2011 Workshop Permanent Status and Promotion Policy and Procedures Overview

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