Electronic Tenure and Promotion Process Overview - PowerPoint Presentation

Slide1

Electronic Tenure and Promotion Process Overview

Palmetto College Campuses WorkshopsFall 2014Slide2

Palmetto College Campuses Support Team

Lisa HammondPalmetto College Campus Faculty Manual Liaison OfficerBob Dyer

Palmetto

College Assistant Director Information Technology

Janet MeredithExtended University Human Resources/Office ManagerSlide3

Purpose of Today’s Workshop

To orient all interested parties to the basics of the new electronic t&p processTo provide a complete list of policy and support documents currently available

To provide a demonstration of all electronic file handling procedures

To provide some hands-on access to the system

To provide some question and answer timeSlide4

Orientation

What a Long Strange Trip It's Been

The Grateful DeadSlide5

Electronic Tenure and Promotion Process Development and Implementation

2013-Spring 2014 Process developed by the Palmetto College Campuses Faculty Senate Rights and Responsibilities Committee

25

April 2014

Approved by Senate

Summer

2014

Implemented by the Palmetto College Campuses Support Team

July 2014 to present

Used for the 2014-2015 external review process

In use for the initial local campus review on Sumter nowSlide6

Rationale

Easier access to and transmission of files Time savings (candidate no longer assembles 11 binders, voters no longer disassemble binders to insert votes at each point) Travel savings (no more travel time or cost for inserting external review documents, transporting files between local campus and Columbia)

Cost savings (for example, printing 11 sets of tabs for 6 candidates = $294.00 plus binder sets @ 99.95 = 393.95, eliminates or reduces costly mailings to

System

T&P Committee members

and external reviewers)

Total

new cost: $50 per year for access to

OwnCloud

, backup server license fee of approximately $127.52 yearly (+ Abode Acrobat Pro licenses if not already in place

)Slide7

Changes to the T&P Process? NO

The Palmetto College Campuses Faculty Manual remains the final authority on tenure and promotion policies and procedures.

The

sequence of tenure and promotion review is unchanged in this electronic submission process, as are the participants in the review.

Changes

are limited to how documents are prepared and

transmitted.Slide8

Policy and Support Documents

I made a list of things I haveto remember and a list

of things I want to forget,

but I see they are the same list

. “Lists,” Linda PastanSlide9

Support and Policy Documents

The Palmetto College Campuses Faculty Manual remains the final authority on tenure and promotion policies and procedures.General

Palmetto College Campuses Tenure and Promotion Information

Specific information on

Electronic Submission of T&P FilesPolicy documents:

Overview of Electronic Submission of Tenure and Promotion

Files

Order of Electronic Submission of Tenure and Promotion Files

Palmetto College Campuses Tenure and Promotion Submission PointSlide10

The T&P Timeline

and Flow ChartGather ye rosebuds while ye may, 

Old

Time is still a-flying"To the Virgins, to Make Much of Time"

Robert

HerrickSlide11

Or, Thirteen Ways of Looking at a T&P File

(well, not really)Slide12

Timelines and File Flow Chart

Or, Thirteen Ways of Looking at a T&P FileOfficial policy, already extant: Faculty Manual Flow Chart of Tenure and Promotion Procedure (2014 edition, page 32)Slide13
Slide14

Timelines and File Flow Chart

Or, Thirteen Ways of Looking at a T&P FileOfficial policy, already extant: Faculty Manual Flow Chart of Tenure and Promotion Procedure

(2014 edition, page 32)

Official timeline, already extant:

Tenure and Promotion Process TimelineSlide15
Slide16

Timelines and File Flow Chart

Or, Thirteen Ways of Looking at a T&P FileOfficial policy, already extant: Faculty Manual Flow Chart of Tenure and Promotion Procedure

(2014 edition, page 32)

Official timeline, already extant:

Tenure and Promotion Process TimelineOfficial policy, new:

Order of Tenure and Promotion FilesSlide17
Slide18

Electronic File Handling Procedures

Her e-mail inbox always overflows.   Her outbox doesn’t get much use at all.   She puts on hold the umpteen-billionth

call…

  “God’s Secretary,” R. S. GwynnSlide19

Candidate Responsibilities

prepare t&p fileensure bookmarks in t&p

files function properly

m

erge selected scholarship documentation into a .pdf for transmission to external reviewerssubmit

file online for external review

r

evise

file if desired before local review begins

s

ubmit

file online for local campus review

s

ubmit print documentation to local Associate Dean for Academic AffairsSlide20

Candidate Support, Forms, and File Preparation

Candidates this cycle will receive dedicated individual support. Recommend developing candidate support materials in conjunction with annual t&p

workshop.

Candidates this year used the 2013

t&p forms, given that Senate approval was 25 April 2014 and most candidates had already begun preparing files.Those candidates already in process make revisions to their files before local campus review, but will not need to transfer information to new 2014 forms.

Candidates in the 2015-2016 cycle will use new 2014 forms, which have built-in headers to create .pdf bookmarks. Slide21

Supporting Documentation

Candidates will submit selected scholarship documentation for external review as a merged .pdf file. In addition, candidates may provide four copies of print documentation such as books for external review.Candidates will continue to submit complete primary documentation

for tenure and promotion as has been done in the past (print, binders, boxes, books,

etc

). Associate Deans for Academic Affairs will make candidate documentation available for local campus review and then will arrange transport of all documentation to the Palmetto College Office for system review.Slide22

T&P Committee Member Responsibilitiesat both the local and system levels

access candidate files electronically receive password and ballot form for votingreview file and write justification as usual

submit password-protected ballot and justification by email to local campus point of contactSlide23

Local Campus Point of Contact Responsibilities

direct t&p reviewers with questions to appropriate resourcesassist committee members with accessing files and ballots electronically as neededassist committee chair as

needed

collect

ballots from committee members (but does not have password and cannot open files)rename ballots for anonymity (Candidate Last First Name ballot 1,

etc

)

email all password-protected ballots

and 

justifications to local

committee

chairSlide24

T&P Committee Chair Responsibilitiesat both the local and system levels

assist committee members with accessing files and ballots electronically as neededdownload and password protect ballotemail ballot to committee members

email password to committee members

separately

review file and write justification as usualcoordinate ballot collection with local campus point of contact 

append anonymous ballots to candidate file

update voting form

submit file electronically to next level of reviewSlide25

Security Procedures

Semper Occultus

MI6 MottoSlide26

Security and Access to Files

Responsibility for maintaining confidentiality will remain with faculty, staff, and administration who are part of the tenure and promotion process as outlined in the Regional Campuses Faculty Manual and in the Overview of Electronic Submission of Tenure and Promotion

Files.

As with our

former paper transmission process, confidentially of tenure and promotion files and ballots is of paramount importance. Slide27

Security Measures

The Palmetto College Campuses Tenure and Promotion Submission Point is privately owned and hosted by Palmetto College, with a separate server for weeknight nightly backups.Backups tapes are encrypted and stored off site at regular intervals.

The

Palmetto College Tenure and Promotion Administrator

works with faculty organization chairs, tenure and promotion chairs, administration and the PCCFS Executive Committee .Rights to all

folders

are controlled by the Palmetto College Tenure and Promotion Administrator, and

folders cannot

be shared by users.

Internal users access files with their USC username and passwords; external users access files through password-protected individual links.Slide28

Reviewer Responsibilities

Files should not be viewed in public venues.Downloaded files must be stored securely on a password protected device.Downloaded files may not be distributed by email or any other electronic format.

If printed, files must be shredded.

Reviewers are not to

retain candidate files after the conclusion of the review cycle.Recommended date to shred / delete files: after t&p

decisions announced.Slide29

T&P Submission Point Demo

When you get there, there isn’t any there

there

.

Gertrude SteinSlide30

Accessing the Palmetto College Campuses T&P Submission Point

From the Palmetto College homepageFaculty Resources

Tenure and Promotion Information

Electronic Submission of Tenure and Promotion Files

Palmetto College Campuses Tenure and Promotion Submission Point

Or direct link

https://dropbox.pc.sc.edu/owncloud

Slide31

Using the Palmetto College Campuses T&P Submission Point

Instructions for using the t&p submission point are online:http://

saeu.sc.edu/PCCFaculty/tp/electronicTP.html

If you were not able to attend a workshop to see the demonstration, and you need help, please see the link above for a support contact list and get in touch with the appropriate support person for your campus. Slide32

Balloting and Voting Procedures Demonstration

Democracy must be something more than two wolves and a sheep voting on what to have for dinner.

James

BovardSlide33

Balloting and Voting Procedures Demonstration

Administrators adding votes to the files and Tenure and Promotion Committee Chairs should see instructions for their specific responsibilities online:http://

saeu.sc.edu/PCCFaculty/tp/electronicTP.html

If you were not able to attend a workshop to see the demonstration, and you need help, please see the link above for a support contact list and get in touch with the appropriate support person for your campus. Slide34

Upcoming Considerations, Support & Development

There was much

to do: sun to put up,

clouds to put out,

blue to install…

James

Shea

, “Thinking of Work”Slide35

Electronic Documentation?

I recommend we defer consideration of this matter to the second year of the new electronic t&p implementation. Volunteers interested in assembling documentation in .pdf format on a trial basis, please contact Lisa Hammond. Slide36

Ongoing Development and Support

Support material is continually being developed and revised as needed, and will be available online.Senate will be involved in reviewing the process and monitoring any needed modifications to support and policy materials.Workshops will be held on each campus through October.

Dedicated candidate and reviewer support will be provided through the end of the 2014-2015

t&p

review cycle.Slide37

Providing a Smooth Transition

Please be patient and encourage other participants in the process to be patient as well. Please communicate any glitches, problems, concerns, suggestions so that we can improve this system as we build it!

Know your support people and please ask questions!

Most important, direct questions appropriately.Slide38
Slide39

Q&AHands-on Practice

Being an intellectual creates

a

lot of questions and no answers

.Janis JoplinSlide40

Accessing the Palmetto College Campuses T&P Submission Point

Direct linkhttps://dropbox.pc.sc.edu/owncloud

Demo Account

Case sensitive

Username: TPDEMOPassword: TPDEMO