Promotion & Tenure (P&T) Timeline (25 August 2015 Proposal):

• candidate sends draft materials to MC (CV, research statement, teaching statement, selected pubs list)
• candidate receives feedback on draft materials from MC
• candidate sends 7 letter writer names to head (MC does not see these names yet!)

• head sends candidate's list to MC
• MC produces merged list of referee names
• MC produces first slide deck summarizing case including merged referee names proposal
• headsec sends MC slides and candidate materials to standing committee (SC)
• SC members discuss with suggestions/concerns/feedback on materials and referees by email
• MC collates materials suggestions after email discussion concludes and sends along to candidate
• optional: candidate revises materials based on feedback from SC
• sometimes: MC revises referee selection if serious concerns raised by SC
• head initiates letter requests after names list finalized

• after all letters received, MC produces second slide deck summarizing case and letters
• MC presents P&T case using slide deck to standing committee

1. Provide guidance and feedback to the candidate on their materials:

• • Teaching statement
    See also Professor of Teaching guidelines.

1. Develop a proposal for the external letter writers for discussion and approval by the standing committee.
   See the following for the detailed requirements: MiniCommitteeDuties.pdf
2. Digest and summarize the external letters, the teaching committee report and the candidates’ materials for the standing committee.

1. According to the CV preparation guidelines in the SAC Guide, candidates are to keep their narrative comments regarding their "Special Interests and Accomplishments" in the areas of "Teaching" and "Scholarly and Professional Activities" to a maximum of 150 words. However, in several recent cases, candidates are including in their CV's several pages of narrative on their special accomplishments in teaching, research and scholarly and professional activities. Please caution candidates to restrict their narrative. In addition, copies of course outlines are not required.
2. The SAC committee has requested the below in regards to what they require for a tenure case for Senior Instructors:
   
   ‘With both Senior Instructor files that SAC voted on last meeting, the “teaching dossier” was too long. It included 100-200 pages of more or less raw information on what is taught, detailed student comments, etc. Much of this would presumably be valuable for the departmental review and for the referees, but SAC does not require all the raw data. [The analogy is that for files in the scholarship stream, SAC does not see publications or syllabi, and instead only relies on the referee letters as well as the Head and Dean letters to review the merits of the contributions].
   
   Instead, SAC prefers to see summaries provided of student evaluations, with sufficient detail to compare to departmental norms etc. SAC does want to see the peer reviews of teaching, however. And if the candidate provides a narrative of their teaching contributions and contributions to educational leadership, that too would be useful.’ [Update: SAC does not want to see reports from individual classroom visits or the full set of comments from student evaluations any more, these should be summarized in the teaching report. -Tamara, 21 Sep 2012]

• standing committee meets to decide on referees. Current potential dates: Aug 29, Sept 5, 10, 12

Promotion & Tenure (P&T) Timeline for 2013:

• MC composition finalized

• candidate suggests 7 letter writer names (MC does not see these names yet!)

• MC produces merged list of names to propose to the standing ctte when it meets

• materials with corrections due; we can encourage earlier submission, but not require it

• standing committee meets to decide on referees
• optional: materials revision based on feedback from standing committee
• sometimes: referee selection revisions

• presentation of P&T cases to standing committee

Faculty of Science: various documents

• ExampleFileforDACOPAT1_Redacted.pdf: Example DACOPAT case (redacted)
• DACOPAT-checklist.pdf: DACOPAT documentation checklist

1. The SAC committee has requested the below in regards to what they require for a tenure case for Senior Instructors:
   
   ‘With both Senior Instructor files that SAC voted on last meeting, the “teaching dossier” was too long. It included 100-200 pages of more or less raw information on what is taught, detailed student comments, etc. Much of this would presumably be valuable for the departmental review and for the referees, but SAC does not require all the raw data. [The analogy is that for files in the scholarship stream, SAC does not see publications or syllabi, and instead only relies on the referee letters as well as the Head and Dean letters to review the merits of the contributions].
   
   Instead, SAC prefers to see summaries provided of student evaluations, with sufficient detail to compare to departmental norms etc. SAC does want to see the peer reviews of teaching, however. And if the candidate provides a narrative of their teaching contributions and contributions to educational leadership, that too would be useful.’ [Update: SAC does not want to see reports from individual classroom visits or the full set of comments from student evaluations any more, these should be summarized in the teaching report. -Tamara, 21 Sep 2012]

Faculty of Science: updated documents on peer review of teaching (Aug 2012)

• Guidelines for Peer Review of Teaching and Summative Assesment
• Summative Review for Reappointment, Promotion and Tenure: Guidelines
• Summative Review for Reappointment, Promotion and Tenure: Timeline

1. Develop a proposal for the external letter writers for discussion and approval by the standing committee.
   See the following for the detailed requirements: MiniCommitteeDuties.pdf

Promotion & Tenure (P&T) Timeline for 2012:

• mini-committee (MC) composition finalized

• draft materials to MC
• feedback from MC
• candidate suggests 7 letter writer names to head@cs and ah-fac@cs
• MC proposes letter writers, independent of candidate's list

• MC produces merged list of names (and backups) to propose to the standing ctte when it meets (Aug 22)
• revised materials from candidate, ready for standing ctte (Aug 22)

• Materials copied for distribution (or will move online?)

• Standing committee meetings: referee selection + feedback on materials

• final materials with corrections due; we can encourage earlier submission, but not require it

Mini Committees

1. Provide guidance and feedback to the candidate on their materials:
   • CV
   • Teaching statement
     See also Professor of Teaching guidelines.
   • Research statement (except for instructor track)
   • Selected papers (selected teaching materials for instructor track)
2. Develop a proposal for the external letter writers for discussion and approval by the standing committee.
3. Digest and summarize the external letters, the teaching committee report and the candidates’ materials for the standing committee.

Selection of external letter writers

CV preparation update (Feb 27 2012)

1. According to the CV preparation guidelines in the SAC Guide, candidates are to keep their narrative comments regarding their "Special Interests and Accomplishments" in the areas of "Teaching" and "Scholarly and Professional Activities" to a maximum of 150 words. However, in several recent cases, candidates are including in their CV's several pages of narrative on their special accomplishments in teaching, research and scholarly and professional activities. Please caution candidates to restrict their narrative. In addition, copies of course outlines are not required.
2. The SAC committee has requested the below in regards to what they require for a tenure case for Senior Instructors:
   
   ‘With both Senior Instructor files that SAC voted on last meeting, the “teaching dossier” was too long. It included 100-200 pages of more or less raw information on what is taught, detailed student comments, etc. Much of this would presumably be valuable for the departmental review and for the referees, but SAC does not require all the raw data. [The analogy is that for files in the scholarship stream, SAC does not see publications or syllabi, and instead only relies on the referee letters as well as the Head and Dean letters to review the merits of the contributions].
   
   Instead, SAC prefers to see summaries provided of student evaluations, with sufficient detail to compare to departmental norms etc. SAC does want to see the peer reviews of teaching, however. And if the candidate provides a narrative of their teaching contributions and contributions to educational leadership, that too would be useful.’

UBC documents

• Tenure, Promotion, and Reappointment for Faculty Members web page, with a number of other useful links

• Unofficial guides from HR and/or the faculty association can be found at http://www.facultyassociation.ubc.ca/promotiontenure.php

• LaTeX CV style for UBC: cs-cv.tex. This was written by Kevin Leyton-Brown, based on a much older LaTeX 2.09 template that I got from Valerie McRae. To edit it, replace double tildes with the required field. It also uses a package to allow tables to wrap gracefully, useful for those long grant and student lists.

• Sections 2.3.8-10 of the "Guide to Promotion and Tenure Procedures" contain information on how the entries of the Publication Record should be structured and marked up. These sections are excerpted below for convenience.

Sections 2.3.8-10 of the "Guide to Promotion and Tenure Procedures"

2.3.8

2.3.9

2.3.10

The official UBC CV and Publication Record

The official UBC CV and Publication Record are important parts of the promotion and tenure package. Here are some useful resources on that topic:

• Official UBC templates (on UBC / Human Resources / Forms / CV): http://www.hr.ubc.ca/files/faculty_relations/ms_word_files/newcv6_0.doc

(LaTeX versions of this template seem to exist, perhaps someone can post a link to one here.)

• Annotated UBC templates as used by the Faculty of Applied Science (on UBC Faculty of Applied Science / Faculty-staff > ARPT > Career advancement): http://www.apsc.ubc.ca/faculty-staff/ARPT/CVtemplate0708.doc

(According to Anne, the Faculty of Science will likely produce their own version of this annotated UBC CV template, but until this is available, it is probably useful to look at the Applied Science template.)

• Guide to Promotion and Tenure Procedures at UBC: http://www.hr.ubc.ca/files/faculty_relations/pdf_files/sacguide0708.pdf (see Section 2 for guidelines related to the CV and Publication Record)

Additional general information:

• As per the "Guide to Promotion and Tenure Procedures", the notes on "Areas of Special Interest and Accomplishment" (Sections 8a and 9a) should not exceed 150 words. It appears that additional information can be given in the (separate) research and teaching statements.

• An explanation of research directions and philosophy should be provided in the separate research statement, not in Section 13 of the CV.

• A brief statement describing the publication forums and their quality should be given at the beginning of the publication record. This is also a good place for any notes regarding conventions on the order of authorship; as per the "Guide to Promotion and Tenure Procedures", Section 2.3.8, it is recommended to include such notes.

• Sections 2.3.8-10 of the "Guide to Promotion and Tenure Procedures" contain information on how the entries of the Publication Record should be structured and marked up.

• As per the templates listed above, the publication record no longer includes a table with summary statistics from the various sections.

(Anyone who has additional generic information, e.g., from feedback they received during their P&T process, should add this here.)

Timelines

Procedures

Long Confusing Documents:

Joint Appointment information

• Faculty Relations best practices

Tenure and Promotion Information

• The official university guidelines can be found at http://www.facultyassociation.ubc.ca/agreements/ca4.htm

• Unofficial guides from HR and/or the faculty association can be found at http://www.facultyassociation.ubc.ca/promotion&tenure.htm