Faculty and Librarian Personnel Actions

WHAT YOU NEED TO KNOW FOR THIS YEAR’S PROMOTION PROCESS

Please refer to the Faculty Roles and Expectations document.

We have scheduled information sessions for promotion applicants and reviewers.  Registration is not required. Sessions will be held in-person at Cole Hall 242 and virtually on ZOOM at

https://montclair.zoom.us/j/92397115808?pwd=RjdYRUN1YmJiRlVja2wyVy9EQW84UT09

Dates are as follows:

Wednesday, December 15th at 12:00 PM – For Applicants
Monday, December 20th at 11:00 AM – For Applicants
Thursday, January 6th at 1:00 PM – For Applicants
Wednesday, January 12th at 10:00 AM – For Applicants
Tuesday, January 18th at 2:00 PM – For Applicants
Thursday, January 20th at 1:00 PM – For Reviewers

Interfolio-Reviewers-Instructions-September-2021

College/School Promotion and Special Contributions Promotions Procedures
Growth Promotions for Librarians III and Librarian II

All deadlines 4:30pm Eastern Time

January 21, 2022 Candidate Application due in Interfolio on by 4:30 PM
January 28, 2022 DPAC/LPAC/SPAC Recommendation due to applicant
February 4, 2022 DPAC/LPAC/SPAC Final recommendation due to applicantApplication forwarded to Chair or School Director for review (except in SON)
February 11, 2022 Department Chair/School Director recommendation due to applicant
February 18, 2022 Department Chair/School Director final recommendation due to applicantApplication forwarded to Dean for review
February 25, 2022 Dean recommendation due to applicant
March 4, 2022 Dean final recommendation due to applicantApplication forwarded to Provost for review
March 11, 2022 Provost recommendation due to applicant
March 18, 2022 Provost final recommendation due to applicantApplication forwarded to President
March 25, 2022 President recommendation to applicant
April 13, 2022 Action by Board of Trustees

 

SABBATICAL LEAVE UPDATES

Refer to the Resources for Faculty page for the final agreement containing important updates for this year’s process and for the Sabbatical Leave Criteria.

Information sessions for sabbatical applicants will be held on the dates and times below.  No sign up needed.  These sessions will be held in-person at Cole Hall 242 and virtually on ZOOM at
https://montclair.zoom.us/j/92397115808?pwd=RjdYRUN1YmJiRlVja2wyVy9EQW84UT09

Monday, October 25th at 1 PM – For Applicants
Wednesday, October 27th at 11 AM – For Applicants
Tuesday, November 2nd at 10 AM – For Applicants
Thursday, November 4th at 1 PM – For Reviewers

Sabbatical Procedures Settlement Agreement

Sabbatical Leave Criteria

Sabbatical Leave – AY2022-23

November 8, 2021 Candidate’s Application due in Interfolio by 4:30 PM
November 15, 2021 Department/School/Library Peer Review Committee recommendation due to applicant
November 17, 2021 Last day for applicant to meet with the chair/head of the committee and/or submit a written response via the online system
November 19, 2021 Department/School/Library Peer Review Committee’s final response Due

Application forwarded to Department Chair or School Director or Library Chair (except in SON)

November 29, 2021 Department Chair/School Director/Library Chair recommendation due to applicant
December 1, 2021 Last day for applicant to meet with the department chair/school director/library chair and/or submit a written response via the online system
December 3, 2021 Department Chair/School Director/Library Chair’s final response due to applicant

Application forwarded to Dean

December 10, 2021 Dean’s recommendation due to applicant
December 12, 2021 Last day for applicant to meet with the dean and/or submit a written response via the online system
December 14, 2021 Dean’s final response due to applicant

Application forwarded to University Sabbatical Review Committee

December 22, 2021 University Sabbatical Review Committee recommendation due to applicant
January 2, 2022 Last day applicant may submit a written response to the USRC via the online system
January 3, 2022 University Sabbatical Review Committee’s final recommendation due to applicant

 

Application forwarded to Provost

January 10, 2022 Provost recommendation due to applicant due
January 14, 2022 Last day applicant may meet with the Provost and/or provide a written response via the online system
January 17, 2022 Provost’s final recommendation due to applicant

Application forwarded to President

January 28, 2022 President recommendation to applicant
February 11, 2022 Action by Board of Trustees
February 14, 2022 Approved applicants notified of BOT Action

FACULTY AND LIBRARIAN PERSONNEL PROCEDURES

(Effective AY2021 – 2022)

Faculty and librarian personnel actions including tenure, reappointment, promotion and sabbatical will be completed using Interfolio, the Faculty Librarian Personnel Action System (FLPAS) selected for submission and review of application materials. The FLPS may be upgraded or replaced based on future operational needs of the University.

Submission requirements and supplemental materials for each personnel activity are outlined in the Required and Optional Documents for Personnel Actions.

Additional Interfolio Information for Faculty and Librarian Personnel Actions

The AY2021 – 2022 Faculty and Librarian Personnel Action Calendar for all personnel processes can be found here: Calendars for Personnel Actions AY2021-2022.   Sabbatical Dates will be posted shortly. The calendar will be revised and updated annually for all subsequent academic years.

Candidate Submission of Materials

Candidates initiate applications for reappointment, promotion, tenure, and sabbatical by uploading and submitting their materials though the FLPAS.  For each application, the candidate must provide the required documents and may provide supplementary documents.  See Required and Optional Documents for Personnel Actionsfor a listing of required and supplemental documents by application type.  Supplementary documents for reappointment, promotion, and tenure provide an opportunity for candidates to provide the best evidence of their accomplishments in scholarship, teaching, and service, and the inclusion of such documents and the choice of such documents is entirely at the discretion of the candidate.

By example, supplementary documents might include copies of publications, material related to grants or fellowships, reviews of publications, impact factors of journals, download records, citations, syllabi and other documentation of teaching quality, documentation of service to the profession, external letters of recommendation from experts in the candidate’s field, and any material which the candidate believes will provide evidence of achievement and impact in the field.  Supplemental documents for sabbatical may include a variety of things, such as cooperating agreements with other universities, foundations or institutes, book contracts, and grant proposals.

Once candidates submit their application, they may not augment or change their application or its supporting documentation.  However, candidates may request a meeting or provide written responses to the recommendations at certain review levels as set forth below.

Candidates may, at their option, include confidential external letters from scholars or other experts in the candidate’s discipline.  External letters should be solicited with ample time for the external reviewer to complete the review before the commencement of the application procedure. If candidates elect to include confidential external letters, they have two options for doing so: 1) solicitation and submission directly from the faculty member or librarian applicant into the FLPAS, or 2) solicitation and submission into the FLPAS by the PAC, Chair, School Director, or Dean on behalf of the applicant.

Committees

The Personnel Advisory Committee (PAC)

The Department (DPAC), School (SPAC), and Library (LPAC) Personnel Advisory Committees are elected by vote of all tenured and tenure-track faculty in the Department or School, and by the tenured and tenure-track librarians in the Library. All members of a PAC must be tenured, and a PAC requires a minimum of three members. Units that do not have three tenured members available to serve on the PAC may invite tenured members of cognate disciplines to serve on their PAC.

The University Sabbatical Committee

The Sabbatical Committee is composed of one elected tenured faculty member from each of the following units: CART, CEHS, CHSS, CSAM, SBUS, SON, plus one elected tenured librarian.  The Sabbatical Committee selects a Chair from among its members.

No individual who is under review for a personnel action may serve on a committee that is reviewing that action.

Review Steps

Step 1 — Department/School/Library Personnel Advisory Committee

Once the candidate uploads all required documents and any supplementary documents, they submit their application through the FLPAS for review by members of the DPAC/SPAC/LPAC.  DPAC/SPAC/LPAC members assess the application in accordance with the criteria appropriate to the personnel action, and the Chair of the PAC enters the Committee’s evaluation and recommendation in the FLPAS, notifying and sharing it with the candidate.  Candidates may enter a written response into the FLPAS should they wish to provide one or they may request, and shall be granted, a meeting with the PAC. After receipt and review of a candidate’s response or a meeting with the candidate, the PAC may revise the PAC evaluation and recommendation.  The PAC Chair will either notify the candidate that the recommendation has not been revised or that it has been revised and the revision has been entered into the FLPAS and shared with the candidate.

Step 2 — Department Chair or School Director (Does not apply to the School of Nursing or the Library)

The Department Chair or School Director reviews the application and provides an evaluation and recommendation in the FLPAS and shares it with the candidate.  Candidates may enter a written response into the FLPAS should they wish to provide one or they may request, and shall be granted, a meeting with the Chair or the Director. After receipt and review of the candidate’s response or a meeting with the candidate, the Chair or Director may revise the evaluation and recommendation.  The Chair or Director will either notify the candidate that the recommendation has not been revised or that it has been revised and the revision has been entered into the FLPAS and shared with the candidate.

Step 3 – Dean

The Dean reviews the application and provides an evaluation and recommendation in the FLPAS and shares it with the candidate.  Candidates may enter a written response into the FLPAS should they wish to provide one or they may request, and shall be granted, a meeting with the Dean.  After receipt and review of the candidate’s response or a meeting with the candidate, the Dean may revise the evaluation and recommendation.  The Dean will either notify the candidate that the recommendation has not been revised or that it has been revised and the revision has been entered into the FLPAS and shared with the candidate.

Step 4 – Provost and Vice President for Academic Affairs

The Provost and Vice President for Academic Affairs reviews the application and provides an evaluation and recommendation in the FLPAS and shares it with the candidate.  If the Provost’s recommendation differs from that of the Dean, candidates may enter a written response into FLPAS should they wish to provide one or they may request, and shall be granted, a meeting with the Provost. The Provost will either notify the candidate that the recommendation has not been revised or that it has been revised and the revision has been entered into the FLPAS and shared with the candidate.

Step 5 – President Review Step: The President reviews all applications and notifies each candidate of the President’s determination.  The President recommends all approved applications to the Board of Trustees approval.

Please refer to the Faculty Roles and Expectations document for further details.

Interfolio simplifies the faculty and librarian personnel processes and enables more efficient and informed decision-making in faculty/librarian reappointment, and tenure.

The objectives of this initiative are to:

  • Promote consistency and transparency in faculty affairs processes
  • Leverage technology to make reappointment and tenure processes more efficient
  • Establish and maintain a single system of record for all academic personnel actions
  • Reduce the need for “shadow” systems in schools
  • Implement a strategic technology platform while retiring manual and paper-based processes

What Is Interfolio?

Interfolio is a faculty/librarian information system that provides a full suite of faculty/librarian-focused technology to support every stage of the faculty and librarian lifecycle.

Interfolio modules being implemented at Montclair State University include:

  • Reappointment, Tenure, and Promotions – supports the collection of review materials and approval workflows for reappointments, tenure, and promotion cases.
  • Dossier – provides an online platform for faculty/librarians to collect and curate scholarly materials, as well as for requesting and receiving confidential letters of recommendation.
Helpful Links:
  • http://montclair.libguides.com/canvas-library-integration
    Canvas and Library Integration
    This contains detailed instructions for how to create persistent links to eBooks, journal articles, streaming videos, etc.
  • http://montclair.libguides.com/citation
    Journal Rankings & Citation Searching
    This contains information about all of the tools the Sprague Library subscribes to that contain journal rankings (also known as impact factor), as well as the tracking citations of journal articles.

Support

Curating your materials with the Interfolio Dosier

Dossier is now available for all faculty and librarian members across campus to access.

To access your account, go to the Single Sign On at: Interfolio Login. If you have never accessed Interfolio, click on “Forgot your password?” to receive a link to establish your password.

If you have used Dossier previously with a personal e-mail address, this article shows how you can merge your two accounts.

For more information about how to use your Dossier account, Interfolio has a great online help center and their Scholar Services can help answer your technical questions by email, phone, Facebook, or Twitter.