College of Liberal Arts

Promotion and Tenure Guide Book

College of Liberal Arts Promotion & Tenure Process Guide –

2015-16 Version
PDF Version

About the Guide:

Who is it for? 

            Primarily, departmental staff assembling promotion files

What does it do?

            This guide attempts to include information about every thing that makes up a faculty promotion file, including:

                        What items are needed

                        What each electronic file should be named

                        Where each file should be uploaded

                        Which documents make up each file

                        What those documents are & how they come to exist

                        Who does what when?

                        What will be checked/what is expected

What if my question isn’t answered, or I still don’t understand?

            Do continue to ask your unanswered questions. 

            It’s also helpful if you point out places where the guide is unclear, confusing, could benefit from re-wording, etc.  Typos too.

Legend:

Staff: department staff working on file                         Spr =Spring semester

Cand: promotion candidate                                             Sum =Summer

Chair: department chair(s)                                                          Fall = Fall semester

BC/EC: department BC/EC member(s)

CoLA: dean’s office promotion team

EVPP: provost office staff

 

Folder in UT Box [https://utexas.app.box.com/login]

Electronic File name

¨ Documents within an electronic file

¡ Required components of a thing

 

 

 

TABLE OF CONTENTS [Note: This might not work but idea is to show the conceptual relationships among the sections with respect to the file as a whole.]

Department Promotion Files > Last Name, First Name - Rank:

PROMOTION FILE CHECK

 

File Name: Lastname_File Check.pdf

 

Documents Included:

¨ Promotion Candidate File Check form [https://utexas.box.com/s/of1mkol4dplaqj44gtgnrs5uqq06t0fw]

Procedure:

Spr     Cand & Chair or BC/EC each come up with lists of potential external referees.

Cand & Chair discuss complete list of names before Chair sends requests.

Cand signs & dates top portion of form.

Fall     Chair asks Cand to review promotion dossier (minus internal & external reviews).

Cand signs & dates bottom section of form.

                        Chairsigns & dates form.

Staff makes sure Cand’s home mailing address is included; scans & uploads to top folder of promotion file.

FAQ:

Q: What if the candidate refuses to provide their home mailing address?

A: We only need the home address for assistant professors, in case they receive a presidential decision of “Terminal Appointment – Pending” or “Terminal Appointment – Sustained” in December. Our office is required to contact the individual via certified U.S. mail, and it’s better to already have the address on file.

Q: What if a candidate refuses to sign the form?

A: The candidate is responsible for reviewing the P&T file materials before the departmental EC/BC considers the case, per General Guidelines (B.2.c).  Once they have done so, they sign the form to indicate they have reviewed the file, not to indicate approval or disapproval of its contents.  The staff member should facilitate the signature & be able to clearly explain the purpose.  If the candidate still refuses to sign, the staff member may write on the form that the candidate so refused, and on which date.

Q: What if the candidate wishes to see the internal & external reviews for their file?

A: IMPORTANT: Under State law, the candidate is permitted to view any material included in his or her promotion file at any time during the process, however, this access is governed by clear guidelines laid out in the General Guidelines B.3.  Any questions or uncertainties about the access procedures should be directed to Gail Davis before access is given.

Department Promotion Files > Last Name, First Name – Rank > Dossier Folder:

 

CHANGE OF RANK FORM

 

File Name: 01_Change of Rank Form.docx*

           

Documents Included:

¨ Recommendation for Change in Academic Rank/Status form

Procedure:

Fall     EVPP completes top section for all candidates; sends to CoLA. [File is a Word document, labeled “Department_LastName, FirstName.docx”.]

CoLA places file within candidate’s top folder for Staff to access.

Staffdouble-checks top section for errors; notifies CoLA if any found.

Staff completes 1st 3 lines of “Recommendation actions”, i.e. BC/EC & Chair votes*

Rename doc as “01_Change of Rank Form” but keep it as a Word doc; upload to Dossier folder of candidate.  [Will eventually be a .pdf]

*See FAQ for Joint Faculty.

**For list of possible votes: Chart of Recommendations [https://utexas.app.box.com/p-and-t-rank-recommendations]

FAQ:

Q: What are these ‘votes’ of which you speak?

A: Each department has a designated form of faculty governance, which is the established body of individuals charged with voting on promotion and tenure cases (among other things).  The 3 kinds are budget council (BC), extended budget council (EBC), and executive committee (EC).  For more information on governance and faculty voting, click here. [http://www.utexas.edu/cola/human-resources/faculty-resources/Department-Governance.php]

            In early Sept. (usually), the BC or EC gets together to discuss each promotion case, and when ready, they vote by secret ballot.  The senior staff person, designee, or chair should record the official votes and account for all potential voters, as defined by the department’s governance.

                  E.g. Dept. has a 7 member EC made of 3 full profs, 2 associates, & 2 assistants.  Dept. has 2 promotion cases: 1 Lecturer to Sr. Lecturer & 1 Associate to Full.  Total # of ‘votes’ recorded for each will be 7, though for the Assoc->Full case, there will only be 3 eligible voters – the 4 ineligible voters do Not vote, but they Are recorded as “ineligible.”

Q: What do the different categories “absent,” “abstain,” and “ineligible” mean?

A:        Absent: was sick, out of town, or otherwise physically unable to vote on a case

Ineligible: cannot vote on a case because: of rank [HOP 2-1310]; spouse or partner of candidate; from department of candidate (college committee)

            Abstain: is available and eligible to vote but chooses not to

Q: What if the top section (completed by EVPP) contains errors?

A: Contact CoLA with requested edits.

**Note: The “Other” category only includes official courtesy assignments as recorded in HRMS.  This is not required to reflect all affiliations of the Cand, nor does it currently serve as a cross-reference of affiliate letters expected(required) within the dossier.

            However, if Cand does have a courtesy assignment with a unit for which they do very little, they might consider ending that assignment.

Q: What if Cand has a Joint Faculty appointment?

A: Each department will have their own votes on a case, and therefore, in cases of joint appointments the files should be labeled: 01_Change of Rank Form_Dept.docx

            e.g. 01_Change of Rank Form_AADS.docx

CHAIR STATEMENTS

 

File Names: 03a_Chair Statement Primary.pdf and Lastname_Chair Statement.docx

 

Document Included:

¨ Department Chair’s Statement

Procedure:

Fall     Typically the last or next-to-last document completed before file submitted to CoLA, along w/Change of Rank Form.

Statement should be dated. 

When possible, Staff should check letter for typos or inconsistencies in data (e.g. vote count, # of dissertations supervised, etc.) before printing final version for signature.

The .pdf version should be on departmental letterhead with signature.

Both .pdf and .docx version should be named and uploaded to Dossier Folder as indicated.

FAQ:

Q: Does it matter if the chair writing the statement is different than the chair who requested the outside letters?

A: No.

Q: Other than double-checking facts & perhaps pointing out typos (if desired by the chair), is there anything I ought to be looking for in the chair’s letter?

A: No, the chair has complete ownership over the contents of their recommendation letter.  However, it might be worth pointing out to the chair that the Provost guidelines spell out some expectations of the letter’s contents (B.4.c.2.).  Specifically, the chair might be asked to revise the letter if they don’t attempt to address negative votes or abstentions by the BC/EC.

Q: Why do I need to upload a Word version of this statement?

A: It makes it easier for the Dean to copy/paste quotes from the chair’s letter when composing the dean’s statement for the file.

File Names: 03b_Chair Statement Joint.pdf and Lastname_Chair Statement.docx (if applicable)

Document Included:

¨ Joint Department Chair’s Statement (if applicable)

Procedure:

Fall     This statement is needed only if the candidate has a split appointment between two departments within Liberal Arts.

Statement should be dated. 

When possible, Staff should check letter for typos or inconsistencies in data (e.g. vote count, # of dissertations supervised, etc.) before printing final version for signature.

The .pdf version should be on departmental letterhead with signature.

Both .pdf and .docx version should be named and uploaded to Dossier folder as indicated.

FAQ:

Q: How do I know if my department is “primary” or “joint”?

A: If you look up your shared faculty member in HRMS, their positions are labeled as either “Primary Faculty” or “Joint Faculty;” use the position type from your department.

Q: What about “Courtesy Faculty” assignments?

A: If a candidate requests a letter from a unit where they are “courtesy faculty,” this falls under item 4, “other.”

File Names: 04a,b,c_Other Statement_CSU Title.pdf (if applicable)

Document Included:

¨ Chair or Director’s Statement from courtesy appointment or affiliation, as applicable.

 

Procedure:

Spr      Cand should decide which affiliations, if any, they will include on their promotion CV (i.e. from whom they wish to request letters).

Sum/  Staff or Chair should request letters--only from affiliations specified

Fall     Statements should be dated. 

The .pdf version should be on unit’s letterhead with signature.

.Pdf should be named and uploaded to Dossier Folder as indicated above

                  e.g. 04a_Other Statement_WGS Director.pdf

(Include .doc version if provided, but you don’t need to request it.)

 

FAQ:

Q: Does my faculty member need to include a letter from any unit where they have a courtesy appointment?

A: Not necessarily, no.  The Provost Guidelines indicate that such letters ought to be requested/included only in the event that a faculty member believes they have had “significant involvement” in said other unit. (B.4.d.2.)  In COLA, we leave this determination to the candidate’s discretion.

Q: What if the director/chair e-mails me their letter for the file; do I have to request a print copy?

A: As long as the chair or director’s letter is on their unit’s letterhead and they’ve signed it, you can include the letter along with the email to which it had been attached.

 

CV

 

File Name: 05_CV.pdf

Document Included:

¨ Curriculum Vitae

            Procedure:

Spr      Cand gives Staff an up-to-date copy of their normal CV.  This is sent out to external reviewers (along w/brief research statement & top 5 pubs).

            Cand and Staff reach an agreement on how they wish to handle the process of transforming the ‘normal’ CV into the promotion CV.

Considerations:

The promotion CV has specific requirements for organization & presentation of information and for level of detail required.

Depending on how far the Cand’s normal CV is from meeting these requirements, considerable effort may be required to track down details, collect information, and otherwise address issues of the document’s content. The overall task might be better served by separating out the responsibilities of providing and verifying content versus ensuring proper formatting or presentation.

The level of specificity and frequency of updates can make keeping a coherent version of the CV a challenge – it’s usually easier if only one person is the keeper of the promotion CV & responsible for adding updates.

When Fall comes around, the need for rapid turn-around of edits makes it most practical for Staff or eventually CoLA to control, and thus, it tends to be most helpful for the CV to be turned over to Staff to manage, although Staff should ensure (to the best of their ability) that Cand is satisfied with CV & that it represents Cand accurately before sharing with any levels of official review.

Sum/  Given this is the most complex single document to compile and edit for Fall  the dossier, and the most individualized, this Guide will try to address as            much as it can, broken down by CV section.

            Also refer to Sample CV [http://www.utexas.edu/cola/human-resources/faculty-resources/Promotion-and-Tenure.php]

            Overall:        All pages of the CV should be numbered.  Pref: “page x of y”

Do not include date or city of birth or other biographical info.

                                    The first page begins with the Cand’s name, current rank,                                                 current dept(s), campus address, e-mail address, phone                                                 number(s), website – whatever is typical for the Cand.

            Education:    Degrees listed in reverse chronological order.

For each, include: degree received, degree subject, granting institution, year earned (4 digits).

Optional: title of dissertation, supervisor.

For correct degree abbreviations, please refer to the UT Writing Style Guide. [http://www.utexas.edu/brand-guidelines/writing-style-guide/abbreviations]

If degree institution is not well-known or if confusion is likely, include city & state (or country) for each degree listing.

Professional Appointments: List all positions held post-Ph.D. (or terminal degree) in reverse chronological order.

Faculty affiliations for which affiliate letters will be provided in the file should be listed under current position at UT.

Publications & Other Scholarly or Creative Work: This section should be organized using the following principles:

Group publications into sub-sections according to type: e.g. books, journal articles, etc.

Use section headers to distinguish between refereed work & other, e.g. “Peer-Reviewed Journal Articles” unless it makes more sense to label individual works individually within a section.

Sub-sections are typically ordered with “Books” first, followed by “Journal Articles,” “Book Chapters,” & so on, generally in diminishing order of scholarly importance. (Although this is somewhat subjective & varies across disciplines.)

All work that is not yet published shall have a Stages of Publication designation.  [should put this on website as separate doc, or make its own page.]

Work that is “accepted” or “in press” may be listed with published work.  Work in earlier stages ought to be listed separately as “Work in Progress” or something along those lines.

All works should be numbered.  Numbering shall be one continuous list across subsections.

      Exceptions: Associate Professors will only number       work published in rank

Non-tenure track Cands will only number publications if being evaluated in research.

Also – works “in preparation” do not have to be numbered on the CV.

      Each sub-section should list items in reverse chronological order.

            Exception: Editions, translations, or reprints ought to be listed underneath the original work.  If the original work counts toward this promotion (is numbered), give this work the same number plus a letter, starting with “a.” 

A copy of each numbered publication and work in progress listed on the CV will need to be provided as part of the file [see Supplemental Materials]; the citations on the CV should be checked against the publications themselves to ensure accuracy.

It isn’t necessary to adopt a strict citation style for this CV, but using something like APA Style can make the formatting & verification easier.  The main criterion is that whatever style (formal or otherwise) is employed should be used consistently.

            The Purdue Owl Style Guides [https://owl.english.purdue.edu/owl/section/2/]

Books should include the total number of pages at the end of the citation.  Manuscripts should include total word count or manuscript pages in the listing.

Co-authors and co-editors shall be listed in the order they are listed on the published work.

Roles such as ‘editor’ or ‘translator should be clearly indicated.

Research Grants: This section is distinguished from the next section by whether or not the research proposal or award contains the following components:

¡ Primary Investigator (PI) and/or Co-Investigators (if Cand isn’t PI, list PI & include Cand’s role & % effort)

¡ Project title

¡ Sponsoring agency or foundation (typically external to UT)

¡ Project period (Dates during which one can spend funds to accomplish specified research.)

¡ Funding amount, in dollars

¡ Project status (submitted, unfunded, awarded)

Typically these awards are competitive.

Usually this kind of award is processed through the Office of Sponsored Projects (OSP).

Items should be listed in reverse chronological order.

For Associates, only include items in rank.

If Cand has neither submitted nor received a grant that meets these criteria, this section can be skipped.

Awards and Honors: This section includes a list of all of the Cand’s awards, fellowships, & honors and is broader in scope than the previous. 

Items should be listed in reverse chronological order.

For Associates, only include items in rank.

Each listing should include:

¡ Year received

¡ Name of award

¡ Awarding institution

¡ Dollar amount, if cash prize was part of award (does not include salary).

Scholarly Presentations: Should be broken down into sub-categories, if possible, such “Invited Talks,” “Conference Presentations,” and/or whatever categories make sense to the Cand.

Items should be listed in reverse chronological order.

For Associates, only include items in rank.

Each talk listed should include the following info:

¡ Date of talk – month & year, preferable.

¡ Title

¡ Where delivered – institution/conference/etc.

¡ Location – city & state or city & country

Listings will be edited for consistency of presentation – e.g. abbreviations used consistently – and for typos.

Advising & Student-Related Service: Should be broken down into the fewest but also most specific sub-sections that make sense.  This is somewhat subjective, but what we’re looking for is crystal-clear indication of the kind of service & the Cand’s role-- do the categories make sense? Are they neither inappropriately broad nor overly specific?  Are they reasonably balanced in size?

Ex. Cand A has been on 24 graduate committees in rank: 10 dissertations supervised, 9 dissertation committees as a member, 1 master’s thesis supervised, & 2 master’s thesis committees.

      Might use 3 categories: ‘Doctoral Students Supervised,’ ‘Dissertation Committee Membership,’ & ‘Master’s Thesis Committees,’ and for the latter, indicate for each listing whether the Cand was Member or Chair.

      Cand B has served on 3 graduate committees: 1 dissertation & 2 thesis committees, all as member.  Would probably use 1 category: ‘Graduate Committees Served’ w/the type of committee & service listed per student.

You wouldn’t have to do it exactly like that, but the idea is to categorize the information so as to deliver meaning to the reviewer as quickly & painlessly as possible.  Too many categories doesn’t help nor do overly specific or vague headings.

Each sub-section should have students listed in reverse chronological & then alphabetical order by last name, for students w/same degree year.

For Associates, only include advising/supervision in rank.

Each listing for graduate students ought to include the following, unless conveyed by section heading:

¡ Student’s name

¡ Degree received (if current student, list either years so far, or expected date of degree)

¡ Field of study

¡ Role of Cand

Dissertation or thesis title, student awards earned, or placement information may also be included, if desired.

Other possible types of service for graduate students: Field/ Prospectus/Qualifying Exams, Teaching Mentor or Supervisor, Research Assistants (if not covered elsewhere)

Graduate committees will be checked against the OGS Committee Report for discrepancies.

Undergraduate advising activities should contain the same information as graduates in each listing, except degree received (not necessary).

Typical categories for undergrads: Undergraduate Honors Theses (supervised or served as 2nd reader indicated), Research Assistants

Other student-related service (Grad Advisor, Undergrad Advisor, TA Supervisor, etc.) can be included if it makes more sense to have it here rather than in Administrative Service.

Do not include classes taught.

Administrative & Professional Service: Should be organized into broad areas of service (e.g. Departmental, University, Professional & Community/Public, depending), and within the broader categories, should be subdivided into smaller categories, as appropriate.  For example, if someone served on 6 departmental committees and organized 3 conferences for the department, it might make sense to break out the conferences into their own category.  There’s no specific determinant for how this should be done, but, as in previous sections of CV: do categories make sense; does one category flow logically to the next; does it look nice; might a more specific category draw attention to items of significance that might otherwise get buried in longer list; can a long list of seemingly random things be organized into 2-3 smaller, more closely-related groupings?  Etc.

Items should be listed in reverse chronological order.

For Associates, only include items in rank.

For peer-editing work, can list all journals and presses in one paragraph, titled something like “External Reviewer (ad hoc since 20xx)”, rather than listing the specific years provided reviews for each publisher

Do not include titles of work reviewed – peer-review is generally meant to be anonymous.

If served as external reviewer for promotion cases at other universities, can list the university(ies) assisted, but don’t include the candidate’s name.          

Include years for professional memberships (best guess is fine).

Things Not Covered Above: Sometimes there are categories of information that don’t fit neatly into the ‘normal’ sections listed above.  Is always okay to ask where these items might best go, but here are some common “none of the above” categories & where they ought to go, if included:

Languages: list at the very end; include proficiency in language(s) listed.  Include English.

Fieldwork: (or whatever title is most appropriate). Typically for Cands whose research requires establishment or supervision of remote worksites, where setting up or running the site, or work done there is a substantial bit of scholarly work in itself, e.g. camp for staging primate observations, archaeological digsites, etc.  These are listed after Publications & before Research Grants. 

Media Coverage: (however phrased). This section can be included after Publications & before Research Grants for Cands who wish to list interviews, media appearances, media references to their research, etc., on the CV.  Depending on type & amount, these can vary in specificity.  (Some people might list a bunch of venues where they or their research findings have been mentioned specifically; some people list individual articles or interviews, etc.)  Articles about Cand do not need to be included in the file; can be included, if desired in “Other Supplemental.”

FAQ:

Q: So… reverse chronological order… When you are trying to organize a list that includes a range of years for each item (e.g. jobs, service, etc.), are you supposed to use the start or end date of the range?

A: Short answer: end date(s), followed by start dates.  Longer answer: think about it in terms of what it means, which is basically “what things happened closest to now?”

      Ex: Executive Committee, 2014-present

            Undergraduate Curriculum Committee, 2012-present

            Undergraduate Admissions, 2013-2014

            Special Program Scholarships Committee, 2010-2014

      In this example, the person is still serving on the UG Curriculum Comm., so it is listed before Admissions, even though they started Admissions service more recently.  The 1st 2 listings are current; the others are not.  If end dates are same, the beginning date determines the order, as in items 1 & 2 and items 3 & 4 in the example.

            [p. 11 http://business.marquette.edu/Content/Uploads/bcc/resume/Resume-Guide-Full.pdf]

Q: If Cand includes range of years during which earned degree, do I need to remove the beginning year?

A: It isn’t necessary to remove it, though it isn’t required information.  Generally you can decide based on aesthetics, unless there is something especially interesting being conveyed.  If you do use a range, please use 4-digits for both years.

PUBLICATIONS LISTING & BACK-UP

File Name: 06_Scholarly Record.pdf

Documents Included:

¨ Complete List of Publications [http://www.utexas.edu/cola/human-resources/faculty-resources/Promotion-and-Tenure.php]

¨ Supporting documents for accepted, under contract, or in press works.

 

Procedure:

Sum    Stafflooks at Cand’s CV publication section.  If there are any co-authored works among publications being counted for this promotion (thus, only items in-rank for Associates seeking Full), request the following information from Cand for each co-authored work:

¡ Relationship between each co-author and Cand (e.g., current or former student, faculty colleague, etc.). 

¡ Institution with which affiliated at the time of co-authorship. 

¡ One brief qualitative statement per work describing contribution of each co-author.

Likewise, if the CV contains any works in “accepted,” “in press,” or “under contract” status, Staff shall ask Cand to provide supporting documentation of this status, e.g. e-mail from journal accepting article.

Fall     First, get the publications section of the CV in good order, with publications numbered and cited correctly, to the best of your ability.

Look at the Professional Appointments section of the CV.  Make a note of the different places Cand was at different times in their career and the date spans so that you can more easily sort the publications into the four sections of the document:

  1. Current rank at UT; e.g. Asst. Prof at UT 2012-2015
  2. Current rank at other institution(s); e.g. Asst. Prof at Harvard 2010-2012
  3. Previous rank(s) at UT; e.g. n/a
  4. Previous rank(s) at other institution(s); e.g. Postdoc 2009-2010

Using the Complete List template and the CV, copy and paste the publications into the relevant sections of the template.  Include relevant CV publication-section headings within each section of the List.

Maintain the order of the publications from the CV [reverse chronological within each section].

Add co-author information below each section 1 publication, as applicable.

For each publication in “accepted,” “under contract,” or “in press” status, include--following the List--a document supporting that status, labeled with the corresponding number of the publication.

If the supporting document is a contract, make sure that there are no SSNs or that they are adequately redacted.

            Only include the most recent relevant supporting document per publication.

Exception: if the publication is a book, and if reader reports are available, include these reports in addition to the letter from editor or contract.

FAQ:

Q: Do the publications get organized according to where/when they were written or where/when they were published?

A: For simplicity’s sake, use where/when published.

Q: What if there are co-authored works that count toward this promotion but were not published while the faculty member was at UT—do I include that information?

A: The Provost guidelines indicate that this information is required in section 1 only (C.2.b.), however, it seems a good idea to have this information available in case it is requested.

Q: Do I need to do a separate Co-Authored Works page?

A: No, this document replaces that document.

Q: Whatever happened to Forthcoming Works page?

A: Again, this document replaces that one.

Q: Do I need to include all ‘works in progress’?

A: Only include works in “accepted,” “in press,” or “under contract” status. 

Q: What if a work changes status?

A: If a work not on the list, but on the CV, changes status to one of the 3 statuses included in the List, add it to the List, along with the supporting documentation.  If a work changes from “under contract” to “under revision” (ex.), remove it from the List, along with the copy of the contract.  If a work changes status within the 3 List-included categories, simply update the citation to match the CV.

TEACHING STATEMENTS

 

File Name: 07_Teaching Statements.pdf

Documents Included:

¨ Budget Council Statement on Teaching

Procedure:

Spr      Typically, Chair establishes committee to coordinate faculty aspects of promotion case--usually members of BC/EC; subset of this committee assigned to produce report on Cand’s teaching.

            This committee will request access to teaching data, etc.

Fall     BC/EC finalizes draft of report (distributed/presented by subcommittee).

Usually, report sent to Staff to print onto letterhead.

Statement should be dated.

                        Report authors need to sign statement.

¨ Candidate Teaching Statement

Procedure:

Sum    Collect statement from Cand

                        Maximum four pages; preferably pages numbered.

CIS & TEACHING DATA

File Name: 08_CIS.pdf

Documents Included:

¨ Summary of Recent Course-Instructor Survey Results report

            Procedure:

            Spr/    EVPP runs reports, using list of names & EIDs provided by CoLA.       Sum      Includes 3 most recent academic years for all but Assistants; their reports include all years at UT.

                        EVPP sorts & collates reports by CSU; makes copies; notifies CoLA to pick    up.

            CoLA sorts into departments; checks against submitted list; distributes          one set to Staff, keeps one set on file.

            Staff compares report to CIS collected from Cand.  If courses w/CIS are           missing (summer classes frequently get left off), Staff neatly prints the         missing info onto the Summary report, preferably where it fits in the   chronology.

            Fall     EVPPre-runs reports after Aug. 31. 

                        All other steps repeat.

                        September version should be the one used in dossier.

                        Make sure to rotate report to landscape for easier reading.

FAQ:

Q: What if I have lost or otherwise do not have this report?

A: Ask Ann K [aekcarr@austin.utexas.edu], keeper of reports, for a copy.

¨  Course Rating Averages Report

 

            Procedure:

            Sum/  Template is found on Provost P&T site. [http://provost.utexas.edu/faculty-       affairs/promotion-and-tenure/]

Fall     View->Header and Footer to add the correct information for your Cand.

            Add course information from the Summary of CIS Report:

            Include all classes taught for Assistants; include at least previous 3     academic years for all others.

List courses in course prefix and number order.  Ex. AAA 301, AAA 324, BBB 301

            Under each course, list instances taught in chronological order.

            Semester = “Fall 2012”

            Class size = 12th class day enrollment

            Number of responses = surveys returned

FAQ:

Q: Am I supposed to include individual instruction courses, such as dissertation hours, if they are on the Summary of CIS Report?           

A: No, included organized courses only, please.

Q: Do I combine topics classes that share a course #?

A: No, each topic would count as its own course.  However, if Cand taught the same topics course more than once and simply tweaked the title over time, treat those classes as the same course.  In other words, please verify that a difference in title represents a difference in topic, especially if the subject matter sounds related.

Q: What if Cand’s course has changed numbers over time, such as when a department overhauls the curriculum for a major?

A: We believe the intention of the Provost Office was to compare teaching performance for the same course across time, therefore it makes the most sense to treat a course that is “the same” as the same, regardless of the technical differences. However, please add an asterisk to the course title and, beneath the table for that course, explain how these things that look different are the same, to avoid confusion.

 

¨ Individual CIS Report Cover Sheets for 12-13, 13-14 & 14-15 courses

            Procedure:

Sum/  These cover sheets may or may not have been included when the Cand Fall  received their course-instructor surveys back from Measurement &                                  Evaluation.  If Cand does not provide you with these summaries, you can                   retrieve them from the CIS Results site.                                                                     [https://utdirect.utexas.edu/ctl/ecis/results/index.WBX]

            Place the individual cover sheets for each course in the order they are            listed on the Summary of CIS Results report.

FAQ:

Q: What if there is an individual cover sheet that isn’t included on the Summary?

A: As long as you also have the surveys to go with it, add the course information to the Summary report.

Q: Do I need to include all of the courses listed on the Summary?

A: No, only include courses from the three most recent academic years:

            Fall 2012, Spring 2013, Summer 2013

            Fall 2013, Spring 2014, Summer 2014

            Fall 2014, Spring 2015, Summer 2015

Q: What if my Cand doesn't have three years’ worth of courses to include?  (Was on leave; did not teach every semester, etc.)  Can I include courses from other years to make up the difference?

A: No.

Q: What if my Cand taught at another college or university during the last 3 academic years?

A: If the Cand has CIS results from teaching at another institution within the 3 most recent academic years, they can include those summaries and survey results.  However, unless the other institution uses a system comparable to UT Austin’s, it would probably less confusing if these were included in the Teaching Portfolio or in with Other Supplemental items.

Q: What if neither the Cand nor I can find a cover sheet for a course included on the Summary report?

A: Include a placeholder document with the Cand’s name, rank, department, semester, unique #course number and title, & brief explanation of why the cover sheet is not there.  Try to make it look nice.

            Ex:

Mortimer Mousenstein

Assistant Professor

Department of Cheese Studies

 

Summer 2013           01234 CHZ f301 “Introduction to Cheese Cultures”

Results cover page for this course cannot be located and is not available online.

¨ Grade Inflation Report

            Procedure:

            Sum    Late in summer, CoLA will prepare and distribute these reports to Staff.

                        Will include data from the three most recent academic years.

                        Make sure this report is included in landscape orientation within .pdf.

FAQ:

Q: What if my Cand is teaching during Summer 2015?  Can that course info be added?

A: The official results from Summer CIS are not scheduled to be posted until September 18, 2015.  However, if desired, Staff can contact CoLA (specifically Ann) to request a revised report for the dossier after that date.

Q: Where do these reports come from?

A: COGNOS.

PEER OBSERVATIONS

File Name: 09_Peer Teaching Observations.pdf

Documents Included:

¨ Peer Observation Reports

            Procedure:

            Sum/  Hopefully on file within department; can also ask chair if any outstanding                  Fall     reports.

                        Each observation report should be checked to see if it contains:

¡ Evaluator’s typed name and original signature; type or print name if not included.

¡ Date report was written; if left off, determine correct date & add (print or type).

¡ Date of classroom observation; if left off, determine correct date & add (print or type).

¡ Course number and title; if left off, add correct course info (print or type).

¡ Description of methods by which instructor engages students in learning

¡ Date observations discussed with candidate; if left off, determine correct date & add (print or type).

¡ Constructive advice and/or specific improvements from previous observations

Minimum of 2 reports should be included.

Documents should be in chronological order.

Peer observations from the fall semester during which the candidate is up for promotion should only be included if absolutely necessary.

            All classroom observations made during rank should be included.

FAQ:

Q: How important is it that each peer observation report contain all of the items listed above?

A: All of the items listed above are expected to be included.  If this becomes problematic, please contact CoLA.

Q: What if my candidate only has one peer observation? 

A: Arrange for them to have one or more additional observations, in early Fall if necessary.

GRADUATE STUDENTS & POSTDOCS

File Name: 10_Graduate Students and Postdocs.pdf

Documents Included:

¨ OGS Committee Report, Masters and Doctoral

Procedure:

Fall     EVPP runs these reports in early September.

EVPP sorts & collates reports by CSU; makes copies; notifies CoLA to pick up.

CoLA sorts into departments; checks against submitted list; distributes one set to Staff, keeps one set on file.

Staff compares report information to Cand’s CV and asks Cand to check if any there are any errors, such as students missing from the report. 

            Can also check with departmental graduate coordinator.

            Missing information should be printed neatly onto the report.

            Make sure report is rotated to landscape orientation within .pdf.

FAQ:

Q: Why are some of Cand’s current students missing?

A: This report only contains the names of master’s or doctoral students who have formed official thesis or dissertation committees, on file with the Office of Graduate Studies.  Students who have not yet advanced that far into their degree program will not appear.  These students can still be listed on the CV.

Q: What if there is a student listed on the report whose committee the Cand says they are definitely not on?

A: You can neatly cross out the information for that student (one line through it) once you double-check the information.

Q: What if my Cand does not have a report (has not served on any graduate committees)?

A: Please create a placeholder document, similar to sample above, stating: “No graduate students supervised.”

¨ List of Postdoctoral Fellows Supervised

Procedure:

Spr      Find out if Cand has supervised any postdocs.  (Ask and/or look at CV.)

If yes (rare), include a statement with the following info for each postdoc supervised:

¡ Name

¡ Year of Ph.D.

¡ Institution which awarded degree

¡ Years of postdoctoral fellowship

If no (common), include document stating: “No postdoctoral fellows supervised.”

Note: All of these types of placeholder statements should include a header with the candidate’s name, current rank, and department(s).  Include the title of the document also.  Please try and make this look clean & appealing.  Please do not get creative with spelling.  This is your contribution to a process that affects your Cand’s life.  Make it a nice one, okay?

RESEARCH

File Name: 11_Research.pdf

For Non-Tenure Track Promotions: If this area is not being evaluated, include a page stating that this area is not being evaluated.

Documents Included:

¨ Budget Council Statement on Research

Procedure:

Spr      Typically, Chair establishes committee to coordinate faculty aspects of promotion case--usually members of BC/EC; subset of this committee assigned to produce report on Cand’s research.

            This committee will request access to research info, etc.

Fall     BC/EC finalizes draft of report (distributed/presented by subcommittee).

Usually, report sent to Staff to print onto letterhead.

Statement should be dated.

                        Report authors need to sign statement.

Check report to see if discusses citation count, including citation indices and methods used to arrive at count; OR explanation of how citations are not relevant to field and what field’s evaluative standards are.

For Assistant Professors only, should provide an analysis of the differences between the candidate’s dissertation and first book (if applicable).

[For full list of what Presidential committee wants to see in this report, please refer to the guidelines, C.4.a.]

FAQ:

Q: What if this statement doesn’t discuss citations/evaluative methods, etc.?

A: If the statement seems to be lacking this discussion, you might mention it to the chair – this sort of thing is not really the kind of thing you are responsible for, nor would it be appropriate, usually, to raise the issue with the BC/EC authors directly.  Some chairs include this sort of information in their letter rather than have it in this statement, so probably best to just check the chair’s statement first before raising the issue.  The larger point is that the dean & college committee will expect the evaluative methods of the department and/or scholarly field to be addressed within the file.

¨ List of Five Most Significant Works

Procedure:

Spr      Canddetermines which of their works they wish to designate as “most significant;” provides Staff with copies of the works themselves as well as list, so that these may be sent to/shared with external referees.

Fall     Staffcreates this statement using candidate header and citations of the works as listed on the CV.

                        Updates citations as they are updated on the CV.

FAQ:

Q: What if my Cand wants to include more than five works?

A: Whenever possible, the Cand ought to restrict themselves to five (given the sheer amount of stuff the review committees have to read), however, if they must have six, you can change it to “List of Six Most Significant Works,” etc.

Q: What if my Cand has fewer than five works to use?

A: Call it “List of Most Significant Works.”

Q: Can my Cand change their mind about which works they want to use?
A: Technically, the top 5 works included in the dossier do not have to be the same 5 that were sent to the external reviewers (hence including the list of work sent to referees).  However, given that the Presidential review committee will only have access to the top 5, it tends to be most advantageous for the Cand if all levels of review are discussing the same works, rather than the external letters talking about publications the president won’t see.

¨ Candidate Research Statement

Procedure:

Sum    Collect statement from Cand

                        Maximum four pages; preferably pages numbered.

FAQ:

Q: Can Cand include 5th page listing references used for writing statement?

A: Yes.

¨ Abstract of Dissertation, Assistant Profs only.

Procedure:

Sum    Request from Cand or find using Dissertation Abstract database.                                               [https://www.lib.utexas.edu/indexes/titles.php?id=114] 

ADVISING, SERVICE, & HONORS

File Name: 12_Advising, Service, and Honors.pdf

Documents Included:

¨ Budget Council Statement on Advising

For Non-Tenure Track Promotions: If this area is not being evaluated, include a page stating that this area is not being evaluated.

Procedure:

Spr      Chair typically either has one or more members of BC/EC write all 3 reports in this section.  In small departments, sometimes Chair writes them.

Fall     BC/EC finalizes draft of report (distributed/presented by author).

Usually, report sent to Staff to print onto letterhead.

                        Statement should be dated.

Report author(s) need(s) to sign statement.

¨ Budget Council Statement on Service

For Non-Tenure Track Promotions: If this area is not being evaluated, include a page stating that this area is not being evaluated.

Procedure:

Spr      Chair typically either has one or more members of BC/EC write all 3 reports in this section.  In small departments, sometimes Chair writes them.

Fall     BC/EC finalizes draft of report (distributed/presented by author).

Usually, report sent to Staff to print onto letterhead.

                        Statement should be dated.

Report author(s) need(s) to sign statement.

¨ Budget Council Statement on Honors

For Non-Tenure Track Promotions: If this area is not being evaluated, include a page stating that this area is not being evaluated.

Procedure:

Spr      Chair typically either has one or more members of BC/EC write all 3 reports in this section.  In small departments, sometimes Chair writes them.

Fall     BC/EC finalizes draft of report (distributed/presented by author).

Usually, report sent to Staff to print onto letterhead.

                        Statement should be dated.

Report author(s) need(s) to sign statement.

LETTERS OF REFERENCE

 

File Name: 13_Chart of Reviewers, Sample Letter, Materials.pdf

Documents Included:

¨ Chart of Reviewers

Procedure:

Spr      Chair gives list of reviewers contacted to Staff.

Chair lets Staff know as each person responds; Staff adds the person to the relevant section of the new template found on our site. [http://www.utexas.edu/cola/human-resources/faculty-resources/Promotion-and-Tenure.php]

There are three sections of the chart: Letters Received, Declinations, No Response

Organize reviewers within each section alphabetically by last name.

If you don’t need a section, you can remove it from the chart.

Reason for selection: usually something like “Chosen due to their expertise in [field of study].”  If their institution is not considered ‘peer,’ additional explanation of the choice of reviewer will be expected.

Other relevant information: use if reviewer is either not entirely at arm’s length           or if there is a likelihood of a question along those lines.

Nominated by: department or candidate; Chair should be able to tell you that.

Sum/  As letters come in, record date letter received in the chart.

            Fall

FAQ:

Q: What do we do if a reviewer says they will write a letter & then never sends it?

A: Caveat: Chairs have different preferences in how they would like this communication handled; always be sure to work out the method with your Chair before taking action.

Usually the Staff sends a friendly reminder near the deadline; if deadline passes without receiving letter, is okay to send a polite follow-up e-mail.  (Give them a couple of days past the deadline to allow for U.S. Mail.)  If no response after follow-up email, or if they say they will send it ASAP & it doesn’t appear, ask Chair to follow-up.  If letter is never received, move that reviewer’s name to “No Response” section.

¨ Sample Letter from Chair

Procedure:

Spr      Staff& Chair prepare official letters requesting scholarly review of Cand using college template; decides requested deadline for letters. [http://www.utexas.edu/cola/human-resources/faculty-resources/Promotion-and-Tenure.php]

Staffsends one of the letters to CoLA for vetting (double-checking for typos & that all required language is included). 

CoLA gives go ahead; Chair sends out letters (if emailed) or signs paper versions to be mailed.

                        Staff saves one of them/scans as .pdf to include in dossier.

FAQ:

Q: Is it okay if the Chair emails or calls external referees before sending the official request letter?

A: Yes, this is okay as long as all persons contacted for this purpose are included in the reckoning of letters received/denials/non-responses.  And, at a minimum, everyone who agrees to write must receive a copy of this letter in order to provide required notification of the State of Texas’s laws regarding open records, etc.

¨ List of Works Sent to Referees

Procedure:

Spr      Some depts. send a list of works w/referee materials in the Spring; if your dept does that, you can use that unaltered list for this document.

Fall     If your dept does not include this list w/other materials sent to referees, you can either: include a duplicate copy of the List of Top 5 works here; or, if the Cand changed one or more of the “top 5”-designated works, you will want to make sure this list is accurate (that these were the works sent) & also copy/paste exactly as listed on the CV.          

File Names: 14a,b,c_Ltr_Lastname-Institution.pdf

 

Documents Included (in each):

¨ Letter of Reference

¨ Short CV

 

Procedure:

Spr      Person agrees to review Cand’s work & write letter.

Fall     Letter usually arrives in mid-late August.

      Should be on letterhead of referee’s university/research institution.

      Should have referee’s signature & typed name.

      If sent via email, the email address should be their university or institution email, and the email showing the letter attached should be printed/saved as .pdf & included behind the letter itself.

First page of letter should be marked with “Dept” or “Cand” or “Both,” depending on who recommended the letter-writer.

      Can be hand-written on original, or added w/Acrobat to digital version.

Although Chair’s solicitation letter requests a short CV in addition to the letter of reference, referees don’t often send this item specifically (might include full CV, link to website, etc.).

      If you have a full CV, only include first two pages, max.

      Printed academic webpage also acceptable.

            Maximum of 2 .pdf pages either way.

Files should be labeled with “14a” “14b” & so on such that the letters sort into alphabetical order by referee last name.

 

FAQ:

Q: What if we receive an emailed copy of the letter, sent from the referee’s institutional email, but it’s just a Word document, neither signed nor on letterhead?  Do we have to ask them to resend?

A: Yes, we have to at least try to get them to send a more ‘official’ version.  You might politely ask if this emailed version was sent in advance of a hard-copy on letterhead sent via U.S. mail?  Or you could mention something along the lines of wanting the letter to appear on university letterhead “so that your letter of reference may be presented as authentic and unaltered to the various levels of university review.” And using plenty of “please” and “thank you”s wouldn’t hurt!  Ought to check with Chair before sending such a request, in case Chair wishes to handle it, especially if the communication with referee has been at all fraught.  (See Chart of Reviewers)

File Name: 15_Declinations.pdf (if applicable)

Documents Included:

¨ Declination Emails

Procedure:

Spr      When or if someone solicited for an external letter of reference declines to serve as a referee, this correspondence shall be saved as a .pdf and included in this file. 

            If more than one declination, include e-mails in alphabetical order by last name of person declining.

            Include information in Declinations section of Chart of Reviewers.

File Name: 16_Unsolicited.pdf (if applicable)

Documents Included:

¨ Unsolicited Letters of Review

 

Procedure:

Fall     If Chair receives letter about Cand’s promotion that wasn’t part of the external review request process or otherwise requested by department or candidate, the letter goes here.

            Include a short CV of reviewer after letter.

            If more than one letter received, list in alpha order by last name, CVs following each letter.

            If letter received is a hardcopy, date stamp it on first page.

FAQ:

Q: Do I need to be on the lookout for these kinds of letters?  Are they normal?

A: These letters are rare; you don’t need to worry about having them, but if you do receive them, you know they have a designated spot.

Q: How can I tell the difference between an Unsolicited Letter and an Additional Statement?

A: The safest thing is to always check with CoLA first.  If Additional Statements are not labeled and filed properly in a promotion file, it can be considered a procedural error. 

Department Promotion Files > Last Name, First Name – Rank > Supplemental Materials:

STUDENT COMMENTS

File Names: 01a,b,c_Student Comments_SEMYY-Course#.pdf

 

Documents Included:

¨ Original CIS for 3 Most Recent Academic Years (one file per course)

 

Procedure:

Fall     At any time before the Fall, Cand should give Staff all of the course-instructor surveys from the three most recent academic years. 

This year: 12-13, 13-14, & 14-15

If department maintains originals, Staff would gather these.

Use Summary of CIS Results Report as a guide to confirm whether or not you have all of the surveys you need.

Each set of paper course surveys should be counted to see if they match the official number of returned surveys for the course. 

If there are any discrepancies from the official returns, you will need to write a cover memo of explanation for that set.

Scan each set of paper surveys, ensuring that any written comments are legible and that surveys with writing on both sides are scanned on both sides.

      Verify that all surveys are present in the resulting .pdf.

      Remove any blank pages in the .pdf.

While not necessary, it is often helpful to include the Individual CIS Report Cover Sheet as the first page in .pdf (or second, if cover memo is necessary to add).

For electronic survey results, there are usually only two pages – the cover sheet and the list of typed student comments.  (Sometimes the latter end up spanning more than one page for a large, responsive class.)

If no students included comments for a course, the second page will only say “No comments” or something like that. 

Scan the cover sheet along with the typed comments for electronic surveys.

Label these files so that they sort in the order they are listed on the Summary of CIS Results Report.  1a, 1b, etc. (see File Name above)

OTHER MATERIALS

File Name: 02_Other Supplemental Material.pdf, if applicable

 

Documents Included:

¨ Any Miscellaneous Items Cand Wants to Include in File (optional)

 

Procedure:

Fall     Cand gives Staff all materials they wish to include in their promotion file that don’t go somewhere else within the file, along with a table of contents.

Staff verifies that none of the materials belong somewhere else in the promotion file; ensures all items are scanned into one .pdf file with table of contents as first page.

The table of contents should list both the items included in the .pdf, in order, and the beginning page numbers next to each item.

      (This may seem to go without saying, but some people have left off the page numbers in the past.)

 

FAQ:

Q: Does it matter whether or not a Cand has these other materials in the file?

A: No.

PUBLICATIONS

File Name: 03a,b,c_Significant Publication (##-Title).pdf

 

Documents Included:

¨ Designated ‘Most Significant’ Publications, Themselves

 

Procedure:

Spr      Cand provides Staff a copy of each of their top 5/most significant works for distribution to external reviewers, internal review committee, and Chair.

Fall     Cand ensures that Staff has most up-to-date version of each work.

            Staff cross-references these publications with the CV to ensure accuracy.

Staff creates placeholder document for any book or whole journal for which Cand cannot supply .pdf page proofs (or scanned version).

Staff labels works according to file naming conventions and uploads to Box promotion folder.

      Note: All works will begin with “03” and then a letter, such that the files sort in number order of publication.  The actual publication number, corresponding to CV, is in the parentheses of the file name.

            e.g. 03a_Significant Publication (02-A Man for All Seasons).pdf

      Do use a 2-digit publication number in the file name, though you would not typically do so in the CV.

 

File Name: 03x_Review_Significant Publication (##-Title).pdf (if applicable)

 

Documents Included:

¨ Published Review(s) of a Significant Work (if applicable)

 

            Procedure:

Fall     If there are any published book reviews of a Cand’s book that is one of the top publications, they should be included with the file.

Scan all into one .pdf (can continue to update, as needed), labeled as indicated above: basically you will copy the file name of the work and add “Review_” after the initial number/letter combo.  If more than one review, add “Reviews_”.

            e.g. 03a_Reviews_Significant Publication (02-A Man for All Seasons).pdf

When possible, having a table of contents for a multi-review .pdf is helpful; even more helpful if that ToC lists the reviews as citations.

 

File Name: 04a,b,c_Other Publication (##-Title).pdf

 

Documents Included:

¨ Designated ‘Other’ Publications, Themselves

 

Procedure:

Sum    Cand provides Staff a copy of each numbered work listed on their CV, including works in progress, for inclusion in the promotion file.

Fall     Cand ensures that Staff has most up-to-date version of each work.

            Staff cross-references these publications with the CV to ensure accuracy.

Staff creates placeholder document for any book or whole journal for which Cand cannot supply .pdf page proofs (or scanned version).

Staff labels works according to file naming conventions and uploads to Box promotion folder.

      Note: All works will begin with “04” and then a letter, such that the files sort in number order of publication.  The actual publication number, corresponding to CV, is in the parentheses of the file name.

            e.g. 04a_Other Publication (01-What Makes a Man a Man).pdf

      Do use a 2-digit publication number in the file name, though you would not typically do so in the CV.

 

TEACHING PORTFOLIO

File Name: 05_Teaching Portfolio.pdf

 

Documents Included:

¨ Teaching Portfolio

 

Procedure:

Fall     Cand assembles materials (syllabi, exams, assignments, screenshots of web-stuff, presentations, etc.) they wish to include and gives to Staff, along with table of contents describing the items and in which order they should be included.

            Staff combines items into single .pdf and adds correct page numbers to table of contents, as needed.

            Staff labels file as above and uploads to Box.

 

Department Promotion Files > Last Name, First Name – Rank > Additional Statements:

ADDITIONAL STATEMENTS

File Name: Additional Statement_ccyy-mm-dd Lastname.pdf

 

Documents Included:

¨ Any non-required statement that Cand or 3rd party wishes to add to Cand’s file.

 

            Procedure:

            Fall     Staff or Chair receives non-required statement regarding Cand’s file.

Staff date-stamps first page of statement; if emailed, email would include date received; if attached to email, print the email showing the attachment and date received and include behind the statement itself.

If prior to handing P&T file over to CoLA, scan/save statement, label as above, and upload to Box.  Notify CoLA.

If received after handing P&T over to CoLA, forward email or deliver hard-copy to CoLA ASAP.

CoLA will assume responsibility of providing required notifications until file is handed over to EVPP.

      E.g. If someone submitted a non-required letter to the Dean about a Cand’s promotion file, Cand & Chair are notified and given the opportunity to read it (and respond, if desired).