Transcript Permanent Status and Promotion Policy and Procedures Overview

2009 Workshop
Permanent Status and Promotion
Policy and Procedures Overview
Agenda
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Definitions
Time in Rank
Criteria
Process Timeline
PS Progress
Assessment
Voting
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Formal Review of
Packets
Preparing your
Permanent Status
and Promotion
Packet
Extension Section
What is Permanent Status?
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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?
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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
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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/Qualifications
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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
If degree is not completed, must meet the following:
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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
If degree is not completed, must meet the following:
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50% of course credits completed
letter from major adviser must verify
these conditions met
Tenure/Permanent Status
Timeline
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Hire date and tenure/permanent
status timeline
General Information
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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
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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.
Disclaimer!
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Permanent status or future promotions
are not guaranteed
All is contingent upon your productivity
and performance
Process Timeline
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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 -
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continued
December – Revisions completed, if
needed
December / January – IFAS Deans
make recommendation to President
April / May – President’s review and
final decision
Process Timeline -
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continued
April / May – Candidates notified of
status
July 1 – Permanent status usually
effective
July 1 – Promotions usually effective
Voting Process
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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 Process
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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
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IFAS T/PS/P committee reviews all
packets
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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 Packets
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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 Packets
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Promotions and permanent status -President makes final decision
Courtesy faculty -- Senior Vice President
makes final decision
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Feedback to candidate:
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Unit vote
DED support
IFAS committee assessment
Dean support
What Happens if Permanent
Status Is Not Granted?
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If PS is not supported by the Deans:
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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.
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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.
Promotion
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If you have been granted permanent
status, you may choose to withdraw
your promotion packet any time in
the process.
Mid-career Progress
Assessment
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Third academic year
Assess progress towards Permanent
Status
Participation is required
UF/IFAS Regulations
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Related to Tenure, Permanent Status,
and Promotion
 6C1-7.025
 6C1-6.009
 6C1-7.019
On the web at http://regulations.ufl.edu/
Follow-up & Feedback
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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
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The packet is your opportunity to
present accomplishments for
PS/Promotion consideration
Review the Provost’s Memo when it is
distributed
Preparing the packet
Extension Program Section
Introduction
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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
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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 Duties
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Organize this section to be as easy as
possible for the reader
Extension Program
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Each description of accomplishments
within program areas should contain five
major sections:
Section 1 - Program Title
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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
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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 nonextension folks understand
Section 3 - Program
Objectives
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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, clientoriented
Section 4 - Educational
Methods
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Delineate the nature and extent of
educational methods
Sequential
Examples: number and type of
meetings, newsletters developed,
demonstrations held
Section 4 - Educational
Methods (continued)
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Summarize information from other parts
of the packet as follows:
Related work reported in other sections (20022008)
Creative Works (15)
Fact sheets (20)
Newspaper articles (25)
Extension Publications in EDIS (2)
Section 5 - Accomplishments
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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
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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
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In addition to evidence of program
accomplishments within assigned area,
CEDs must have evidence of
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program leadership for all program areas in
assigned county
leadership in staff development,
development of advisory committees,
budget development, and stakeholder
accountability
Questions?
Need Help? Please Contact:
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District Extension Director
IFAS Office of Human Resources
Susan Hudson
Mary Anne Morgan
352/392-4777