Promotion Review for Career NTTF

Overview

Promotion is optional, except for Librarians. Faculty members can choose to stay at their current rank and not go up for promotion. Failure to achieve promotion does not necessarily mean a non-renewal of the contract. Promotion is not an up-or-out decision.

Promotion is an option for all Career ranks. With some exceptions, the general system for promotion titles at the UO is base rank (instructor, lecturer) -> senior rank I -> senior rank II.

In the 2014-5 academic year, all employing units developed a NTFF Review and Promotion policy that was designed to explicate the criteria the unit uses to evaluate faculty who are up for promotion (not all of these policies have been approved by the Provost). The intent of the process is to create a rigorous promotion system for NTTF that mimics the tenure process. There are, of course, differences, as most Instructional NTTF do not have research responsibilities. NTTF promotion is not intended to be automatic. Faculty going up for promotion should expect to demonstrate the exceptional performance that justifies enhanced job security

Career NTTF are responsible for notifying their unit head that they plan to go up for promotion during the Spring term in the year before the promotion process will take place.

Promoted faculty earn at least an 8% increase to their base pay.

Eligibility

All Career NTTF are eligible for promotion.

Career NTTF will be eligible for promotion after accumulating six years of employment as a faculty member at or above .3 annualized FTE per year*, accrued at no greater than three terms per academic year for bargaining unit faculty on nine month contracts, and at four terms per year for bargaining unit faculty on 12-month contracts.

The six years of employment do not have to be consecutive.

The six years do not have to be in the same rank. Faculty who have been reclassified from Adjunct, Pro Tem, Visiting, or Postdoctoral Scholar to Career NTTF can count their years in the non-Career rank toward their eligibility for promotion.

*Each appointment letter a Career NTTF receives should have an annual FTE. If the appointment letter does not have an annual FTE, the annual FTE can be calculated by adding together each quarters' FTE and dividing by 3. For example, if a faculty member worked .33FTE in Fall term, .67FTE in Winter term, and 1.0FTE in Spring term, he or she would have a .67FTE annualized FTE for that year.

Faculty who have taught courses that were not assigned FTE - typically Freshmen Seminars - should discuss these courses with their department head and notify the department head of these courses when providing notice of intention to go up for promotion. If necessary, annual FTE should be adjusted to account for these classes.
 

Applying for Promotion

Career NTTF who will have completed five years of employment as a faculty member at or above .3 annualized FTE per year may initiate the promotion process in the Spring term of the fifth year if they have an appointment with an expected FTE of .3 annualized FTE or greater for the sixth year.

Career NTTF who have completed more than five years of employment as a faculty member at or above 0.3 annualized FTE per year may intitiate the promotion process in the Spring term of any year.

Unlike tenure-track faculty, Career NTTF need to notify their unit head that they intend to go up for promotion in the next academic year. At the time of notification, or shortly thereafter, the faculty member will need to submit a promotion packet that contains the following:

  • Curriculum vitae: A comprehensive and current curriculum vitae that includes the bargaining unit faculty member’s current research, scholarly and creative activities and accomplishments, including publications, appointments, presentations, and similar activities and accomplishments.
  • Personal statement: A 2-6 page personal statement developed by the bargaining unit faculty member evaluating his or her performance measured against the applicable criteria for promotion. The personal statement should expressly address the subjects of teaching; scholarship, research and creative activity; and service contributions to the academic department, center or institute, school or college, university, profession, and the community. The statement should also include discussion of contributions to institutional equity and inclusion.
  • Teaching portfolio (if applicable): Representative examples of course syllabi or equivalent descriptions of course content and instructional expectations for courses taught by the bargaining unit faculty member, examples of student work and exams, and similar material.
  • Scholarship portfolio (if applicable): A comprehensive portfolio of scholarship, research and creative activity; and appropriate evidence of national or international recognition or impact.
  • Service portfolio (if applicable): Evidence of the bargaining unit faculty member’s service contributions to his or her academic department, center or institute, school or college, university, profession, and the community, such as op ed pieces, white papers authored or co-authored by the faculty member, commendations, awards, or letters of appreciation. The portfolio may also include a short narrative elaborating on the faculty member’s unique service experiences or obligations.
  • Professional activities portfolio (if applicable): A comprehensive portfolio of professional or consulting activities related to his or her discipline.
  • Internal and/or external reviewers (if applicable): A list of qualified internal and/or external reviewers provided by the bargaining unit faculty member.

While it is the responsibility of faculty members to initiate the review process and provide the packet, it is always a best practice for faculty member to check in with their unit heads to ensure that all materials are complete and the process is moving ahead as it should.

The Process

Review by Department or Unit. The department or unit head or designee should solicit any internal and/or external reviews, as applicable. A department or unit committee will review the file and make a recommendation to the department or unit head. The department or unit head will then prepare an explanation of the merits of the promotion case and a recommendation on the case. The report will include the department or unit-level promotion committee report and recommendation and a voting summary, and the department or unit head’s own independent recommendation. The file will then be sent to the appropriate vice president, dean or director for review.

Review by Vice President, Dean or Director.  Once the vice president, dean, or director deems the file complete, he or she will prepare a separate memorandum and recommendation. The vice president, dean, or director will share his or her memorandum and recommendation with the candidate and allow him or her 10 days from the date of receipt of the memorandum to provide responsive material or information, which shall be included in the evaluation file. The vice president, dean, or director then will submit the complete evaluation file to the Provost or designee.

Review by the Provost or Designee. The Provost or designee will review the file, with input from Academic Affairs and the Office of the Vice President for Research and Innovation, as appropriate, and decide whether to grant or deny promotion. The candidate will be notified of the decision in writing.

The Decision: Favorable

Successful candidates for promotion will generally be notified in late May or early June. The promotion decision is not a renewal decision and is not due by May 1.

Promoted faculty assume their new rank beginning with the next academic or fiscal year or the nearest next term of employment should their contract not begin with Fall term.

Promoted faculty are entitled to at least an 8% increase to their base salary. This raise takes effect when the new rank begins.

The Decision: Unfavorable

A decision of the Provost to deny promotion may be appealed only on the following grounds: (1) whether the Provost was presented with errors of fact that materially affected his or her decision; (2) whether the Provost disregarded or overlooked material evidence that was provided to him or her; (3) whether material information was unavailable to reviewers through no fault of the candidate; and (4) whether the Provost's decision was arbitrary or capricious.

help with filing a grievanceFaculty denied promotion may file a grievance under the collective bargaining based only on the grounds described above. The grievance must be filed no later than 90 days from the receipt of the decision denying promotion.

As part of the grievance process, the Provost or designee will appoint a committee of three faculty members at or above the rank to which the faculty member seeks to be promoted. At least one of the faculty members shall be appointed from a list of nominees furnished by the Union, and at least one of the committee members will be a bargaining unit faculty member. The bargaining unit faculty member has the prerogative of striking one committee member and requesting a replacement member to be chosen by the Provost. The committee will review the promotion file and make a written report to the Provost as to whether any of the grounds for appeal set forth in Section 2 of this Article are present.

The Provost will consider the report of the committee and notify the bargaining unit faculty member in writing of his or her decision on appeal within 21 days of the receipt of the committee’s report.

If the Provost upholds the promotion denial, the bargaining unit faculty member may appeal to the President or designee in writing, within 10 days of the issuance of the Provost’s decision. The President will review the file materials, including the committee report, and issue a written decision to the bargaining unit faculty member within 21 days of receipt of the written appeal. The President’s decision is final and binding and is not subject to further grievance, arbitration or further appeal.

Reapplication for Promotion. An unsuccessful candidate for promotion may continue employment at his or her current rank as long as eligible to do so under this Agreement NTTF bargaining unit members who are denied promotion may reapply for promotion after having been employed by the university for an additional three years at an average of .3 FTE or greater, accrued at no greater than three terms per academic year.

More Information

The Academic Affairs webpage that has a comprehensive description of the NTTF promotion process.