Understand Tenure and Promotion Process for Faculty Success

Tenure and Promotion Workshop May 7, 2013

Agenda Welcome and Introductions Pauline Brandes Opening Remarks Wes Pue Guide to Tenure & Promotion Deena Rubuliak & George Athans Senior Appointments Committee Judith Daniluk Questions and Discussion 2

Our Objective To provide faculty members with an understanding of the tenure and promotion processes. To support the success of faculty members going forward for tenure and promotion. 3

Tenure & Promotion Tenure Streams Criteria Tenure Clocks Promotion Reviews Procedures For Assistance 4

The Tenure Streams The Professorial Stream Assistant Professor Associate Professor Professor The Professor of Teaching Stream Instructor I Senior Instructor Professor of Teaching 5

The Criteria The Professorial Stream The Professor of Teaching Stream Service Service Educational Leadership Research Teaching Teaching 6

The Tenure Clock The tenure clock begins on July 1 of the calendar year of hire Extensions are granted for maternity & parental leaves (automatic) and sick leaves (on a case by case basis) An individual may only be reviewed one time for tenure All ranks, except Assistant Professor, may be reviewed early for tenure A tenure track Assistant Professor may be reviewed early for promotion to Associate Professor and if granted, tenure will be automatic 7

The Procedures The reappointment, tenure & promotion procedures are set out in Articles 5 & 9 of Conditions of Appointment for Faculty, and are supplemented by the Guide to Reappointment, Tenure and Promotion Procedures at UBC 8

Periodic Review for Promotion 9

Heads Meeting By June 30, the Head must meet with all tenure track faculty annually. For tenured faculty, we encourage annual meetings or, at minimum, at least in the 2 years prior to a promotion review. 10

Heads Meeting It s an opportunity to clearly note the strengths, deficiencies and opportunities for improvement It is also important to receive advice re the CV & other relevant material required for the next review. The Head & candidate must agree in writing on matters discussed. 11

The Initial File Unless otherwise agreed, the faculty member s dossier and all relevant documentation necessary for review must be submitted by September 15. 12

Eligibility to be Consulted The Head must consult with eligible members of the departmental standing committee on all reappointment, tenure and promotion cases. Each Academic Unit is required to have documented procedures regarding consultation with the departmental standing committee for all reappointment, tenure and promotion cases. 13

Letters of Reference All tenure and promotion cases require 4 letters of reference. The candidate provides 4 names, of which 2 must be solicited. The Head then consults with the departmental standing committee on choosing the final list of referees. 14

What referees receive The letter of request is only accompanied by the candidate s CV and selected materials relevant for the assessment of scholarly achievements. Teaching dossiers are usually only included for cases involving Senior Instructor & Professor of Teaching. 15

Tenure & Promotion Reviews Department Standing Committee meets after obtaining letters of reference Department Standing Committee votes & recommends to Head Serious concerns? No Yes Invited to respond in writing to serious concerns 16

Tenure & Promotion Reviews Head recommends to Dean Head notifies candidate in writing of decision Negative? Yes Invited to respond in writing to Dean 17

Tenure & Promotion Reviews Dean seeks Faculty Committee vote Dean recommends to President* Dean notifies candidate of decision Negative? Yes Invited to respond in writing to President 18

Supplementing the File The University and the candidate have the right to supplement the file with new info at any stage prior to the President s decision 19

For Assistance The Collective Agreement, in particular Articles 2 - 5 & 9 of Conditions of Appointment for Faculty Guide to Reappointment, Tenure and Promotion Procedures at UBC for 2012/13 Faculty Relations website: www.hr.ubc.ca/faculty_relations/tenure/ Faculty Association website: www.facultyassociation.ubc.ca/promotiontenu re.php Call us! 20

Senior Appointments Committee Professor Judith Daniluk, SAC Chair 21

Senior Appointments Committee 20 person committee of professors Representation from all Faculties (includes 2 UBC-O; 1 Faculty Association) Two Subcommittees: Associate and Professor (meets bi-weekly September through June) Reviews all tenure and promotion files (approx. 180/year) and makes recommendations to the president

SAC Terms of Reference Advise the President on the merits of individual cases according to: Concepts of procedural fairness Appropriate standards of excellence across and within faculties and disciplines The Collective Agreement and SAC guidelines All relevant contextual matters (Article 5.14 Agreement)

Examples of Contextual Factors maternity or parental leaves delays due to set up requirements for research or any other relevant information which may provide insight into timing issues the candidate s personal circumstances if relevant Discipline and context specific opportunities within each department and faculty Article 5.14e; SAC Guide Section 5.5.1 24

SAC Review Process Files are reviewed in detail for merits & fairness by the Associate or Professor SC Cases may be deferred pending additional information or procedural clarification Cases are ranked: A no substantive issues or procedural concerns B negative recommendation by Dean conflicting recommendation from Head & Dean SAC members have questions for the Dean (approximately of all cases)

SAC Full Committee Review A cases generally approved without substantive discussion by full SAC B cases require full SAC discussion: Dean joins SAC for discussion of the case Vote taken in Dean s absence Dean immediately informed of result which is considered confidential 26

Recommendations & Decisions SAC Chair informs the President of SAC recommendations and votes on each case Chair provides the President with notes on SAC discussion with the Dean regarding all B cases (notes added to candidate s file) President makes his recommendation to Board of Governors

Important Considerations In Preparing Your Dossier Familiarity with thecriteria specific to your rank and promotion Examples of evidence External referee selection Documentation of teaching excellence UBC curriculum vitae 28

Professorial Stream Criteria Collective Agreement: Assistant Professor A. 3.06 Associate Professor A. 3.07 Professor (research stream) A. 3.08 Tenure A. 4.01 (SAC Guide Section 3) 29

Professor of Teaching Stream Criteria Collective Agreement: Senior Instructor A. 3.04 Professor of Teaching A. 3.05 (SAC Guide Appendix 1) 30

Professor of Teaching Stream A distinct career track with different expectations than traditional professorial ranks Three pillars: teaching, educational leadership and service Research productivity is not required Excellence in teaching is not enough 31

Senior Instructor A. 3.04 excellence in teaching demonstrated educational leadership, involvement in curriculum development and innovation, and other teaching and learning initiatives contributions to service 32

Professor of Teaching A. 3.05 outstanding achievement in teaching and educational leadership distinction in the field of teaching and learning sustained and innovative contributions to curriculum development, course design and other innovations and initiatives 33

Examples of Evidence of Educational Leadership Formal educational leadership responsibilities within the Department and/or Faculty (e.g., on teaching and learning related committees) Contributions to substantive curriculum development/redesign Funding obtained for improvement of teaching and learning Development and/or coordination of courses and programs 34

Evidence of Educational Leadership contd Application of innovative, research-based approaches to curriculum and pedagogy Application of scholarship of teaching and learning, including resulting presentations and publications (e.g., articles, abstracts, conference proceedings, poster sessions) Instructional materials/pubs. (textbooks, training manuals, software development)

Evidence of Educational Leadership contd Organization and/or participation in conferences or educational events focused on teaching and learning, within your program, department, faculty, University and/or outside of UBC Contributions to university and faculty-based teaching and learning initiatives (e.g., CTLT- based programs and communities of practice; Peer Review of Teaching, etc.) See Appendix 2 of SAC Guide 36

Sustained Scholarly Contributions the Professorial Stream "Scholarly activity" means: research of quality and significance in appropriate fields distinguished, creative or professional work of a scholarly nature and the dissemination of the results of that scholarly activity (Article 4.03; Section 3 SAC Guide)

Types of Scholarship Traditional Scholarship A 4.03 & 3.1(i) SAC Guide Scholarship of Teaching A. 4.03(a) & 3.1(ii) SAC Guide Professional Contributions A.4.03(b) & 3.1(iii) SAC Guide 38

Important Considerations In Framing A Professorial Case Cases may be framed as blended Professional Contributions or Scholarship of Teaching may constitute all or a portion of your case for scholarly contributions & significance Must be explicitly stated and considered from the outset, at all levels of the review process Must be capable of assessment referee assessment of significance & impact is critical 39

Some Sources of Evidence Invited presentations/performances (national & international) Article & grant reviews; editorial board work Publications in high-impact venues in your field (provide descriptions, impact factors, rejection rates) Competitive grant funding as PI and co Citations of your work; adoption of your work Mentoring and publishing with grad students; grad students career accomplishments 40

Sources of Evidence contd. Referees verification of impact Awards and other forms of Recognition Discipline specific norms venues, grants, publications, authorship, conference participation Quality vs. quantity Service is important, but can t substitute for excellence in scholarship and teaching 41

Referees Professor of Teaching Stream Senior Instructor/Tenure: Familiarity with your teaching contributions Not someone with whom you have co-taught Outstanding teachers outside your Department Can be outside UBC, but not required Professor of Teaching: At least 2 external to UBC; 2 external to your Dept. National vs. International? - impact beyond UBC 42

Referees Professorial Stream Choose well-qualified, arm s length referees, preferably from universities/programs with stature comparable to UBC Choose referees who are known leaders/experts in your area Provide Head with detailed information on referees National vs. International?

Teaching Effectiveness A. 4.02; SAC 4.3 Effectivenessprimary criterion, not popularity Command over subject matter Familiarity with recent developments Preparedness & presentation Accessibility to students Influence on intellectual & scholarly development of students Willingness to teach range of subject matter and levels

Evidence of Teaching Excellence Teaching awards and nominations beneficial but not essential (one form of evidence) Student evaluations quantitative and qualitative Peer teaching reviews Student supervision professional, research, internships, residency, etc. Multi-section course coordination Professional development activities SAC 3.2 & Appendix 2 45

Curricula Vitae Use UBC format; adapt as needed (see annotated version in SAC Guide Appendix 3) Explain contributions to collaborative grants & co- authored publications Consider numbering pubs and presentations Use narrative opportunities to provide context for teaching & scholarship (be concise - 150 words) Pipeline is important works in progress Use dated supplements to update your file

Common Problems with CVs Information (e.g., a paper presentation) is duplicated or repeated in different sections of the CV and publication record CV is not up to date or is not dated or is not in UBC format Lack of clarity regarding the candidate s contributions (pubs, grants, collaborative research Full information is not provided on publications year, page numbers, authors, etc. 47

Common Problems with CVs contd. Candidate s role in supervising graduate students, residents or post docs is not clear (primary supervisor; co-supervisor; committee member) Failure to properly distinguish between peer- reviewed publications and those not peer- reviewed Failure to include the dollar value of grants or to indicate the proportion allocated to the individual in joint grants, or role in grant Teaching record is incomplete 48

Final Words of Wisdom Start early hit the ground running know what you need to do and be sure to do it (publishing, conference presentations, etc.) Find a senior mentor familiar with the criteria Don t listen to rumors go to the source for information Choose your service contributions very carefully Keep your vitae up to date Keep track of, & document your successes 49

Toot Your Own Horn 50