members, they are informed of the expectation that these files will not be downloaded or copied, and that confidentiality is permanent. Paper files and USBs will be returned to the applicant after evaluations are complete and the appeal period (or process) has expired. Access to the shared drive will be revoked for Rank and Tenure Committee members when the decision-making process has been completed.

  10. T • The following checklist with short titles of all the elements to be included in the dossier has been extracted from Articles 2.2.4.2.0 and 2.2.2.1.1:5.1 of the Third Collective Agreement. This is meant to guide candidates to assist them in providing a consistent dossier format. The Third Collective Agreement should be consulted as it is the definitive document which determines this process. 1. A Table of Contents - * see slide 12 for an example 2. A complete, up-to-date CV 3. A cover letter written by the candidate to introduce the contents of the Dossier in a manner that highlights their teaching, research and creative work, and contribution to the University community and the wider community; 4. A list, year by year, of courses the candidate has taught over the past five years; if responsibility for a course is shared this should be noted. 5. A copy of those materials the candidate wishes to use as evidence of fulfillment of their teaching responsibilities as set out in Article 2.2.2.1.1:5.1; a. Course content as set out in syllabi for courses and laboratories b. Instruments devised for evaluating student performance such as examinations and assignments; c. Examples of graded written work; d. Grading patterns; e. Availability to students for consultation; f. Supervision of honours and major students; g. Student attitudes to the performance of instructors as reflected in course evaluation questionnaires and in enrolment patterns.

  11. Table of Contents - sample RESEARCH AND CREATIVE WORK Research statement Research funding National/provincial competitive peer-reviewed grants Industry-sponsored grants and contracts Internal grants Publications Peer-reviewed journal articles, in press Peer-reviewed journal articles, published Peer-reviewed book chapters Peer-reviewed published abstracts Research and technical reports Knowledge translation activities SERVICE: Contributions to University and Wider Communities • Cover letter to the Academic Vice-President and Provost • Curriculum vitae • TEACHING • Teaching statement • Selected course syllabi • Evaluating student performance • Selected exams and quizzes • Selected assignments • Selected graded work • Grade analyses • Evaluations by students • Course evaluation norm comparisons • Summary of evaluations available • Quantitative evaluations • Qualitative evaluations

  12. 6. 6. Summary sheets of course evaluations for all courses taught since the candidate’s initial appointment or in the past five years, whichever is less. If a candidate wishes to include students written comments then all comments should be included for that course. The absence of comments shall not be used as evidence against the candidate’s application. 7. Evidence of published works, such as books authored or edited, copies of reviews or critical notices of these books, reprints of articles and reviews, and equivalent material, and the materials that the candidate wishes to use as evidence of their research and other scholarly and/or creative activities including, but not limited to, conference presentations, recitals, exhibits, and speaking engagements. 8. Where applicable to one’s discipline or area of specialization, evidence of application for and the degree of success in receiving external funding to support research and creative work. 9. Evidence of engagement in the university and wider community, including one’s professional community as applicable. 10. Any other material that the candidate deems pertinent to the application for renewal, tenure, or promotion

  13. Advice 1. Continuously update your Curriculum Vitae & Dossier. This is your career and it’s a long term, so make sure your dossier carefully reflects your accomplishments. 2. Think about how best to effectively present your accomplishments. Electronic submission permits creativity in your submission such as sample lectures, music or other performances, etc. Remember to highlight successes so it is easy for the reviewer to see them, but do not over-state significance. 3. Although we know it’s difficult and that each has its limitations, use objective measures of quality and impact whenever you can. For example, copies of course evaluations and testimonies from students, H-factor or other accepted external measure of research impact, etc. 4. For tenure applications in particular, remember that the evaluation committees understand that you are learning your job, so show progression and an understanding of how you have or will improve where appropriate. For example, objective teaching scores might be low in a particular year due to a new teaching approach – explaining that and how you will or did fix the issue is important. 5. Talk to the right people about the process….. current and former department chairs, former deans, former DEC and former RTC members. If feasible, ask to see a well-prepared dossier from a colleague who was recently went through the process successfully. 6. Before you prepare the final version of the dossier, think about evaluation criteria. See how teaching, research, and service contributions are recognized in your discipline at other universities. Think about the criteria you would use to evaluate a colleague’s performance given your understanding of excellence in your field, then apply it to your own.

  14. 7. If you have experienced colleagues with whom you feel comfortable sharing your dossier, ask them to review it, at least one week ahead of when it’s due. 8. Treat your dossier like a research article – complete it well before the deadline. Leave it. Read it again and view it through the lens of departmental colleagues. Then leave it again and read it from the point of view of someone outside of your Faculty. 9. Think of your cover letter as the template for your letter of approval – include one-two paragraphs each summarizing your teaching, scholarship, and service contribution and the indicators of such accomplishments, justifying your own assessment as to how you’ve met the criteria for tenure or promotion. 10. Be sure your dossier is well written, organized, orderly, and concise, and make a good first impression. 11. Follow directions. Read the appropriate collective agreement sections to fully understand process and deadline, and make sure you have included all relevant information in your dossier.

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