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

Sessions will be held as follows:

Friday, November 18th at 10:00 AM – For Applicants
Thursday, December 1st at 1:00 PM – For Applicants
Wednesday, December 14th at 12:00 PM – For Applicants (Via ZOOM only)
Tuesday, January 10th at 11:00 AM – For Applicants
Friday, January 13th at 9:00 AM – For Reviewers

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

All deadlines 4:30 pm Eastern Time

January 20, 2023 Candidate Application due in Interfolio on by 4:30 PM
January 27, 2023 DPAC/LPAC/SPAC Recommendation due to applicant
February 10, 2023 DPAC/LPAC/SPAC Final recommendation due to applicant

Application forwarded to Chair or ADF (except in SON)
Application forwarded to Associate Dean of Library (if applicable)

February 24, 2023 Department Chair recommendation due to applicant

ADF recommendation due to applicant (Cali, SCOM only)

Associate Dean of Library recommendation to applicant (if applicable)

March 3, 2023 Department Chair final recommendation due to applicant
Associate Dean of Library final recommendation to applicant (if applicable)Application forwarded to Dean
March 3, 2023 ADF Final recommendation due to applicant
Application forwarded to School Director
March 10, 2023 School Director recommendation due to applicant
March 17, 2023 School Director final recommendation due to applicant
Application forwarded to Dean for review
March 31, 2023 Dean recommendation due to applicant
April 17, 2023 Dean final recommendation due to applicant

Application forwarded to Provost for review

May 1, 2023 Provost recommendation due to applicant
May 11, 2023 Provost final recommendation due to applicant

Application forwarded to President

May 23, 2023 President recommendation to applicant
June 8, 2023 Action by Board of Trustees

Interfolio Login

Helpful Link:

Interfolio-Reviewers-Instructions-September-2021


WHAT YOU NEED TO KNOW FOR THIS YEAR’S TENURE AND REAPPOINTMENT PROCESS

FACULTY AND LIBRARIAN PERSONNEL PROCEDURES

(AY2022 – 2023)

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

We have scheduled information sessions for tenure and reappointment 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, July 27th at 11:00 AM – For Applicants
Monday, August 1st at 3:00 PM – For Applicants
Tuesday, August 9th at 1:00 PM – For Applicants
Wednesday, August 17th at 12:00 PM – For Applicants
Monday, August 22nd at 11:00 AM – For Applicants
Wednesday, September 7th at 12:00 PM – For Applicants
Thursday, September 8th at 11:00 AM – For Reviewers
Friday, September 16th at 1:00 PM – For Reviewers

Timelines for Tenure and Reappointment Personnel Processes – AY 2022-2023

Below are action dates for the movement and management of applications for reappointment, tenure (with promotion) and tenure.  At each level of review, up to the Provost, applicants have the opportunity to respond informally or formally to the reviewer.  That time period is between recommendation and final dates on the table below.  For formal responses, the LSPA stipulates the sequence for responses, generally 3 to 5 days should there be time needed for clarification or a disagreement. Please refer to the LSPA for relevant details regarding responses and proper timetables to do these.  Because we strive to have a positive and professional working relationship at all times, and tenure and promotion decisions are important, we commit to timely responses to applicants and reviewers throughout the process.


Review
Tenure and
5th, 4th and 3rd Year Reappointment
2nd Year Reappointment
CANDIDATE SUBMITS THEIR CASE USING INTERFOLIO 9-19-22 11-28-22
DEPARTMENT/

LIBRARY/SCHOOL

PERSONNEL ADVISORY COMMITTEE

09-29-22

Recommendation

 

12-09-22 Recommendation

 

10-11-22 Final 12-16-22 Final
DEPARTMENT CHAIR
(Does Not Apply to Nursing or Library)
10-25-22 Recommendation 01-06-23 Recommendation
11-07-22 Final 01-17-23 Final
DEAN 11-21-22

Recommendation

01-31-23 Recommendation
12-07-22 Final 02-09-23 Final
PROVOST/SENIOR VPAA

 

12-21-22 Recommendation 02-23-23 Recommendation
01-06-23 Final 03-03-23 Final
PRESIDENT

 

01-16-23 Recommendation 03-17-23 Recommendation
ACTION BY

BOARD OF TRUSTEES

1-27-23 03-31-23

 

Interfolio Login

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 Actions for 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.