Electronic Tenure and Promotion Process Overview

Palmetto College Campuses WorkshopsFall 2014

Palmetto College Campuses Support TeamLisa Hammond

Palmetto College Campus Faculty Manual Liaison Officer

Bob DyerPalmetto College Assistant Director Information Technology

Janet MeredithExtended University Human Resources/Office Manager

Purpose of Today’s Workshop

• To orient all interested parties to the basics of the new electronic t&p process• To 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 time

Orientation

What a Long Strange Trip It's Been

The Grateful Dead

Electronic Tenure and Promotion Process Development and Implementation2013-Spring 2014

Process developed by the Palmetto College Campuses Faculty Senate Rights and Responsibilities Committee

25 April 2014Approved by Senate

Summer 2014Implemented by the Palmetto College Campuses Support Team

July 2014 to presentUsed for the 2014-2015 external review processIn use for the initial local campus review on Sumter now

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)

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.

Policy and Support Documents

I made a list of things I haveto remember and a listof things I want to forget,but I see they are the same list.

“Lists,” Linda Pastan

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 Files• Policy 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 Point

The T&P Timeline and Flow Chart

Gather ye rosebuds while ye may, Old Time is still a-flying

"To the Virgins, to Make Much of Time" Robert Herrick

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

(well, not really)

Timelines and File Flow Chart

Or, Thirteen Ways of Looking at a T&P File• Official policy, already extant: Faculty Manual Flow Chart

of Tenure and Promotion Procedure (2014 edition, page 32)

Timelines and File Flow Chart

Or, Thirteen Ways of Looking at a T&P File• Official policy, already extant: Faculty Manual Flow Chart

of Tenure and Promotion Procedure (2014 edition, page 32)• Official timeline, already extant:

Tenure and Promotion Process Timeline

Timelines and File Flow Chart

Or, Thirteen Ways of Looking at a T&P File• Official policy, already extant: Faculty Manual Flow Chart

of Tenure and Promotion Procedure (2014 edition, page 32)• Official timeline, already extant:

Tenure and Promotion Process Timeline• Official policy, new: Order of Tenure and Promotion Files

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. Gwynn

Candidate Responsibilities

• prepare t&p file• ensure bookmarks in t&p files function properly• merge selected scholarship documentation into a .pdf for

transmission to external reviewers• submit file online for external review• revise file if desired before local review begins• submit file online for local campus review• submit print documentation to local Associate Dean for Academic

Affairs

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.

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.

T&P Committee Member Responsibilitiesat both the local and system levels• access candidate files electronically • receive password and ballot form for voting• review file and write justification as usual• submit password-protected ballot and justification by email

to local campus point of contact

Local Campus Point of Contact Responsibilities• direct t&p reviewers with questions to appropriate resources• assist committee members with accessing files and

ballots electronically as needed• assist 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 chair

T&P Committee Chair Responsibilitiesat both the local and system levels• assist committee members with accessing files and ballots electronically as

needed• download and password protect ballot• email ballot to committee members• email password to committee members separately• review file and write justification as usual• coordinate ballot collection with local campus point of contact • append anonymous ballots to candidate file• update voting form• submit file electronically to next level of review

Security Procedures

Semper Occultus

MI6 Motto

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.

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.

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.

T&P Submission Point Demo

When you get there, there isn’t any there there.

Gertrude Stein

Accessing the Palmetto College Campuses T&P Submission PointFrom the Palmetto College homepage• Faculty 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

Using the Palmetto College Campuses T&P Submission PointInstructions 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.

Balloting and Voting Procedures Demonstration

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

James Bovard

Balloting and Voting Procedures DemonstrationAdministrators 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.

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”

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.

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.

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.

Q&AHands-on Practice

Being an intellectual creates a lot of questions and no answers.

Janis Joplin

Accessing the Palmetto College Campuses T&P Submission PointDirect link• https://dropbox.pc.sc.edu/owncloud

Demo AccountCase sensitive• Username: TPDEMO• Password: TPDEMO