Understanding the Tenure ProcessUnderstanding the Tenure Process

David S Dolling*David S Dolling*

Associate Dean for Academic AffairsAssociate Dean for Academic Affairs

**Veteran of two (personal) promotion processes plus a shepherd for many Veteran of two (personal) promotion processes plus a shepherd for many others during 9 years as chair of ASE/EM others during 9 years as chair of ASE/EM

Today’s GoalToday’s Goal

– Help you understand:Help you understand:

1) faculty performance review process1) faculty performance review process

2) promotion and tenure process2) promotion and tenure process

Typical Promotion QuestionsTypical Promotion Questions

How many papers do I need to have How many papers do I need to have published?published?

How much money must I bring in?How much money must I bring in? How many Ph-D students must I graduate?How many Ph-D students must I graduate? How many committees should I serve on?How many committees should I serve on? How good an instructor must I be?How good an instructor must I be? Or, in the end, wink, wink, is research the Or, in the end, wink, wink, is research the

only thing that matters? only thing that matters?

AnswersAnswers

There are no answers to these questions, except There are no answers to these questions, except to the wink, wink one…not true, not here at UT.to the wink, wink one…not true, not here at UT.

That is not the same as saying as there are no That is not the same as saying as there are no requirements for promotion and tenure…there requirements for promotion and tenure…there are.are.

Requirements can be found in promotion dossier Requirements can be found in promotion dossier guidelines....you should ask about these, and guidelines....you should ask about these, and review processes, when you interviewreview processes, when you interview

Step 1: find out about, and understand the Step 1: find out about, and understand the processprocess

If you know what is expectedIf you know what is expected

it will:it will: give you clear goals to work towards over a give you clear goals to work towards over a

period of timeperiod of time help you see that some things need to be help you see that some things need to be

started earlystarted early put your mind at rest (to some extent)…..we put your mind at rest (to some extent)…..we

all worry about things, its perfectly normalall worry about things, its perfectly normal

Knowledge will alsoKnowledge will also

set aside all the scary stories that seem to set aside all the scary stories that seem to surround promotion and tenuresurround promotion and tenure

remember: at interviews with Deans, chairs, remember: at interviews with Deans, chairs, faculty…..it’s okay to ask questionsfaculty…..it’s okay to ask questions

Interviewing is a two-way street…..chance Interviewing is a two-way street…..chance for “us” to ask you and for “you” to ask us.for “us” to ask you and for “you” to ask us.

Ask Ask whateverwhatever is on your mind……don’t let is on your mind……don’t let things festerthings fester

General RemarksGeneral Remarks

Most major universities have similar Most major universities have similar processes for promotion and tenureprocesses for promotion and tenure

Details probably differ but the core issues Details probably differ but the core issues (competence in teaching, research, service) (competence in teaching, research, service) are the same….different weightingsare the same….different weightings

Use UT procedures as a model for “raising Use UT procedures as a model for “raising issues” and having some discussionissues” and having some discussion

Background commentsBackground comments

Engineering professors at research-focused Engineering professors at research-focused institutions are “entrepreneurs”institutions are “entrepreneurs”

The “College is a Shopping Mall” analogyThe “College is a Shopping Mall” analogy One of the most difficult things starting out is One of the most difficult things starting out is

“marketing yourself”, “tooting your own horn”“marketing yourself”, “tooting your own horn” It does not always come naturally, you have to It does not always come naturally, you have to

overcome inhibitions, it takes practice, and more overcome inhibitions, it takes practice, and more practice……practice……but you can do it!but you can do it!

Performance reviews are a place to get started Performance reviews are a place to get started with “marketing”……early on with “marketing”……early on

What are “performance reviews”What are “performance reviews”

Faculty generally undergo an annual Faculty generally undergo an annual departmental performance reviewdepartmental performance review

Provide annual feedback on performance Provide annual feedback on performance and progress, as seen by and progress, as seen by your colleagues your colleagues (usually all full professors or some subset)(usually all full professors or some subset)

Skills needed here are basically the same Skills needed here are basically the same as for promotion preparationsas for promotion preparations

3-year Review (at UT)3-year Review (at UT)

Asst. professors undergo a “3-year” review.Asst. professors undergo a “3-year” review. Question: “are you on track for promotion Question: “are you on track for promotion

and tenure?”and tenure?” To let you know where you are doing well, To let you know where you are doing well,

where changes might be needed?where changes might be needed? Largely from perspective of Largely from perspective of your colleaguesyour colleagues

Marketing YourselfMarketing Yourself

DiscussionDiscussion: how can you make your : how can you make your colleagues “aware” of your work?colleagues “aware” of your work?

More general questionMore general question: what can you do to : what can you do to start making your work known in the wider start making your work known in the wider community, nationally and internationally??? community, nationally and internationally???

Blank!Blank!

Promotion ProcessPromotion Process

Towards end of 5Towards end of 5thth year* a “promotion dossier” is year* a “promotion dossier” is preparedprepared

Dossier (UT) has sections written by: Dossier (UT) has sections written by: 1) you1) you, , 2) department members2) department members, , 3) department chair3) department chair, , 4) external evaluators (letters)4) external evaluators (letters)

(* or earlier, depending on circumstances)(* or earlier, depending on circumstances)

Before we discuss process, what are Before we discuss process, what are the odds?? the odds??

1990-2004, 60 assistant professors 1990-2004, 60 assistant professors recruited in UT CoE (not counting those now recruited in UT CoE (not counting those now in promotion cycle) in promotion cycle)

What fraction were promoted to associate What fraction were promoted to associate professor with tenure?professor with tenure?

22%.....87%.......43%........56%.....22%.....87%.......43%........56%..... one is correct…which one????one is correct…which one????

Promotion History (UT)..60 assistant Promotion History (UT)..60 assistant professors in CoEprofessors in CoE

promotedpromoted # faculty # faculty

After 6 yearsAfter 6 years 2323

½ year early½ year early 11

1 year early1 year early 1919

1.5 years early1.5 years early 11

2 years early2 years early 44

2.5 years early2.5 years early 22

3 years early3 years early 11

52 total52 total

And the other 8 ???And the other 8 ???

SituationSituation # faculty# faculty

Resigned before up-and -Resigned before up-and -out yearout year

66

Not recommended for Not recommended for promotion promotion

11

Resigned and left for Resigned and left for start-up company start-up company

11

Promotion Steps (cont.)Promotion Steps (cont.)

Dossier voted on by “department” Dossier voted on by “department” College committee votes on dossierCollege committee votes on dossier Dean reviews dossierDean reviews dossier Dossier reviewed by President’s promo. Dossier reviewed by President’s promo.

committeecommittee Dean meets with President’s committeeDean meets with President’s committee Promotions announced by PresidentPromotions announced by President

Process is full of Checks and Process is full of Checks and BalancesBalances

Lots of them….it’s a multi-step, multi-person Lots of them….it’s a multi-step, multi-person processprocess

No one person can really negatively influence the No one person can really negatively influence the resultresult

So you refused to wash and wax the Mercedes of So you refused to wash and wax the Mercedes of the senior faculty member in your area…….he/she the senior faculty member in your area…….he/she is just one of a chorus of voicesis just one of a chorus of voices

And if the rest sing your praises, his/her dissent And if the rest sing your praises, his/her dissent will be lost in the noisewill be lost in the noise

DiscussionDiscussion

Dossier has sections prepared by you, Dossier has sections prepared by you, budget council, chair, budget council, chair, external evaluatorsexternal evaluators

Who are these external people???Who are these external people??? Who finds them????Who finds them????

External Evaluators (UT process) External Evaluators (UT process)

Typically about 9 or 10, (colleagues at peer Typically about 9 or 10, (colleagues at peer institutions and industry as appropriate)institutions and industry as appropriate)

About half of names taken from candidate’s list About half of names taken from candidate’s list and half as “arm’s-length evaluations” picked by and half as “arm’s-length evaluations” picked by dept. chair/committee dept. chair/committee

Start developing your “network” early on…..then it Start developing your “network” early on…..then it is a “breeze” when the time comes for inputis a “breeze” when the time comes for input

External EvaluatorsExternal Evaluators

How do you find them??How do you find them??

Any ideas????Any ideas????

ThoughtsThoughts

Don’t be an island…..be seen, be heard!Don’t be an island…..be seen, be heard! Be an advocate (marketer) for your own Be an advocate (marketer) for your own

work….make contacts with “important work….make contacts with “important people” in your field (early on, not in year 5)people” in your field (early on, not in year 5)

Participate in Conferences, workshops, Participate in Conferences, workshops, review panels, serve on Professional society review panels, serve on Professional society committees etc., etc.committees etc., etc.

These “invitations” can be investments not a These “invitations” can be investments not a grind in order to put “a tick in a box”grind in order to put “a tick in a box”

A “way of life” A “way of life”

Build a network of people who know you Build a network of people who know you and your work.and your work.

Do it over time as part of a “Do it over time as part of a “way of lifeway of life” ” You won’t even notice it happening but after You won’t even notice it happening but after

a few years you will have a web of contacts a few years you will have a web of contacts at all levels and all over US and elsewhere at all levels and all over US and elsewhere

So, I have a job….what next??So, I have a job….what next??

Q: What should I focus my attention on? Q: What should I focus my attention on? Answer: what is institution's focus??Answer: what is institution's focus?? Answer: What is discussed in Answer: What is discussed in theirtheir promotion promotion

dossier guidelines?dossier guidelines? This should tell you what defines a successful This should tell you what defines a successful

faculty member faculty member therethere? ? Question….are you at the right place?Question….are you at the right place? That’s why you ask questions before you accept That’s why you ask questions before you accept

the job……are the expectations they have for you, the job……are the expectations they have for you, yours too?? yours too??

Promotion dossier (at UT) has 6 Promotion dossier (at UT) has 6 componentscomponents

1.1. CV, faculty annual report plus sections on:CV, faculty annual report plus sections on: 2.2. TeachingTeaching

3. Research, Publications/Evidence of 3. Research, Publications/Evidence of Scholarship/CreativityScholarship/Creativity

Sections 4 - 6Sections 4 - 6

4. Academic Advising4. Academic Advising

5. Service 5. Service

6.6. Honors/Evidence of Merit or Honors/Evidence of Merit or RecognitionRecognition

PlusPlus

Letters from external evaluatorsLetters from external evaluators Chairman's StatementChairman's Statement

Keep your CV up-to-dateKeep your CV up-to-date

as things happen add them in….it takes two as things happen add them in….it takes two minutes a day and you don’t forget them minutes a day and you don’t forget them

you never know when one may be needed you never know when one may be needed at short notice by your chair or a colleagueat short notice by your chair or a colleague

TeachingTeaching

Question: What is addressed in the Question: What is addressed in the teaching section??teaching section??

Answer: What the institution values about Answer: What the institution values about teaching teaching

TeachingTeaching

describe principal areas of teachingdescribe principal areas of teaching discuss student course/instructor and peer discuss student course/instructor and peer

evaluationsevaluations discuss balance between undergraduate discuss balance between undergraduate

and graduate teachingand graduate teaching discuss evidence of merit or recognition for discuss evidence of merit or recognition for

teaching excellence teaching excellence

Teaching (continued)Teaching (continued)

Course-Instructor Survey summary Course-Instructor Survey summary evaluationsevaluations

ChartChart-summarizing instruction activities for -summarizing instruction activities for all courses taught all courses taught

info on MS, PhD supervision, supervising of info on MS, PhD supervision, supervising of undergrads and post docs, (at UT this is undergrads and post docs, (at UT this is under teaching, not research) under teaching, not research)

Peer evaluation reportsPeer evaluation reports

explain methods of observation and inquiryexplain methods of observation and inquiry

review lecture style, organization, course review lecture style, organization, course content, student satisfaction, clarity of content, student satisfaction, clarity of written materials prepared for classes, rigor written materials prepared for classes, rigor and fairness of exams, availability and and fairness of exams, availability and helpfulness of faculty member outside of helpfulness of faculty member outside of class, and materials in Teaching Portfolioclass, and materials in Teaching Portfolio

Research, Publications & Other Research, Publications & Other Evidence of Scholarship/CreativityEvidence of Scholarship/Creativity

What kinds of questions are asked here??What kinds of questions are asked here??

Focus is on quality Focus is on quality (although quantity plays a (although quantity plays a

role……1 paper in 5 years poses a problem unless>>>>Nobel Prize)role……1 paper in 5 years poses a problem unless>>>>Nobel Prize)

discuss the significance of research and its discuss the significance of research and its contributions to the disciplinecontributions to the discipline

Identify scholarly/creative contributions Identify scholarly/creative contributions considered to be of major significance or considered to be of major significance or outstanding qualityoutstanding quality

explain why contributions are considered to be explain why contributions are considered to be of major significance or outstanding qualityof major significance or outstanding quality

indicate the quality of the outlets for a indicate the quality of the outlets for a candidate's work candidate's work

Research (continued)Research (continued)

discuss research results, being careful for discuss research results, being careful for joint research to identify research results joint research to identify research results obtained by candidate vs. othersobtained by candidate vs. others

list of research projects, designation of list of research projects, designation of individual or joint supervision, total funding, individual or joint supervision, total funding, and funding under supervision of candidateand funding under supervision of candidate

list of the list of the fivefive most significant works chosen most significant works chosen for submissionfor submission

Academic Advising, Counseling and other Academic Advising, Counseling and other Student ServicesStudent Services

What kinds of questions are asked here??What kinds of questions are asked here??

4. Academic Advising, Counseling and other 4. Academic Advising, Counseling and other Student ServicesStudent Services

academic advising responsibilities at academic advising responsibilities at bothboth the undergrad and grad the undergrad and grad levels levels

mention other types of advisingmention other types of advising individual instructionindividual instruction advising majors for registrationadvising majors for registration orientation activities for new studentsorientation activities for new students offering advice to students considering advanced offering advice to students considering advanced

degreesdegrees offering help with internships and job placementoffering help with internships and job placement advising student organizationsadvising student organizations recruitment and retention activitiesrecruitment and retention activities compare candidates advising responsibilities with other faculty in the compare candidates advising responsibilities with other faculty in the

department (do they do their fair share, more, less?)department (do they do their fair share, more, less?)

Service to the University and to Service to the University and to the Nation, State and Communitythe Nation, State and Community

What kinds of questions are asked here??What kinds of questions are asked here??

Service to the University and to the Service to the University and to the Nation, State and CommunityNation, State and Community

administrative and committee service administrative and committee service (leadership, such as chairing a committee)(leadership, such as chairing a committee)

academic and professionally related public academic and professionally related public service- (service as part of a professional service- (service as part of a professional organization, identify role, such as elected organization, identify role, such as elected office, editorship of highly respected, office, editorship of highly respected, refereed journal)refereed journal)

Teaching Portfolio…a good ideaTeaching Portfolio…a good idea

For each course taught there should be examples of some of For each course taught there should be examples of some of the following:the following:

syllabisyllabi handoutshandouts problem setsproblem sets other written materials developed for coursesother written materials developed for courses computer-assisted instructional aidscomputer-assisted instructional aids examinationsexaminations copies of edited and graded term papers forcopies of edited and graded term papers for course with substantive writing component course with substantive writing component

Good Luck!Good Luck!