preparing and submitting electronic promotion & … · promotion and tenure file share...

Learning with Purpose

PREPARING AND SUBMITTING ELECTRONIC PROMOTION & TENURE MATERIALSFOR TENURE TRACK FACULTY

WEDNESDAY, MAY 20, 20209:30 A.M. – 11:00 A.M.


Welcome!

• Quick Poll

• Goals for today• Have an operational overview of the process

• Consider how your materials will reflect revised Provost’s Guidelines

• Be familiar with the tools for preparing and submitting your portfolio

• Know how to get help

• Have your pressing questions answered


Teaching

Your 30-second reaction:What is your proudest achievement in each of the three key areas?

Introductions

Research Instructional Activity Service

When we call on you, please share: your department, promotion type, one key word from your achievements!


• Have an operational overview of the process

• Consider how the Provost’s guidelines will help you construct your portfolio




Goals


Step 1: Request a folder on the Electronic P&T file share (this year, we have a new online request form on the P&T website)

Step 2: Create your e-Portfolio using Adobe Acrobat Pro DC (work on your desktop during the summer)

Step 3: Upload your two completed PDFs to the file share

Submission is a Three-Step Process


Operational Overview

Now: Review 2020 guidelines; plan, create, and organize your materials; seek peer/mentor feedback

Fileshare will be available for upload

Deadline to upload main portfolio and electronic supplemental materials

After 9/21: Track levels of review in the MSP schedule; submit responses/addenda as needed to [email protected] and cc Dept. Chair & Dean

Timeline: Your Actions

09SEPT.

21SEPT.


Key Dates9/21/20 Deadline for individuals to file for promotion and tenure and to submit all necessary supporting materials to Department Chairpersons (fileshare deadline is 5 p.m.). 10/05/20 Deadline for Chairpersons to submit all individual promotion and tenure materials to Department Personnel Committees (fileshare). Inclusive of external letters and reviewer information. 10/12/20 Deadline for College Personnel Committees to elect Chairpersons. 10/26/20 Deadline for Department Personnel Committees to forward recommendations and personnel materials to Chairpersons (fileshare). DPC also forwards to the candidate, CC [email protected]. 11/2/20 Last day for candidates to file responses to recommendations from Departmental Personnel Committees (email to [email protected]). 11/9/20 Deadline for Chairs to forward recommendations and personnel materials to College Personnel Committees (fileshare). Chair also forwards to the candidate, CC [email protected]. Last day for candidates to file responses to recommendations from Chairpersons (email to 11/16/20 [email protected]). 12/07/20 Deadline for College Personnel Committees to forward recommendations and personnel materials to college deans (fileshare). CPC also forwards to the candidate, CC [email protected]. 12/14/20 Last day for candidates to file responses to recommendations from College Personnel Committees (email to [email protected]). Deadline for college deans to forward recommendations and personnel materials to the Rank and 111721 Tenure Committee (fileshare). Dean also forwards to the candidate, CC [email protected].


Key Dates, cont’d

1/18/21 2/4 & 2/5/21 2/16/21 2/23/21 3/1/21 3/8/21 3/15/21 3/22/21 4/1/21 Last day for candidates to file responses to recommendations from Deans (email to [email protected]). University Rank and Tenure committee meets to review applications. Deadline for University Rank and Tenure Committee to forward recommendations and personnel materials to Provost (fileshare). URT also forwards to the candidate, CC [email protected]. Last da¥ for candidates to file responses to recommendations from Rank and Tenure Committee (email to [email protected]). Deadline for Provost to forward recommendations and personnel materials to Chancellor. Provost also forwards to the candidate, CC [email protected]. Last day for candidates to file responses to recommendations from the Provost (email to [email protected]). Deadline for Chancellor to issue list of recommended candidates for tenure and promotion (before appeals). Chancellor forwards to candidates, CC [email protected]. Deadline for eligible candidates to submit appeal to Chancellor. Deadline for Chancellor to issue final list of recommended candidates for tenure and promotion to the Board of Trustees (after all appeals have taken place).







Goals


Provost’s GuidelinesPDF#1: Main Portfolio Content

These materials may not be edited after the submission deadline.

• Cover page, to include:o nameo present ranko department and collegeo date of appointment at the University of Massachusetts Lowell and rank awardedo number of credits for years of prior service, if applicableo area of specialization within the discipline

• External Letter Waiver Statement (Appendix 1)

• Candidate’s section of the List of Suggested External Reviewers (Appendix 2a)

• Candidate’s Curriculum Vitae (CV) (MSP contract Appendix A-9, Personnel Form #6)The CV is intended to provide the accomplishments of the candidate’s entire career, including the specific details of accomplishments at UMass Lowell. Accomplishments from the period under review are typically provided in bold face type. There is no page limit for the CV.

• Candidate’s Narrative—recommended length, approximately 5 to 7 pages

• Instructional Activity Chart (Appendix 6)

•Research Funding Report (Appendix 7), if applicable


Required•All annual or periodic evaluations by the Department Personnel Committee,

department chair, and dean• Student evaluations from the period under review, including scanned copies

of all pages (Spring 2020 excepted)

Optional• Several samples of the candidate’s most notable scholarly works•Other supplemental content that significantly advances or illustrates the case

that cannot be sufficiently expressed in the CV or narrative – in consideration of the readers, the candidate should include only the most critical items, and should label them clearly (optional)

There is no preclusion of the candidate to include any item that they deem important. However, candidates are advised that reviewers are unlikely to put weight on ancillary material or documentation beyond what is indicated above. Accordingly, candidates are advised to focus their efforts to ensure that their narrative and CV are thorough and complete.

Provost’s Guidelines

PDF #2: Supplemental Materials ContentThese materials may not be edited after the submission deadline.







Goals


The file share contains candidate folders sorted by college, last name, first name

Each candidate folder contains three additional folders:

1. External Letter Folder2. Portfolio Folder3. Reviews, Responses, Addenda Folder

Promotion and Tenure File Share


Promotion and Tenure File Share Structure

[email protected] has write access and uploads all documents.

Items Include:1) Review Letters2) Addenda from Candidates: • Publications accepted after final

submission of the candidate’s portfolio,

• Funded grant notices/awards after final submission of the candidate’s portfolio, and

• Honors or awards received after final submission of the candidate’s portfolio

3) Any candidate responses to recommendation letters by various levels of review.

Folder #1ExternalLetters

Folder #2Portfolio

Folder #3Review Letters,

Responses,Addenda

P&T File share

Candidate has write access until Sept. 21, read access thereafter. Documents will be frozen.

Items include:1) Main Portfolio2) Supplemental Materials

Dept. Chair has write access and uploads all documents. Candidate does not have access.

Items include:• Final copy of the External Review

Letters Waiver Statement• Final copy of the External Review

Letters Evaluator Selections• Department Chairperson’s letter

requesting the external review• The external review letters• External reviewers’ CVs

mailto:[email protected]


• Update to Adobe Acrobat Pro DC if needed• Create materials on your desktop• Convert items to PDF as you go• Create two PDFs for submission: order of materials in

each file should follow the guidelines• Clean up bookmarks list

Preparing Materials


File – Create – Combine Files into a Single PDF

ePortfolio Creation

Drag & DropReorder (Move Up/Move Down)Select Combine


ePortfolio Creation

Ø File Names automatically imported as bookmarks• Bookmarks can be edited• Rearranging bookmarks ≠

Rearranging pages• Deleting bookmarks ≠ Deleting

pages


ePortfolio Creation

Set default initial view


• No locked or password-protected PDFs

• Text recognition; searchability

• Proofreading and checking function

• Materials cannot be edited after submission deadline

Cleaning up the Portfolio Document







Goals


Who needs a fileshare folder?

As soon as possible (by July 1), please let us know if you are intending to submit materials this year.

By September 9, you will get an email confirming that the file share is available, with instructions on connecting from your PC or Mac.

Upload your two PDF files by:September 21 at 5:00 p.m. 21

SEPT.


• uml.edu/PandTØ Provost’s guidelines, calendar, user guides,

and useful links

• Department Chair and Colleagues

• P&T Team Help sessionØ Schedule early

• Email “hotline”:[email protected]

Getting Help

mailto:[email protected]







We’ll send you these slides and a link to a quick evaluation survey – please complete that for us!

Goals