Chapter 6.15 Academic Staff Promotion / Title Change

Faculty and Academic Staff Handbook

23rd Edition, 2013 Version


Chapter VI:  Academic Staff Personnel Policies and Procedures

 Procedures: Academic Staff Promotion/Title Change (This procedure only applies to staff in non-instructional academic appointments; it does NOT apply to staff in instructional academic or limited appointments.)


 6.15.1: Non-Instructional Academic Staff Promotion/Title Change

6.15.1a General Information

Academic staff members who seek a promotion/title change must submit the application, complete with required supporting documentation, to his/her immediate supervisor by the third Wednesday in January. It is recommended that the staff member notify his/her supervisor of the intent to request a promotion/title change prior to the due date of the materials. The immediate supervisor provides a written rationale for approval or denial of the promotion/title change request and forwards the rationale and all relevant documents to the Unclassified Human Resources Manager no later than the first Wednesday in February. Granted requests will become effective July 1. PLEASE VERIFY YOUR ELIGIBLITY WITH THE UNCLASSIFIED HUMAN RESOURCES MANAGER BEFORE COMPLETING AND SUBMITTING YOUR MATERIALS.

6.15.1.1 Promotion/Title Change Guidelines

A. A staff member may request a promotion/title change review when they have met the requirements of eligibility as outlined in Sections 6.15.1.5 and 6.15.1.6. B. To advance to the next level, the duties and responsibilities for the position will be at the level defined by the current academic staff title structure as outlined in Unclassified Personnel Guideline #1 (UPG#1).  See Administrative Policy (AP 06-103) for promotion and salary levels (http://www.uwrf.edu/Administration/Policy/Index.cfm)

6.15.1.2 Request Procedure

A. Once the academic staff member has confirmed with the Unclassified Human Resources Manager that he/she is eligible to apply, the academic staff member shall submit a written request for promotion/title change review to his/her immediate supervisor with the required materials (see 6.15.1.6 B for a list of materials to be reviewed). Promotion/Title Change materials are found on the Human Resources website at http://www.uwrf.edu/HumanResources/HRForms.cfm 

(1) Requests for prefix level change require the promotion/title change application and supporting materials as outlined on the application. Requests for promotion not in a progression series requires the promotion/title change application, a position questionnaire (PQ), and supporting materials as outlined on the application. Request for title change only (job reclassification) requires the promotion/title change application, a position questionnaire (PQ), and supporting materials as outlined on the promotion/title change application. Note: An applicant must have an updated position description and recent performance evaluations on file with Human Resources prior to the start of the promotion/title change process for the application to be considered.

B. The immediate supervisor provides a written rationale for approval or denial of the promotion/title change request and forwards the rationale and all relevant documents to the Unclassified Human Resources Manager no later than the first Wednesday in February.  The department head, if other than the immediate supervisor, signs the promotion request application acknowledging approval or denial before it is submitted to Human Resources. The promotion request (complete with promotion materials) must be submitted to the Unclassified Human Resources Manager no later than the first Wednesday in February for the application to be considered. 

C. The Unclassified Human Resources Manager reviews the request using UWS Unclassified Personnel Guideline #1 (and other related academic staff guidelines), results of the position questionnaire (PQ), and supporting documentation, whichever are appropriate. In the event that the Unclassified Human Resources Manager is the supervisor or signature authority, or a family member (spouse/partner/child, parent, sibling) of the applicant, an alternate Human Resources representative will be designated. Upon completion of the review, the Unclassified Human Resources manager or designee makes a recommendation to the additional members of the Academic Staff Promotions/Title Change Committee (ASPTCC).

D. The ASPTCC votes and makes a final decision.

E. The Human Resources Office provides official notification to the academic staff member of promotion approval or denial with supporting rationale by the fourth Wednesday in March. Granted requests will become effective July 1.

 6.15.1.3 Promotion/Title Change Criteria for Titles in a Progression Series 

(These are titles that have Assistant, Associate, No-Prefix, Senior, and Distinguished prefix options. Please note that the Program Manager I, II, and III titles are NOT a progression series, but based on “scope”, see section 6.15.1.6.)


A. Criteria for a promotion from Assistant to Associate 


    (1) The applicant must have two (2) years (full-time equivalency) of employment at UW-River Falls in the same title and   salary   range as of June 30 of the current fiscal year.
    (2) The applicant should be functioning at the Associate level of proficiency performing his/her duties as a competent professional. Other specific criteria depend on the position as outlined in Unclassified Personnel Guideline #1, Attachment 1:  http://www.uwsa.edu/hr/upgs/upg01a1.pdfdocumentlink
    (3) Promotion is dependent upon the documented performance of the applicant.  The most recent performance evaluation reflecting that the applicant is meeting or exceeding expectations must be included with the promotion materials. (Academic staff performance evaluations are completed annually in December and due to Human Resources by January 31.)


B. Criteria for a promotion from Associate to No-Prefix


    (1) The applicant must have two (2) years (full-time equivalency) of employment at UW-River Falls in the same title and   salary     range as of June 30 of the current fiscal year.
    (2) The applicant should be functioning at the No Prefix level of proficiency performing his/her duties as a fully competent professional, working independently in applying approaches, methods and techniques of his/her profession and is actively involved or assisting in the development of new techniques, approaches or methods.
    (3) Promotion is dependent upon the documented performance of the applicant. The two most recent performance evaluations reflecting that the applicant is meeting or exceeding expectations must be included with the promotion materials. (Academic staff performance evaluations are completed annually in December and due to Human Resources by January 31.)


C. Criteria for promotion from No-Prefix to Senior 


    (1) The applicant must have at least seven (7) years of comparable professional experience including the most recent four (4) years at UW-River Falls in the same title and salary range as of June 30 of the current fiscal year. Comparable experience shall include:
        a. Comparison of similar programs on other campuses by number of students served, staff size, number of programs within the unit, level of reporting, unit budget and/or any other measure that may be appropriate.
        b. Is defined as related and relevant professional experience in similar fields, scope or size of operation, and similar duties and responsibilities.
    (2) In addition to documented experience and meritorious performance reviews, the individual must provide evidence of the development of new techniques, approaches, or methods to solve problems in an independent fashion. Public and/or University service will be a consideration.
    (3) Must have contributions to the University outside of the work assignment. Academic staff seeking promotion should have demonstrated contributions to the university in areas such as the following:

  •   Provide professional expertise/service to the community
  • Participation in governance as demonstrated by committee work at either campus-wide or departmental level
  • Advising students and/or student organizations
  • Participation/leadership in professional organizations
  • Professional activities in research, publications, or presentations


    (4) Promotion is dependent upon the documented performance of the applicant. The three most recent performance evaluations reflecting that the applicant is meeting or exceeding expectations must be included with the promotion materials. (Academic staff performance evaluations are completed annually in December and due to Human Resources by January 31.)
Recognizing that circumstances may develop in which the academic staff member does not meet all the above stated criteria but duly merits promotion for other extraordinary considerations, the academic staff member seeking promotion may submit a promotion request following established procedures.


D. Criteria for promotion from Senior to Distinguished (The University of Wisconsin System has determined that the distinguished prefix is not part of a natural career progression track and is not intended to be the final stage of progression for all academic staff in the professional title series.)


    (1) A professional at the distinguished level performs at a level of proficiency typically requiring extensive experience and advanced knowledge and skills. The UW-System Hayes/Hill Titling Guide considers "at least 10 or more years of progressively responsible experience in their field" to constitute "extensive" experience.
    (2) The expertise of a professional at this level is commonly recognized by his or her peers and through a reputation that extends beyond his or her work unit. Hayes/Hill construed each institution as a "work unit." Departments, schools and/or colleges within the institution are not considered "work units" for this purpose. "Peers" should not be interpreted to mean "colleagues." While an employee may be recognized for excellence, achievement or exceptional skill by academic staff colleagues within the institution and within the UW System, "peer recognition" applies to a reputation of excellence in a profession, recognized by individuals or groups in the same profession normally found or organized outside of the UW System.
    (3)  A distinguished professional is expected to develop new approaches, methods or techniques to resolve problems with little or no expert guidance and to cope independently with new, unexpected or complex situations. At this level, a professional can be expected to guide or train other professionals or to oversee their work.
    (4) Recognition as an expert in the field implies that the reputation as a “superstar” is applicable to current problem solving in the profession.  At this level, a professional can be expected to guide or train other professionals or to oversee their work.  Hayes Hill intended this prefix level to be awarded to the “truly exceptional performers”. As distinguished professional staff are to be considered a level above the senior professional staff, it is reasonable to assume that such distinguished staff would share their expertise with other staff, including the most senior staff.
    (5) It is unlikely that all professional academic staff have the opportunity to participate in national or regional professional organizations, to conduct research, or to publish works in the profession. Some professional academic staff positions are designed to provide expertise to local or regional public, private or citizen groups.  Hayes Hill did not intend that all academic staff would achieve “superstar” status. The availability of this prefix is intended to permit the institution to acknowledge the reputation of those few academic staff who have gained the recognition of others in the professions. Evidence of peer recognition would include the following:
        a. Making presentations before national professional organizations: While a presentation of how something is done at UW-River Falls would not in itself warrant distinguished status, if a person developed a new method or technique that was applied at the institution, and that person presented the method or technique as a useful alternative to current approaches used by professionals in the field, the distinguished title might be warranted.
        b. Receiving awards of achievement from national organizations: While an award for outstanding service might not reflect prominence in the field, an award, which recognizes a significant contribution to the profession, might reflect distinguished status.
        c. Serving as a consultant for national organizations or agencies: Many academic staff utilize their skills in a consultant capacity. Such professional activity would not constitute recognition by peers in the profession. However, if an organization of peers requests the services of the academic staff member because of a particular expertise, such consultant work could constitute recognition by one's peers.
        d. Providing expert advice and/or testimony: Many academic staff positions have a public service component in which the person is expected to offer advice to local groups or organizations. The distinguished prefix was not created to recognize such work. However, if a person is considered by his/her peers in the profession to be a resource for solving complex issues, the distinguished title might be considered.
        e. History of professional publications: An academic staff member who has a recent history of published works that contribute to the body of knowledge in the field or benefit the profession is a strong candidate for the distinguished prefix.
        f. Presenting educational or training programs for external post-secondary organizations and institutions, i.e., teaching courses for college-level credit or continuing education units: Classroom instruction alone may not reflect recognition of expertise in the field by one's peers. However, instructing others in the profession may be an indicator of recognized expertise.
        g. Developing innovative methods, techniques or professional skills that are nationally recognized and applied beyond the University:
        h. A new method or technique that has been accepted by one's peers reflects a contribution to the profession and may be regarded as evidence of distinguished recognition in the field. 


    (6) Promotion is dependent upon the documented performance of the applicant. The four most recent performance evaluations reflecting that the applicant is meeting or exceeding expectations must be included with the promotion materials. (Academic staff performance evaluations are completed annually in December and due to Human Resources by January 31.)

 6.15.1.4 Promotion/Title Change Criteria for Titles Not in a Progression Series (this includes the Program Manager series and requests for job reclassification.)

 

A. When the request for title change is based on scope, it shall include comparison of similar programs on other campuses by number of students served, staff size, number of programs with the unit, level of reportage, unit budget and/or any other measure, which may justify the title change.

B. The position Questionnaire (PQ) must be completed and score in the salary range of the the title being requested.

C. Promotion is dependent upon the documented performance of the applicant.  The two most recent performance evaluation reflecting that the applicant is meeting or exceeding expectations must be included with the promotion materials.  (Academic staff performance evaluations are completed annually and due to Human Resources by January 31.)

6.15.1.5 Committee Composition, Charge and Protocol

A. Composition: Human Resources Manager or designee, Academic Staff Council Chair (or the chair's designee), Vice Chancellor of Administration and Finance, Provost and Vice Chancellor for Academic Affairs, and Chancellor.

B. Charge: Academic Staff Promotion/Title Change Committee shall review all requests and policies for promotion, title changes (job reclassification), and/or career progression in accordance with the University of Wisconsin System Unclassified Personnel Guidelines (UPG's).

(1) Review academic Staff compensation issues and policies)

(2) Inform academic staff in regards to current academic staff personnel/compensation issues

C. Committee Protocol: Committee members may not participate in the review, discussion or vote of their own application, an application in which they have participated as supervisor or signature authority, or a family member's (spouse/partner, child, parent, sibling) application. A committee member who has a conflict of interest may choose to excuse him or herself from any application review and relinquish his/her voting participation specific to that application.

6.15.1.6 Review of Materials 

 

A. As noted in 6.15.1.4A Above, the Unclassified Human Resources Manager or designee will conduct a comprehensive review of all (required) materials submitted.

B. The materials reviewed will include:

(1) Promotion/Title Change Application

(2) Position Description: The position description will be the official one of file with Human Resources.  An applicant must have an updated position description on file with Human Resources prior to the start of the promotion process in order for his/her application to be considered.

(3) Performance Evaluations

(4) UW Position Questionnaire (PQ) when applicable

(5) Resume or explanation of non-UWRF years of experience including dates

(6) Letter of support from immediate supervisor

(7) Supporting documentation referencing scope and comparables of position when applicable (refer to 6.15.1.6.A)

(8) Current Organizational Chart

C. Any additional information or materials required by the committee to make a decision will be addressed in the following way: Human Resources will determine what clarification or information is necessary and follow up with the applicant and/or his/her supervisor, than report back to the full committee.

D. The committee will vote (majority rules) to approve/deny the promotion/title change request.  If the recommendation for promotion is denied, but a reasonable alternative is available for the applicant, that alternative must be communicated to the applicant and his/her supervisor by the Unclassified Human Resources Manager.  The applicant then will determine if he/she wishes to proceed with the alternative or accept the denied promotion request, not withstanding his/her right to appeal the decision as outlined in UWRF 12 (6.12) of this chapter.

 

6.15.2 Instructional Academic Staff Promotion

 

6.15.2.1 Instructional Academic Staff Titles

Four titles are available for instructional academic staff, based on Unclassified Personnel Guideline #1, Attachment 1, p. 13documentlink

6.15.2.1.1 Associate Lecturer

Associate lecturer is the usual initial rank for new instructional academic staff hires

6.15.2.1.2 Lecturer

One may apply for promotion to lecturer (no prefix) in the fourth year of a 50% or more appointment.

6.15.2.1.3 Senior Lecturer

One may apply for promotion to senior lecturer in the 10th year of a 50% or more appointment.  This should be considered the highest standard title for IAS.

Distinguished Lecturer:

One may apply for the title of distinguished lecturer after 12 or more years of teaching with a 50% or more appointment and demonstrated distinguished service to the department, university, professional associations and community at large.  This title is not intended to be the usual final stage of promotion for IAS.

6.15.2.2 Calculation of Services

6.15.2.2.1 Partial Years

Each semester of a 50% or more appointment counts as .5 years.  Semesters at appointments of under 50% do not count towards promotions, but they are not counted as interruption of service.

6.15.2.2.2 Interruption of Services

If and instructional academic staff member has NO appointment for four consecutive semesters, that instructional academic staff member loses all credit for previous years when considering title changes (i.e., that time cannot be "banked").  An instructional academic staff member returning to UWRF may petition to include previous time served to be credited in order that he or she may be considered for promotion.  Examples of interruptions that may allow time served to be credited include, but are not limited to, family medical leave, sick leave, or work on a terminal degree.

 

6.15.2.3 Procedure for Promotion

For promotion, instructional academic staff must submit to the department chair a portfolio of their career progression based on duties detailed in their contract.  Academic departments are to decide on department procedures for promotion recommendations (chair's decision, committee, or department vote-eligibility for voting being limited to instructional academic staff already in the rank sought and faculty); recommendations will be based on the evidence of effective teaching and the effective performance of any other contractual duties.  Promotion will be recommended by the chairs to the dean and submitted for approval to the Provost.  If approved, promotion will take effect at the beginning of the next academic year.

6.15.2.4 Promotion Timetable

December 1: Human Resources informs individuals and their department chairs of eligibility for promotion (based on spring appointment)

January 15: Instructional Academic Staff submits portfolio to department chair

February 1: Department recommendation (if department vote or committee) to chair

February 8: Chair forwards recommendation to Dean

February 15: Dean forwards recommendation to Provost

February 22: Provost approves promotions

March 1: Chancellor approves promotions

March 10: Human Resources produces letters to candidates (contracts already issued will be revised, if necessary)

6.15.2.5 Appeal

An instructional academic staff member who is not recommended for promotion has the right to appeal that decision in accordance with the procedures outlined in section 6.2 of the handbook.

 


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