Tips, Questions and Answers: NTT Dossier

Tuesday, August 4, 20152:00 – 3:30 p.m.

Extension NTT Committee2014-2015

Non-tenure Track at Large – Chair Johanna R. Adams*Tenure Track at Large Stephen D. Ball4-H Youth Development Kathleen N. Bondy*Agriculture Mary S. SobbaBusiness Development Chris V. ThompsonCommunity Development Bev Maltsberger*Human Environmental Science M. Kathy Dothage*Terms Expire August 31, 2015

Extension NTT Committee2015-2016

Non-tenure Track at Large Ray Massey*Tenure Track at Large Stephen D. Ball4-H Youth Development Don Nicholson*Agriculture Mary S. SobbaBusiness Development Chris V. ThompsonCommunity Development Van Ayers*Human Environmental Science M. Kathy Dothage*Terms Begin September 1, 2015

Levels and Incentives

Level 1: Assistant Extension Professional

Should at the time of application, hold an earned doctoral degree. If no doctoral degree is held, the candidate must have an appropriate terminal degree, OR a master’s degree and normally at least five years of Extension and/or equivalent full-time academic experience.

The candidate’s dossier must clearly reflect excellence in Extension as determined by the Extension NTT Promotion Committee.

Move into the promotion system Professional development award ($2,000)*

*upon availability of funds

Levels and Incentives

Level 2: Associate Extension Professional

At the time of application hold an earned doctoral degree and normally at least 5 years of Extension and/or equivalent academic experience.

If no doctoral degree is held the candidate must have an appropriate terminal degree, OR a master’s degree and normally at least ten years of Extension and/or equivalent full-time academic experience.

The candidate must demonstrate a high degree of competence in Extension scholarship as well as local and statewide participation in professional activities and services.

$3,500 salary increase*

*upon availability of funds

Levels and Incentives

Level 3: Extension Professional

– At the time of application, hold an earned doctoral degree and normally at least ten years of Extension and/or equivalent academic experience.

– If a doctorate is not held, the candidate must hold the appropriate terminal degree, OR a master’s degree, and must have typically 15 years of Extension and/or equivalent full-time academic experience.

– The candidate must demonstrate sustained excellence in Extension scholarship as well as local, statewide and national participation in professional activities and services.

– (Appendix A.3)

$4,500 salary increase*

*upon availability of funds

Content Outline For Promotion Dossiers (pages 7 and 15)

(Tab I) Appointment Folder• Initial letter of appointment

(Tab II) Departmental Summary Letters and Recommendations

(Tab III) College/School Summary Letters and Recommendations

(Tab IV) Complete C.V. (Not to exceed 25 pages)

(Tab V) Summary of Accomplishments (Not to exceed 25 pages) Also consider:

5 samples of workEach sample of work should not exceed 5 pages

Up to 4 colleague/peer review letters

(Tab VI) External Reviews

(Tab VII) Departmental and Divisional Guidelines

Non-tenure track promotion

• http://extension.missouri.edu/hr/ntt.aspx

• Next round of applications due to supervisors by midnight Sept. 30 (Oct. 1, 2015)

Preparing promotion dossiers

• Format: Dossiers should be prepared following American Psychological Association’s Formatting and Style Guide. Documents should be prepared using a 10- to 12-point font. See: APA Style from Purdue Online Writing Lab. https://owl.english.purdue.edu/owl/section/2/10/

Preparing promotion dossiers

Be sure the History and Recommendation Summary is complete. The total for each year must be 100 percent. Any variations from the initial appointment during the preceding five years must be explained as an addendum. Examples of variations may include leaves, administrative appointments, change in teaching load, etc. History and Recommendation Summary (PDF).

Preparing promotion dossiers

• Letters of recommendation from reviewers will be added by regional directors/supervisors to both the paper and electronic dossiers.

Paper Dossier

The paper dossier should be placed in a light blue pressboard report binder with fasteners along the left side. Ring and spring-clip binders are not acceptable.

• Tabs, using the exact Roman numeral tab and the names specified in Appendix D: Content Outline (PDF), should be used to separate the sections in the dossier.

• Faculty members should label the front of their binder with the following information:

• NameDivision of Extension Dossier in Support of Promotion to the Level of (Assistant Extension, Associate Extension or Extension Professional)Submission Date

• Faculty members should send one original paper copy of the dossier to their supervisor.

Paper Dossier

Sample dossier label and tabs

Electronic Dossiers

• A copy of the dossier should be submitted via SharePoint, which provides maximum confidentiality while allowing access to individuals in the review process.

• Candidates should create PDF files of their dossier. Scanned documents must be readable; scanning at 200 to 300 dpi with OCR is recommended. Review documents for legibility before submitting. To reduce PDF file sizes for Word documents, choose "Save as" and select "Minimize size (publishing online)."

• SharePoint site for Non-Tenure Track Promotions Applications (PawPrint login required). Request SharePoint site and an email will be sent to you when granted.

Electronic Dossiers

A set of dossier folders for each candidate will be created when the supervisor or regional director is notified of their intent to seek promotion. Materials should be uploaded to the appropriate folders:

Inside front cover• Tab I – Appointment Folder• Tab II – Departmental Summary Letters and Recommendations• Tab III – College/School Summary Letters and Recommendations• Tab IV – Complete C.V.• Tab V – Summary of Accomplishments• Tab VI – External Reviews • Tab VII – Departmental and Divisional Guidelines• Tab VIII – Other• Keep in mind the Timeline for dossier submission. Individual access will be determined

according to the posted deadlines. Once the documents are uploaded and application is final, candidates will no longer have access to the files. Be sure that documents are in their final form before uploading them.

Preparing your dossier

• Be well organized and follow the instructions in the most recent promotion call letter. http://provost.missouri.edu/promotion-and-tenure/call-letter/index.php

• Include all requested information in the specified format.• Never assume that your accomplishments are obvious to

others. • Provide detailed information on your accomplishments

and contributions.• Know your strengths and emphasize them in your CV.

Resume’s and C.V.’s

• What’s the Difference?• A resume is “a summary, as of one’s employment,

education, etc., used in applying for a new position.”• A resume is a career and educational summary meant to

highlight your skills and experience.• A resume is written in the third person so as to appear

more objective and factual.• “A curriculum vitae (CV) is noted as “a regular or particular

course of study of or pertaining to education and life.”• A CV is a list meant to document every job and degree

you’ve ever received in your life.

Resume’s and C.V.’s

• A CV is written in a paragraph style, not broken up with bulleted or italicized information to highlight any skills, accomplishments, or achievements for each specific position.

• Each paragraph lists the responsibilities from a first person perspective “I” and “my” which is just not done in a professional resume.

Criteria for the Summary of Accomplishments

1. Statement of Personal Extension/Teaching Philosophy

Criteria for the Summary of Accomplishments

2. Creation & Transfer, Programming, and Curriculum Development in Areas of Scholarly Work

- excellence in transferring or applying knowledge- incorporates current and appropriate research in educational efforts- organizes, presents and implements high quality, stimulating, educational programming-effectiveness in program development- outcomes and impacts in high priority knowledge areas/named or branded programs

Criteria for the Summary of Accomplishments

3. Extension Scholarship and Research

- publication/dissemination of scholarly work- contributions to eXtension

Criteria for the Summary of Accomplishments

4. Innovation & Creativity in Teaching, Programming, and/or Research

- new teaching techniques, delivery systems & learning approaches to subject matter- new & innovative approaches to reaching underserved communities/constituent groups- application of existing research to new problems, creation of novel research approach to problem, adaptation of research agenda to new needs

Criteria for the Summary of Accomplishments

5. Revenue Generation

- Provide examples of grants/contracts, classes generating fees, and/or gifts/endowments established or secured

Criteria for the Summary of Accomplishments

Professional and University Related Service

- pursuit of professional development and improvement- participation in professional service organizations utilizing position expertise- contribution to the achievement of the goals of Extension- recognition by profession as a leader

Criteria for the Summary of Accomplishments

Also consider:

5 samples of workEach sample of work should not exceed 5 pages

Up to 4 colleague/peer review letters

Reviews

• Reviews of the candidate’s performance are essential components of the promotion process, and they are a critical part of the dossier.

• The regional director or unit supervisor, in consultation with the candidate, will be responsible for identifying external reviewers.

• External reviewers are from outside the University of Missouri System. The candidate should give the supervisor a list of names of potential reviewers who are qualified to provide an expert objective review.

• In a separate process, the supervisor should also compile a list of potential reviewers. (Appendices E, F, G)

• Two external reviewers should be selected by the supervisor.

2015 NTT TimelineTimeline for Entry into the NTT System

(The deadline for each is intended to be midnight the day prior to the stated date. Materials need to be submitted by midnight Sept. 30.

Aug. 1 Candidate request SharePoint Site

Oct. 1 Candidate submits one paper copy and one electronic via SharePoint to his/her supervisor.

Oct. 1 – Oct. 31 Supervisor (i.e., regional director/continuing education director) submits letters of recommendation to NTT Promotion Committee. Supervisor submits paper and electronic dossier to NTT Promotion Committee.

Nov 1 – Nov. 30 Program Director submits letters of recommendation to NTT Promotion Committee.

Jan. 15 Chair of the Extension NTT Promotion Committee provides the Vice Provost with written notice of the committee’s vote and recommendation.

Jun. 1 Vice Provost of Extension forwards the candidate’s dossier, the Vice Provost’s vote and recommendation to the Provost.

Aug. 1 Provost completes reviews of all dossiers.

Sept. 1 If approved by the Provost, the candidate’s promotion becomes effective.

NTT Checklist

Critical Part of Process (bottom of page 4 – Guidelines Document)

Unranked faculty who serve in positions that are eligible for NTT rank and who meet the requirements described in the “Attributes” section may make a decision to apply for a promotion within the NTT system.

…Once rank is established it is anticipated that in many cases it may take as many as five or more years before criteria for the next level can be achieved. Subsequent promotions will consider only work that occurred from the last promotion to the desired promotion.

Appeal Process

• Refer to the document on the MU Extension website.

• http://extension.missouri.edu/hr/documents/NTT%20Appeal%20Process%20Revised%20April%202014%20(2)%20(3).pdf

NTT Tips

Guidelines Resume vs. CV (accumulative) Narrative of accomplishments – clear cut Sustainable outcomes can be included Grammar should be professional RD’s can be general reviewers, not editors Applicants edit for content. Consider a professional

editor If not sure about rank talk to supervisor but, it is the

decision of the applicant as to which rank to pursue

NTT Tips

Checklist used by faculty and RDs on website Focus on FAQ’s Announcements on SharePoint – Documents

posted in PDF Format!!! Use APA Citations – links to resources online Examples of dossiers previously submitted. Access 205A Whitten. Can only take notes, can’t

copy or remove. Contact Tamra or HR Staff.

Titles for Promotion System

Assistant Extension Professional

Associate Extension Professional

Extension Professional

Factors Considered for Promotion

Degree held, education experience

Scholarly work

Quality and quantity of Extension programming (outcomes/impacts)

Leadership in professional activities/service