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Winter 2013

Sheila McKee-Protopapas, Executive Director, WLUFA Kendra Young, Administrative Manager, Faculty Relations

APPOINTMENT AND PROMOTION COMMITTEEWORKSHOP

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Membership

Articles: 13.12 [DAP],13.12.4 [LBAP], 13.12.5 [BDAP],14.8 [LAP]

Ensure that the process for election of the APC is set out in the procedures that are sent to WLUFA under Art. 13.12.2

Size of the committee: 5 is the minimum but 7-9 is ideal Have representatives from all of the areas in your department if

that is appropriate Whole department is not a good idea unless you have a small

department (doesn’t allow for alternates)

The Committee

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The Committee

Recommending the D-I-C/F-I-C/L-I-C elect alternates for the appointment and promotion committee

If an alternate is used they sit through the application to the final recommendation

Students are not members of the committee so are not to be involved in appointment and promotion cases (Note: they can be involved in the D-I-C hiring if your DAPC procedures allow it)

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The Committee

Membership

Articles: 13.12 [DAP],13.12.4 [LBAP], 13.12.5 [BDAP],14.8 [LAP]

Future: Recommending somebody participate in the committee in the position as

equity representative. They would be a non-voting member of the committee. The position would be similar to the Equity Rep position on SPAT Recommending a pool of individuals be trained to act as the equity rep on the

committee.

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The Committee

Membership – Conflict of Interest (Article 9) “…a Member shall not participate in or vote at more than one stage in the consideration

of any application by a Member; the consideration of an application by a unit or sub-unit constitutes the first stage of an application. “ [Article 9.4(d)] This is repeated in Article 15.5.8 with reference to SPAT(new) If you are a member of SPAT, you have to choose whether you are going to participate

in DAPC or in SPAT – you can’t do both “Peer assessments…must be performed in an objective manner and on objective

grounds and be seen to be so.” [Article 9.2]

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The Committee

Membership – Conflict of interest

Excerpt from NSERC guidelines: when the member has been a research supervisor or graduate student of the

candidate within the past six years;

when the member has collaborated with the candidate within the past six years, or has plans to collaborate with them in the immediate future;

when the member is uncomfortable with reviewing the candidate’s application due to previous conflicts or any other reason (e.g., personal, financial);

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The Committee

Sub-committees of the Department (or equivalent) Appointment and Promotion Committee No provision for sub-committees in the CA

e.g., a separate sub-committee for hiring and another one for tenure and promotion If there are subcommittees, all members of all subcommittees must be members of DAPC (or

equivalent) and participate in full discussions and voting on recommendations at DAPC Subcommittees with members who are not part of DAPC (or equivalent) (e.g., students, other

department members) is NOT allowed Departments can sit as a committee, but this is only recommended for very small departments

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The Procedures

Know the DAP/LAP committee procedures for making

recommendations Reference: “Guidelines for DAPC” – October 2012

Procedures of Department (or equivalent) Appointment and

Promotion Committee [Articles 13.12, 13.13, 15.4 and Articles14.8,

14.9, 16.5 for Librarians]

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The Procedures

The candidate is to be invited to DAPC/LAPC to present any further evidence and/or supporting information, oral and/or written, he/she deems appropriate. (Article 15.4.3/16.5.6)

The Department (or equivalent) APC shall request from the Member any further information it deems necessary or relevant to make a recommendation (Article 15.4.3/16.5.6)

The DAPC/LAPC is to assess the overall record of performance (Article 15.7/16.6)

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The Procedures

If there is Negative Information:

Stop the meeting!

“In the event any negative information is presented to the Committee, the Member shall be provided with such information in writing and shall be invited (prior to any vote being taken by the Committee) with a reasonable opportunity of responding to such negative information.” [Article 15.4.3]

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The Procedures

Negative Information:

It is important when scheduling the APC that consideration be given to the possibility of having to stop the meeting to allow the candidate to respond.

More reason to have alternates so the first meeting isn’t delayed due to scheduling

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The Procedures

Recommendation Letter1. “Shall be based only on documentation presented”

2. Address all criteria for tenure and promotion (Teaching, Scholarship and Service) [15.7 and 15.7.5, if applicable]

3. Must contain the numerical vote. Note: the vote is to be framed in the affirmative, so the letter should read as such, e.g,. “the committee voted 7-0 that the candidate be given Tenure.”

4. Letter is sent to the candidate by the same date the recommendation is sent to SPAT/ULCAP. Letter is copied to the Dean/University Librarian. [Article 15.4.5 & 16.5.7]

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The Procedures

Recommendation Letter

5. Stick to the criteria of Teaching, Research and Service. Do not include any information that does not pertain directly to the application the committee reviewed and voted on.

6. If the committee wants to voice opinions on process or the collective agreement, a separate letter can be sent to Administration and WLUFA. Remember the recommendation goes in the Member’s Official File and should only address information relevant to that Member.

7. Note that the recommendation goes to the VP: Academic and the candidate with a copy to the Dean. It does NOT go to DIC or the Department.

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The Procedures

Recommendation Letter

6. “Shall include reasons supporting and opposing the recommendation.”

7. “Such reasons shall relate only to the conditions and criteria for tenure and promotion .”[15.7.4 & 16.6.2]

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The Procedures

If the recommendation is not unanimous…..

……there have to be reasons provided during the discussion.

If there weren’t any reasons provided – destroy the ballots and carry on the discussion

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The Procedures

Issue related to recommendations:

Important to Note: The criteria for tenure and relationship between those criteria [Article 15.7.4 & 16.6.2 for Librarians]

If a case is being made for mitigation, this should be clear and substantiated

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The Criteria

Under Article 15.7.4, there must be consistent evidence of satisfactory academic performance, demonstrated professional growth, and the promise of future development.

Applies to all three areas – teaching, scholarly activity and service

Note that “a demonstrated record of excellence in teaching may be used to lessen the usual standards required in scholarly or creative work. In the same way, an exceptional record of scholarly or creative work may be used to lessen the standards usually applied under criteria teaching and service.”

If the DAPC considers this last point in their recommendation, it must be clearly spelled out in the letter to SPAT.

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The Criteria

Promotion Associate to Professor (15.7.9)

Note that “A recommendation for promotion from Associate Professor to Professor usually requires that a Member’s scholarly or creative achievements be of sufficient significance to be recognized outside of, as well as within, the University community, but notwithstanding the provisions above, sustained excellence in teaching and/or academic service, together with a satisfactory record of scholarly or creative work, shall make a Member eligible for promotion to Professor.

If the DAPC considers this last point in their recommendation, it must be clearly spelled out in the letter to SPAT.

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The Criteria

Criteria for Tenure and Promotion (Article 15.7)

New

“publications and/or presentations in a credible professional and academic forum including the publication and/or airing of research-dependent works of Journalism in a credible journalistic forum.” [Article 15.7.2(iii)

“scholarship in teaching, including research, publications and academic presentations or workshops on teaching within universities and/or scholarly disciplines.” [Article. 15.7.2(iv)]

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The Criteria

Criteria for Tenure and Promotion (Article 15.7)

New (underlined)

A requirement for tenure or for promotion to any rank is demonstrated competence and responsibility in teaching and a commitment to the facilitation of student learning including contributions to the development of curriculum and programs of study within a Member’s academic unit or sub-unit. Teaching performance which is superior to the necessary requirements counts additionally in the candidate’s favour. [15.7.2(a) Teaching]

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The Criteria

New - Criteria for Tenure and Promotion (Article 15.7.5)

(a) A satisfactory record as a teaching, including in-class peer reviews as per article 13.3.2 and 15.4.2.1;

(b) A satisfactory record of scholarly activity and achievement, or creative work in the performing and fine arts and professional activity normally to be demonstrated by presentation or publication in a credible academic, artistic or professional forum; as listed under 15.7.2(b), and with appropriate weighting of activities under 15.7.2(b)(iii) and 15.7.2(b)(iv)

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The Criteria

Criteria for Tenure and Promotion (Article 15.7)

Note:

The APC is looking at the whole record, including prior to Laurier.

More weight is given to the performance since hired to the tenure track position at Laurier.

The record prior to that time was evaluated and got them the tenure track position and, hopefully, the candidate had “irons in the fire” when they were hired.

The review of the period prior to would be to review that progress of the “irons.”

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The Criteria

Criteria for Tenure and Promotion/Continuing Appointment

Faculty“tenure shall be granted when there is consistent evidence of satisfactory

academic performance, demonstrated professional growth, and the promise of future development. “[15.7.4]

Librarians“Continuing Appointment shall be granted if there has been evidence of

consistent and satisfactory performance of the appropriate duties and responsibilities, as described in 19.1.1 and 19.1.2…” [16.6.2]

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Equity

Equity in Promotion and Tenure

Be alert to bias at both the level of expectations and the level of evaluation in all 3 main areas (in formal and informal ways) for members of designated groups:

Research (eg., non-traditional areas of research, dissemination, funding)

Teaching (be alert to potential bias on the part of students and faculty)

Service (fairness in terms of quantity of service required and the value attributed to the substance of service areas)

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Equity

Equity in Promotion and Tenure

The tenure clock stops for leaves under article 32 (Pregnancy, Parental and Extended Parental Leaves, Medical Leave)

New: Article 20.2.3 – reduced load for family care responsibilities

under certain circumstances, a candidate can request an extension of their appointment and the same provisions apply as for maternity or parental leave requests for extension under Art. 32.6.3

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Equity

New - Article 20.2.3

A Member, who is on a Reduced Load for the purposes of family care or elder care responsibilities, may elect to have his/her appointment extended by one year if:

a) The Member’s load was reduced to 50% or less in any year during their provisional or candidacy appointments; or

b) The cumulative reduction of the Member’s load is 75% or more over the term of their provisional and/or candidacy appointments

Note: may only occur once during provisional or candidacy

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At SPAT Committee

Chair’s Presentation to SPAT

1. Be prepared to present the case

2. Address the candidate’s performance in all three areas (teaching, scholarship, service).

3. Be prepared to answer questions

4. Include any relevant updates

5. Base remarks on the documentation presented and avoid hearsay or comments of a personal nature

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The candidate is to be invited to SPAT/ULCAP to present any further evidence and/or supporting information, oral and/or written, he/she deems appropriate.

The SPAT/ULCAP is to assess the overall record of performance

“In the event any negative information is presented to the Committee, the Member shall be provided with such information in writing and shall be invited (prior to any vote being taken by the Committee) with a reasonable opportunity of responding to such negative information.”

At SPAT Committee

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At SPAT Committee

The SPAT Meeting

• The candidate, if attending, presents first and answers questions

• The candidate leaves and then the chair presents and answers questions

• The chair leaves the room and waits in the hall, while the committee continues discussion and holds the vote. The chair has to wait in case the committee has any further questions.

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Voting: Nine (9) members constitute a quorum; all seven (7) voting members shall vote

on any application. Voting members are: Tenured Faculty elected by UFC; Dean and the Vice-President: Academic. The VP: Research and the Employment Equity rep do not vote.

A member only gets one vote in the tenure and promotion process. If you have a member of DAPC who is also on SPAT they must choose one body or the other to participate on – they cannot do both.

Votes are yea or nay. Voting is done by secret ballot Motion is framed in the affirmative. That candidate X be granted promotion and

tenure. The recommendation is determined by a simple majority. Failure to obtain a

majority on the motion results in the defeat of the motion and a negative recommendation will go forward.

At SPAT Committee

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After the vote: The Member is sent written notification of the SPAT

recommendation that will go forward to the President. The notice will include the numerical vote and a statement of reasons for the recommendation. If the vote is not unanimous, then the statement is to include reasons opposing the recommendation. The notification is copied to the Dean and Chair.

The VP: Academic sends a report of the SPAT meeting(s) to the President along with all the documentation presented.

The President sends his recommendation to the Board, copied to the applicant.

After SPAT Committee

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QUESTIONS?

Contact: Faculty Relations

Kendra Young, Administrative Manager: Faculty Relationskyoung@wlu.caext. 2980

WLUFASheila McKee-Protopapas, Executive Directorsmckeeprotopapas@wlu.caext. 2367