OFFICE OF THE PROVOST
PHONE: 718 997 5900; FAX: 718 997 5879
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To: |
All Department Secretaries |
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From: |
Evangelos J. Gizis, Interim Provost |
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Date: |
2003 November 12 |
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Re: |
Preparing Promotion (Form F) Recommendations |
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C: |
President James L. Muyskens Assistant Vice President Jane Denkensohn Deans’ Assistants |
Your chairperson has received a memo giving a calendar of
events for faculty promotion recommendations. That memo is
posted on the provost’s website, accessible via the
Information about candidates from your department for promotion must be presented in a specified manner. In order to accomplish this, please type the necessary information into a specific form: Form F. This form is provided on the provost’s website in Word and WordPerfect format. Click on the format you need and save it onto your computer. If necessary, you can pick up a diskette from the provost’s office; in this case, please make sure your computer can read the appropriate file, and copy the ones you will need onto your computer’s hard drive, saving the diskette for backup. Note that the instructions and Form F have been revised; please destroy all previous versions.
Type information for each candidate directly into the appropriate file (Form F). When you begin to work on the document, save it with a new file name made from the candidate’s last name (that is, “last_name.doc or last_name.wpd”) using your word processor’s “Save As” feature. This will ensure that the original Form F remains unchanged. Repeat this process for each candidate.
As you type the information into the form, please keep in mind the following:
a) The candidate's name should appear on the top of all sheets; you can accomplish this automatically using a “header.” Please consult your word processor instruction manual if you do not know how to do this. The file has been formatted to insert page numbers automatically, beginning with Page 2.
b) On the curriculum vitae, provide all requested information, including title; salary rate; department; and effective date, taking as much (or little) space as needed for each heading. If there is no information for a particular heading, type “None.”
c) The report of the Department P&B Committee must be on a separate page. The report must be signed by all members of the P&B except the chairperson. Place dissenting reports, if any, on separate page(s).
d) The chairperson's report, signed by the chair, must be on a separate page after the Department P&B Committee’s report.
If the department does not recommend a candidate for promotion to associate professor, the candidate may appeal, as described in the accompanying Procedures. For such cases, please write “Appeal” across the first page of Form F. Also include, besides the name of the candidate, the term “Appeal” at the top of each page of the department P&B committee’s report and the chair's report.
If a candidate for promotion to full professor is not recommended by the department, that candidate may nonetheless request to be considered, without the department’s affirmative recommendation (WDAR). In such cases, please write “WDAR” across the first page of Form F. Also include, besides the name of the candidate, the term “WDAR” at the top of each page of the P&B report and the chair's report.
Copy the completed Form F for each candidate onto a diskette. Send the diskette, along with one printed copy of the Form, including the reports described in a) and b) above, as well as information on external reviewers, the external reviewers' letters, and letters of support, if any, solicited by the candidate to your divisional dean. Please use a quality printer when you print these materials, as they will be extensively reproduced. Deadlines are provided in the accompanying copy of the memo to your chairperson. Note that deadlines for appeals and WDAR candidates are later than those for recommended candidates.
Attach to the printed Form a pink Reprographics form for each candidate. The dean will forward this to Reprographics, which will make copies of the materials and deliver them as appropriate. Include the following on the Reprographics form:
a) Specify that all paper should be pink and three-hole punched.
b) Request the total number of copies indicated in the table below, and ask that the specified number of copies be sent to the divisional dean, the Provost’s office, and your department.
|
Division |
Total |
Copies To Divisional Dean |
Copies To Provost |
Copies To Department |
|
Arts and Humanities |
27 |
13 |
12 |
2 |
|
Math and Natural Sciences |
24 |
10 |
12 |
2 |
|
Social Sciences |
26 |
12 |
12 |
2 |
|
Education |
21 |
7 |
12 |
2 |
Your department must also prepare two other items, as described in the accompanying Procedures:
a) A complete personal file on each candidate.
b) Supporting materials provided by the candidate, such as publications, the candidate’s doctoral dissertation, and other creative works. These should be clearly identified, organized, and neatly packaged. (As these materials may be voluminous, a plastic file box can be useful for this purpose.) Include an itemized list of contents, signed by the candidate and your chairperson or member of P&B, as described in the Procedures.
Do not make multiple copies of the personal file and supporting materials; simply deliver one complete set to the appropriate divisional dean by the deadline indicated in the memo to your department chair.
If you have any questions, please call the appropriate dean’s assistant, as follows:
Name Division Telephone
Carol Sapienza Arts & Humanities 997-5790
Linda Chan Math & Nat. Sciences 997-4105
Lily Lindroth Social Sciences 997-5210
Marsha Clendenin
If you have additional questions, please call Kimberly McCants at 997-5900. Thank you.
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