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Recommendations for Promotion to Associate Professor

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					               Recommendations for Promotion to Associate Professor

Provisions and criteria for the granting of promotion to Associate Professor are set out in
the Collective Agreement, Section III.8. The following guidelines have been approved by
COAP. They are designed to assist chairs and colleagues in the preparation of a
recommendation for promotion to Associate Professor.

Members who are at B6 or higher on the salary grid in the year in which they are
considered for tenure are to be simultaneously considered for promotion to Associate
Professor. Unless there is an overriding failure to perform administrative service
(including departmental1 and university committee work, with the exceptions noted in
IV.2.1.4.2), the granting of tenure entails promotion to Associate Professor (see III.8.1.5);

Tenured Assistant Professors are to be considered for promotion to Associate Professor
in the year in which they are at B6 on the salary grid, unless they formally request not to
be considered (see III.8.1.2);

Tenured Assistant Professors who are not promoted in the year in which they are at B6
on the salary grid will be considered for promotion in any subsequent year in which they
make a written request to the personnel committee (see III.8.1.3);

See Chairs’ calendar (http://www.trentu.ca/deansoffice/calendar.php) for annual
deadline for submission of recommendations for promotion;

Before October 15 of each year, candidates eligible for promotion to Associate
Professor should be notified and given the opportunity to request or defer consideration
(see III.8.3.1 i));

The Chair of the department serves as the Chair of the personnel committee. The
personnel committee is advisory to the Chair. The Chair does not vote (see III.8.3.2);

Faculty who hold cross-appointments in more than one department will be considered
for promotion to Associate Professor by the personnel committee of their home unit (see
III.14.4). The personnel committee must seek input on the candidate’s teaching, research,
and service from the non-home unit (see III.14.4). If the candidate requests it, a
representative from the non-home unit will be included on the personnel committee, with
full voting rights (see III.14.4). This representative from the non-home unit will be in
addition to the regularly constituted personnel committee, and will be chosen by the Dean
in consultation with the Chairs of the two departments and the candidate;

Personnel committees are to base their recommendation for promotion to Associate
Professor on whether the candidate has continued to fulfil the criteria necessary for the
granting of tenure and is entirely satisfactory in the performance of teaching, research,2
and administrative duties and responsibilities (see III.8.2.1);

In cases where the recommendation for promotion to Associate Professor comes within
two years of a successful tenure hearing, the personnel committee shall review the
materials prepared by the candidate and make a recommendation to the Chair, based on
the evidence before the committee. Relevant materials would include a current CV and
evidence of research productivity, teaching, and administrative duties and responsibilities
since the time of the tenure decision;

In the case of a positive recommendation, the Chair is to forward the recommendation
of the personnel committee along with his/her recommendation to the Dean. The
recommendation should include all documentation and correspondence considered by the
personnel committee (see III.8.3.5). The Chair’s letter should make a case in favour of a
positive recommendation for promotion to Associate Professor;

Before a Chair forwards a recommendation against promotion to Associate Professor to
COAP and the Dean, the Chair must inform the candidate in writing of the reasons for the
negative recommendation and make available to the candidate all the material tabled in
the personnel committee (see III.8.3.4.1). The candidate may submit a written rebuttal to
the Dean, with a copy to the Chair of the personnel committee. See III.8.3.4.2 for
procedures governing the soliciting of further assessments;

The Chair is to submit the recommendation of the personnel committee along with
his/her own recommendation to the Dean by the date indicated in the chairs’ calendar;

Members of COAP will review the candidate’s teaching materials, research materials,
all other supporting materials considered by the personnel committee, and the Chair’s
recommendation to the Dean;

Members of COAP will, by formal vote, make a recommendation to the Dean. The
Dean shall not vote (see III.8.3.5). If the Dean intends to make a positive
recommendation for promotion, the Dean shall make his/her recommendation to the
President (see III.8.3.6);

Promotion decisions are made by the Board, following a recommendation from the
President, following a recommendation from the Dean, following a recommendation
from COAP, following a recommendation from the Chair of the personnel committee,
following a recommendation from the personnel committee;

Promotion decisions take effect on the July 1 following the decision;

Promotions do not result in salary increases;

With the exception of teaching evaluations, any confidential materials returned to the
department from the Dean’s Office should be kept for one year and then shredded. Any
materials submitted by the candidate, including teaching evaluations, should be returned
to the candidate.

1 All references to “department” are intended to cover both undergraduate departments and undergraduate
programs.
2 In some cases creative professional work may be considered as part of the candidate’s research output. In
such cases, the candidate and the Chair should demonstrate the calibre of the creative work (for example,
by citing its juried and/or professionally curated status and/or by providing reviews) and its relation to the
candidate’s academic appointment.

				
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