2009 Workshop Permanent Status and Promotion Policy and Procedures Overview

1. 2009 WorkshopPermanent Status and PromotionPolicy and Procedures Overview

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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:

9. Tenure/Permanent Status Timeline • Hire date and tenure/permanent status timeline

10. 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

11. 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.

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

13. 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

14. Process Timeline -- continued • December – Revisions completed, if needed • December / January – IFAS Deans make recommendation to President • April / May – President’s review and final decision

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

16. 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

17. 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

18. 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

19. 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

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

21. Feedback to candidate: • Unit vote • DED support • IFAS committee assessment • Dean support

22. 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.

23. 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.

24. Promotion • If you have been granted permanent status, you may choose to withdraw your promotion packet any time in the process.

25. Mid-career Progress Assessment • Third academic year • Assess progress towards Permanent Status • Participation is required

26. 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/

27. 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/

28. 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

29. Extension Program Section

30. 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 in your Workshop packet

31. 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

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

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

34. 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”

35. 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

36. 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

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

38. 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)

39. 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?

40. 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.

41. 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

42. Questions?

43. Need Help? Please Contact: • District Extension Director • IFAS Office of Human Resources Susan Hudson Mary Anne Morgan 352/392-4777