advisor promotion process--ovpue › pdf › advisor-promotion-process-ovpue.pdf · • letter of...

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ELIZABETH GUERTIN, ASSISTANT VICE PROVOST FOR UNDERGRADUATE EDUCATION& EXECUTIVE DIRECTOR OF ADVISING 5/1/2019 ADVISOR PROMOTION PROCESS--OVPUE

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Page 1: ADVISOR PROMOTION PROCESS--OVPUE › pdf › advisor-promotion-process-ovpue.pdf · • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages)

E L I Z A B E T H G U E R T I N , A S S I S T A N T V I C E P R O V O S T F O R U N D E R G R A D U A T E E D U C A T I O N &

E X E C U T I V E D I R E C T O R O F A D V I S I N G5 / 1 / 2 0 1 9

ADVISOR PROMOTION PROCESS--OVPUE

Page 2: ADVISOR PROMOTION PROCESS--OVPUE › pdf › advisor-promotion-process-ovpue.pdf · • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages)

PROCESS OVERVIEW

• Deadlines

• Eligibility Criteria

• Consultation with Supervisor

• Supervisor Notification of Your Intent to Pursue Promotion

• Preparation of Promotion Dossier

• Committee Review Process

• Decision & Notification

Page 3: ADVISOR PROMOTION PROCESS--OVPUE › pdf › advisor-promotion-process-ovpue.pdf · • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages)

DEADLINES

• Aug. 30—Years-of-Service Notification• Aug. 30-Sept. 15 (or earlier in the summer)—Consultation with

Supervisor • Sept. 15—Advisor notifies supervisor in writing of intent to

pursue promotion that year; cc: Jennifer Watson ([email protected])

• Dec. 15—Promotion dossier submitted to Jennifer Watson ([email protected])

• Jan. 25—Decision by OVPUE Promotion Review Committee to endorse or not endorse for promotion

• Feb. 22/23—Decision by Campus Review Committee to endorse or not endorse for promotion sent to campus administration

• March 7 (approximate notification date)—Decision notification sent to candidate

Page 4: ADVISOR PROMOTION PROCESS--OVPUE › pdf › advisor-promotion-process-ovpue.pdf · • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages)

ELIGIBILITY CRITERIA

• Years of Service

• Performance as defined in the “Promotion Structure” document.

• 3 Competency AreasØAdvising Practice - 35%ØAdvising Knowledge -35%ØProfessional Engagement – 30%

• The quality of an advisor’s AdRx notes can be a factor in evaluating “Advising Practice” and “Advising Knowledge”

• Eligibility to apply ≠ promotion

Page 5: ADVISOR PROMOTION PROCESS--OVPUE › pdf › advisor-promotion-process-ovpue.pdf · • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages)

SAMPLE QUESTIONS TO ASK IN DEVELOPING THE DOSSIER

• Advising PracticeØHow will I document that I tailor my advising approach to

incorporate students’ cultural identities?ØHow will I demonstrate that my outreach is proactive based

on my assessment of student needs at a given time?• Advising Knowledge

ØHow will I demonstrate that my advising incorporates a sophisticated understanding of advising theory, student development and learning cognition?

• Professional EngagementØHow will I document that I have engaged with advising as a

profession?

Page 6: ADVISOR PROMOTION PROCESS--OVPUE › pdf › advisor-promotion-process-ovpue.pdf · • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages)

ELIGIBILITY CRITERIA

• Annual Evaluation vs. Promotion StandardsØAnnual evaluation reviews are a critical component of the

promotion dossier but are not the same as the promotion review.

Ø The promotion document requires that a candidate consistently, over the most recent 3 years, meets expectations in all 3 competency areas and exceeds expectations or is outstanding in at least one.

ØPromotion review looks at the long-term performance trajectory of the candidate.

• Consultation with Supervisor

Page 7: ADVISOR PROMOTION PROCESS--OVPUE › pdf › advisor-promotion-process-ovpue.pdf · • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages)

PROMOTION DOSSIER

• Dossier Cover Page• Letter of support from supervisor (1-2 pages)• Advisor statement (recommendation1-2 pages)• Advisor cv/resume• Annual evaluation narratives for the most recent 3 years• 3 letters of support from professional colleagues

Ø At least one from within the department (OVPUE) and at least one from outside the department

Ø Minimum of 4 letters• Student feedback for the most recent 3 years• The promotion dossier should not exceed 70 pages (including all

letters, narratives, the cv, and all supporting documentation)

Ø Emphasize quality over quantity in everything you include in the dossier.

Page 8: ADVISOR PROMOTION PROCESS--OVPUE › pdf › advisor-promotion-process-ovpue.pdf · • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages)

TIPS FOR DOSSIER PREPARATION

• The quality of the candidate’s statement and the supervisor’s letter are critical

• Providing a sense of your professional development over time and a context for your advising approach and practice that is grounded in recognized advising models/advising research is of paramount importance

Ø Tie examples from your own practice to your explanation of your advising approach and the models you commonly employ

Page 9: ADVISOR PROMOTION PROCESS--OVPUE › pdf › advisor-promotion-process-ovpue.pdf · • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages)

TIPS FOR DOSSIER PREPARATION

• Strong dossiers provide a consistent picture of a candidate’s development of their practice, their understanding of the profession, and their thoughtful and intentional application of recognized advising models, approaches and research to benefit students

• Strong dossiers provide insight and examples of the candidate’s impact, over time, on advising practice within their unit, across the campus and/or beyond the campus

Page 10: ADVISOR PROMOTION PROCESS--OVPUE › pdf › advisor-promotion-process-ovpue.pdf · • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages)

TIPS FOR DOSSIER PREPARATION

• Three Reference LettersØConsider requesting one from a colleague who has gained

promotionØStrong reference letters demonstrate personal knowledge

of the candidate’s advising practice

• Student FeedbackØOrganize examples to show how your advising approach is

effective in helping students and your professional growth over time

Page 11: ADVISOR PROMOTION PROCESS--OVPUE › pdf › advisor-promotion-process-ovpue.pdf · • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages)

DOSSIER PREPARATION RECOMMENDATIONS

• Organization is importantØBe selective; don’t overwhelm the committee with too

much supporting materialØMake it easy for the committee to follow your story and to

connect supporting documents to your personal statement• Highlight how you meet the standards for promotion

ØAnnual performance narratives are critical; emphasize the specific years and the performance areas in which your supervisor indicated you exceeded expectations

• Documenting a trajectory of professional growth and contributions over the course of your advising career is essential

Page 12: ADVISOR PROMOTION PROCESS--OVPUE › pdf › advisor-promotion-process-ovpue.pdf · • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages)

PROMOTION TO SENIOR

• Expect the standards of the review process to be extremely rigorous• Consult with your supervisor at least a year in

advanceØDo not come forward before your supervisor confirms you

are ready• Hone and revise your dossier over time

ØShare drafts for review with someone you trust • Demonstrating your professional growth since

achieving the first level of promotion will be critical• Documentation of contributions at the regional and

national level will be important

Page 13: ADVISOR PROMOTION PROCESS--OVPUE › pdf › advisor-promotion-process-ovpue.pdf · • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages)

DOSSIER FORMAT

• WORD DocumentØNew Times Roman, 12pt type

• Standard order to materials – see guidelines

• Label documents clearlyØ Example: “Student Feedback, O’Shea, 2013-14”

• Be selective in what you include

• Maximum length 70 pages including all supporting materials

Page 14: ADVISOR PROMOTION PROCESS--OVPUE › pdf › advisor-promotion-process-ovpue.pdf · • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages)

DOSSIER SUBMISSION

• Submit complete dossier electronically to Jennifer Watson ([email protected]) by 5:00 PM on Dec. 15.Ø Submission e-mail subject line: “Promotion Dossier your last

name submission year” EX. “Promotion Dossier O’Shea 2016-17”ØCandidate will receive an e-mail response from Jennifer

Watson verifying the date and time the dossier was received. • Candidate is responsible for ensuring that all required

elements of the dossier are complete at the time of submission.Ø If, upon review, a submitted dossier is found to be incomplete,

the dossier will not be forwarded for committee review. Ø The candidate will be withdrawn from consideration for

promotion for that year.

Page 15: ADVISOR PROMOTION PROCESS--OVPUE › pdf › advisor-promotion-process-ovpue.pdf · • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages)

PROMOTION REVIEW

• Unit (OVPUE) Promotion Committee ReviewØ Endorses promotion & forwards dossier with a letter of

endorsement to Campus Review Committee ORØDoes not endorse promotion. Review process ends; candidate

& supervisor notified by the Committee.• Campus Promotion Review Committee

Ø Endorses promotion & forwards dossier with a letter of endorsement to administration OR

ØDoes not endorse promotion and forwards dossier to administration with a letter indicating that the candidate is not endorsed for promotion.

• Campus AdministrationØReviews committee letters and dossier and notifies candidate

& supervisor of promotion decision.

Page 16: ADVISOR PROMOTION PROCESS--OVPUE › pdf › advisor-promotion-process-ovpue.pdf · • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages)

NEXT STEPS

• Consult with your supervisor by Sept. 15 if you are considering applying for promotion in 2019-20.ØNotify your supervisor in writing (e-mail) and copy Jennifer

Watson ([email protected]) by Sept. 15, 2019 if you intend to pursue promotion this year.

ØE-mail subject line: “Promotion Application {insert last name} 2019-20”

• Consult with your supervisor by Oct. 31 if you are considering applying for promotion in 2020-21.ØThis is a recommendation not a requirement.ØConsultation early in the fall the year before application will

allow you to focus on aspects of your advising practice in which you could strengthen your documentation.

Page 17: ADVISOR PROMOTION PROCESS--OVPUE › pdf › advisor-promotion-process-ovpue.pdf · • Letter of support from supervisor (1-2 pages) • Advisor statement (recommendation1-2 pages)

QUESTIONS?