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The first thing we are going to do is go over the promotions calendar.
Give you a sense of
where dates fall.
The one thing that I do want to mention
is that each college or school
has a different promotions calendar,
but then falls in line with the overall University Wide calendar.
So you may have some
other dates that you need to pay attention to, within Cooperative Extension or within the Carl Vinson Institute of Government
or within the College of Pharmacy.
When things are due, your unit or department
in order to get it to the
University level.
But quickly
the first piece is
we have a workshop
in March, actually
ten days ago for your promotions
coordinators
and we actually had a couple dozen folks in that session.
Those are the folks
that will basically
track you or take your materials and make sure that they get sent to the University level
on time.
Each college or school or unit should have a promotions coordinator,
so you might want to check who
that is
with your college or unit or your school
to help make sure that you hit your
unit deadlines.
So they have gone through
a similar orientation.
First we are here today then on April 29th.
We send a promotions memorandum out
to all the deans
and unit directors
in August
just to get a sense
from them as to how many folks
are going up for promotions.
So if you haven't informed
your dean or department head or your unit director
that you are intending to
go through the promotion process, you might want to do so
in the next 30-60 days,
again depending on your unit's
timeline.
As we would like to get a sense, again a sense
of who is going out, so we can set our committee
and make sure that we have enough folks to do the readings and making those decisions on the dossiers.
And that list is due on September the 3rd, so that is around Labor Day weekend. I believe that is the Tuesday after Labor Day weekend if I remember correctly.
And then,
right after
we have the list sent in, we put together an appointment commitee,
these are the folks that
will take a look at your promotion dossiers and do the readings and make
decisions on your dossiers and promotions and the process.
Your dossiers are due to our offices on October 11.
Now, this is a change from years past.
We usually get the dossiers in our offices a week earlier
we are trying to
coordinate all our
dossier submissions with promotion and tenure.
so anyone that you know that is
going up for promotion and tenure, that's the same date.
Don't get confused
we basically are giving you another week this year.
To make sure things get together
but all the dossiers will be sent to
various places on campus on
October the 11th.
We will get the promotions commitee together on the
twenty-second,
charge them, give them the materials they need.
It will take them a while to
read through all the materials.
Generally we get 30-40 dossiers
that folks have to read through.
So we have to give them enough time,
they have projects, they have work to do
other than just the
promotions work that they
have actually volunteered to help do.
We also have the Thanksgiving Holiday over that time. So we need to give them enough time to
thoroughly read
through all of the dossiers.
We meet then on December the fourth.
Appeals week, if anyone is denied promotion from the committee.
You have a chance to appeal and we will talk about that process later.
It is December the 9th
through the 13th.
We basically give you a week to kind of put together
any additional materials you need
and then the deliberations committee, for the appeals
if necessary, meets December the 16th.
Once that is all sorted out
the Provost asks that we would send him
all, right now
actually it is her, Interim Provost,
send her the materials by January the 10th.
So, that's the process.
Now even though the committee
votes
and affirms that yes, you do get promoted,
we do pass the materials to the Provost
even though he or she signs off on it, and says
yes did you get promoted
it's not official
until the President signs off. And usually the President signs off sometime in March.
So at any point in the process you
could be denied or you could be moved on.
So we don't offically send out word until we hear back from the Provost or President's Office. That the promotion has been formally approved.
Then it does not take effect until July 1 of 2014.
Alright? So it is a little bit of a lenghtly process to make sure everything gets together.
Any questions on the calendar?
Athens? Downstairs? Anybody there?
I don't see anybody.
OK
Cartersville, any questions on the calendar?
Griffin, Statesboro, Tifton
Next thing we'd like to cover
is what we are calling the changes of note,
these are the
changes that have occured
since, actually the dossier, promotions guidelines was put together
two years ago.
Every two years it is required
that a committee,
if you are looking at the back of your book,
the committee that took a look at
the dossier, I'm sorry,
the appointment and promotions guidelines.
In the back of the book on page 22, that's the committee that took a look at the
guidelines. And again, they are required by
university policy to take a look at these every
two years. So there are some changes.
We are going to point out the
more significant changes. Of course
some the wording might've adjusted somewhat.
So there may be a little different wording on a couple of things but as long as it
didn't change the intent
of the
document
we're not going to go through every little comma or dash, or anything like that. But we do want to point out the significant things that may be
affecting your dossier in the future. Alright?
So these are the new guidelines.
Alright, on part one,
if you follow along in your booklet, part one starts on page 1.
I'm going to refer to
public service assistant
on page 3 of
your guidelines booklet.
We did some moving around so there is less confusion, but for those,
all the new material was entered.
For those persons seeking promotion to public service assistant,
you need a minimum three years in rank, counted from the day of his or her appointment.
So actually,
the requirement is the same
but we shifted that so it reads a little bit better
to the assistant area. So don't get confused, you need to be in the rank
of public service representative for three years
before you are eligible to go up for public service assistant. So, three years as a representative rank,
if you started off at a representative rank.
And number six is changed,
progressive,
progression of the public service representative rank
to public service assistant requires a positive majority vote by the promotions committee
at the college level. This recommendation should then be forwarded to the Office of the Vice President of Public Service and Outreach for approval.
This was changed a couple years ago,
we just moved this in so it is more prominent for the assistant.
So if you are moving from representative to assistant
all you need is a positive vote from your
college,
you do not get reviewed by
a committee at the University level,
since it is one of two entry level ranks.
Moving on to public service associate,
the words that are significant here
on page three also is number four.
We want to make sure that your dossier, Judy will talk about this, Mark will talk about this a little bit later
that is there's a demonstrated impact
of superior quality work.
So Judy and Mark will go through what that means. Judy, I think, especially in the dossier piece.
Make sure that you can see
demonstrated impact in your work.
Number five.
Collaboration, this is another change that is fairly significant and broadens this requirement.
Collaboration with another public service and outreach unit
and/or academic department at
an accredited institution of higher education is required,
clearly specifying the level of candidate' s contribution.
If you remember the older standard
it was and/or but it was any USG
college or school, its broadened to include any
post-secondary college or school,
so if you want to work with
UT Chattanooga
if you are up in the Chattanooga area, you want to work with Auburn
because you are in the Columbus area,
you want to work with,
well I am just
picking out schools, that might make sense,
the University of South Carolina, Aiken,
that would fulfill this requirement.
Still and/or
and also, this is inclusive of all technical colleges and schools
so any accredited higher education institution,
the issue here is that we would like to collaborate
our university resources with other colleges,
universities
in the state, or even regionally, or even nationally. It's a cross-fertilization there.
And also the same thing goes for public service units, so if you are doing some work with extension
at Auburn or with
the institute of government at
UNC Chapel Hill, that would count. Where in the past that would not have counted as a collaboration.
You are also encouraged to collaborate with your brother/sister units here on campus and this broadens it. This makes it a little easier for those folks in the field who might be doing regional or national. Alright?
Senior public service associate,
a person, on the next page,
page four, if you are following along,
there have been some changes in
four, five, and six,
just to stay consistent with everybody else,
all the other ranks.
Number four, again a demonstrated impact has been added.
The most significant piece of this
change is on number five, which is in red.
The Vice President would like to see that you have tangible evidence of
contributions to
the body of knowledge or practice of his or her chosen field being required.
So we are looking for folks,
looking for presentations, research,
applied research,
anything that you do to add to the body of knowledge
in your discipline
needs to be shown
or displayed
in your dossier.
That's a new
thing. Although,
serving on this
this group,
not only this roll
for nine years or so,
I served in Judy and Mark's roll before that.
I would say close to a hundred percent of the folks that are going up for senior have a listing of how they contributed to their body of knowledge.
So I don't think this is much of a stretch for folks going up for senior.
There are a lot of folks doing applied research,
research, whatever, but we need to make sure that we see it in your requirements in your dossier.
Number six is consistent with
the previous requirement of the associates,
the only thing that is a little different there, is again
and this has been in place for all, and is the and
is broader
and includes any academic department
or
outreach unit at any accredited,
again, accredited institution of higher education
so it can include technical colleges
working more closely with USG. Again with the technical schools
they have now
their courses are transferrable
through USG systems. We are trying to work more collaboratively with those. That is one of the main reasons we included the technical schools
and again, any other college or
university outside Georgia, or within Georgia would be fine.
Alright, under the notes
it's at the bottom of page four,
we just highlighted or added that last piece of director's letters
should state
that the candidate is asking for promotion without the terminal degree
and provide the rationale for making this exception.
There's always been
the exception
of the terminal degree and Mark will talk about that later if we have any questions
about that. But what I wanted to highlight is
if you do not have the teminal degree, make sure that it is highlighted in the director's letter.
Highlight that there is a reason for it,
they understand it,
it's very obvious
for the committee, it is very obvious for the director
and they will be able to help paint that case for you all
and the rationale for making that exception in the director's letter. Just another piece of evidence to help you move forward with that particular requirement in your dossier.
Alright, part two.
We wanted to make sure that there wasn't any
confusion about
instruction and training,
it can be done it in variety of settings,
you are not required just to do that in a UGA classroom,
as a previous Chancellor mentioned, the state is our classroom,
so instruction can be done in
a variety of settings.
In section C
in part two,
there's a lot of units that are getting, under Consultation and Technical Assistance on page five, actually it bleeds over to six,
there are a lot of units getting involved with needs assessment and information dissemination. So we wanted to make sure
that was obvious for folks to see.
"What pages are you on?" Page five, in the book, yes.
I am trying to follow along in the book, since ya'll have it in front of you.
On part two, the "should be", we just wanted to make sure that was
should be composed of these general
functions.
On part four, I'm going to move fairly quickly
there are just a couple of things to make obvious on these other parts.
In the introduction
to be consistent
with the requirements of adding to the body of knowledge on page nine in your book.
We just wanted to make sure it was obvious that we had
conference presentations
were included in adding to that body of knowledge
In part four,
on minimum years in rank
if a candidate is again asking for early promotion
the dossier should clearly reflect that point,
that has not changed.
What we're asking
make sure that the director
letter states
that the candidate is asking for early promotion.
This is a rare occasion, every once and a while we will get someone who goes up for early promotion,
for instance,
there's someone who's been here, the requirement for
associates is four years,
they've been here three years
eleven months. They got hired
August the first instead of
July the first
it makes a lot sense,
they've built up a body of work
that is consistent with promotion.
If that is the case, the director or
the dean would write in their letter
here is the rationale for why they are going up for early promotion. Here's the rationale why
they are consistent with anybody else going up, whatever they want to say.
But it needs to be stated in that letter the rationale for why early promotion, so it is very obvious to the committee.
Alright, a new phenomenon that we've had
recently that we try
that the committee tried to address
is part four, under the promotions process
is the temporary public service faculty
there are more and more faculty
being hired as temporary public service faculty
due to the budgetary issues, its an opportunity for
an administrator to hire someone
basically on a trial basis.
We're trying not to penalize that individual for being
a temporary public service faculty, but as long as their body of work is consistent with if they were not a temporary faculty.
So we are trying to give those individuals credit for the time they have been here at the university, again as long as
their job description didn't change
their work is as comparable to someone that is not at temporary status,
but again,
the director's letters
should clearly state that the candidate served as temporary faculty
for that certain period of time that the duties performed were equivalent to those duties performed
as a public service and outreach faculty who was not designated as temporary. Just need to make sure the director's letter or dean's letter states that.
At the bottom of page ten,
we're asking folks
that are going to vote,
that might pertain to some of ya'll, those that are going for senior or even associate will be voting on the reps,
make sure you're familiar with the guidelines when you are voting, sometimes
some of us old timers
don't look at the guidelines and
we are making votes
on dossiers and things have changed.
We are just asking that folks be familiar before they vote
on their colleagues on their dossiers.
I just wanted to point that out to you all.
Alright, the rest of this is around
technical items,
we are trying to go as paperless as we possibly can,
we are asking that you only submit one original dossier, or one original document
we need that original in order to pass that on
to the Provost's Office Faculty Affairs for them to review
but the rest of it can be done on either on a
USB flash drive,
PDF format,
and that's just the specifics, I'm not going to go through all the specifics of that,
you can read how we would like to get that broken up.
So again, just one original document, the rest of it can be electronic. In the past we've had a couple of paper copies, you no longer need to do that.
Save some paper, and it will be easier for the committees to take a look at.
We are asking that the documents that could be searchable are searchable,
that's why it says, "searchable PDF".
If you have an issue with that
give me a call
and we will work through that.
Just reiterating, again
on number five
if a candidate lacks as terminal degree, please refer to pages four and ten, we have already been through that.
The next slide, again, reiterates the conference presentations, papers and journals
is consistent with what
was requirements earlier.
Again, for part four, searchable materials and non-searchable materials,
the website is there for you to take a look at.
The Summary Narrative,
Mark will talk a little bit
about this later
and Judy will also, it's an important document.
Again since your last promotion appointment, we have added it back because people get confused once and a while
and submitting a dossier, and we are being
a little bit redundant,
it's a quick way to take a look at
page twenty one in your booklet, what the format needs to look like.
File one should consist of the following,
file two should consist of the following and file three, that kind of thing.
And the same thing on
on the bottom of page twenty one.
Let's make sure we are being consistent there in the searchable PDF, ect ect I believe that's it for me.
Alright, I am going to go around and ask if there are any
questions about changes
before we have Mark talk about the process and requirements.
Alright, so Athens? Anything?
All these materials are on our website
so you can download copies of this, if you go to the website to take a look at not only the promotions booklet, but the change of notes is a second document.
Alright Adel, you still
by yourself downstairs? "Yes"
Okay. Cartersville?
No? Good, alright. Griffin? "No questions."
Statesboro?
"No questions." Tifton?
"Well I have two questions."
Who are you? "Laura"
"First on page four when it talks about terminal degree, for county agents, is that a masters degree? Is that considered the terminal degree?"
No, we will talk about that a little bit later, but it's your terminal degree and your discipline,
so there are a few disciplines that do not require a terminal degree.
For instance,
Landscape Architecture.
In fact the dean now, has a master's degree and that is considered a terminal degree.
Masters of Fine Arts is another one.
There are probably a handful out there.
But no, if your discipline has
an advanced degree or terminal degree, that would not be considered a terminal degree. "Ok, my second question is on page ten, in the bottom paragraph where it says "shall meet with the unit's senior public service faculty" does senior there mean experienced and not actually the rank of senior public service associate?"
Yes
It says senior public service faculty because
we would specifically ask for
associate with that.
That word would be replaced
with say, senior public service associate instead of faculty,
so it could be a public service associate who has been here
thirty years or twenty years,
we are looking for the senior people in years, not necessarily in rank. "Thank you" You're welcome. Any questions?
Alright, I am going to turn this over now to Mark.