HR policy - Title series, rank and promotion guidelines for Instructional Academic Staff (IAS) promotion

The Guide to Instructional Academic Staff (IAS) Promotion is intended to be a practical resource to the University’s promotion policies and their implementation.

 Functional Owner Academic Departments
 Executive Sponsors Provost and Vice Chancellor for Academic Affairs
 Policy Contact N/A


Who this policy applies to:
Instructional Academic Staff (IAS).


Rationale:
The Guide to Instructional Academic Staff (IAS) Promotion is intended to be a practical resource to the University’s promotion policies and their implementation.


Policy Detail:
A. Minimum Educational Preparation, Experience, Years in Rank and Achievement for Promotion Eligibility for Instructional Academic Staff Title Series at UW-L.

Note: This revision reflects a change in the requirements for total semesters of experience and semesters at UWL. As approved by Faculty Senate on 5/9/13 this changed eligibility requirement will be delayed until the fall of 2014.

Lecturer OR Clinical Associate Professor

  • Earned advanced degree and, if required by the specific program/department, documented certification or license.
  • To be eligible for the rank of lecturer OR clinical associate professor the IAS member should have a minimum of ten (10) semesters of teaching or other appropriate experience.
  • A minimum of six (6) semesters completed in rank as an associate lecturer OR assistant clinical professor at University of Wisconsin-La Crosse shall be required for eligibility for promotion to lecturer OR clinical associate professor.
  • IAS member who is well respected within the department for excellence in teaching and who has taken an active role in improving the level of instruction in the department. IAS member who has taken an active role in service to the department with an established PD/CA/Sch program and/or participates in university and professional service.

Senior Lecturer OR Clinical Professor

  • Earned advanced degree and, if required by the specific program/department, documented certification or license.
  • To be eligible for the rank of senior lecturer OR clinical professor the IAS member should have a minimum of twenty (20) semesters of teaching or other appropriate experience.
  • A minimum of four (4) semesters completed in rank as a lecturer OR clinical associate professor at University of Wisconsin-La Crosse shall be required for eligibility for promotion to senior lecturer OR clinical professor.
  • IAS member who is well respected within the department for sustained excellence in teaching and who has taken a leadership role in enhancing the curriculum in the department. IAS member with a sustained role in departmental service with a sustained PD/CA/Sch program and/or sustained service to the university and profession. IAS member has taken on leadership roles at the department, university and/or professional level.

Notes:

  1. Minimum standards and guidelines governing rank and promotion for instructional academic staff members are prescribed by the Board of Regents and by the Provost, with advice from the Faculty Senate.
  2. Non-Discrimination Clause. Race, national origin, sex, age, handicap, religion, creed, and political views will not be considered pertinent factors in the formulation of recommendations for promotions.
  3. Evaluation Criteria. Evaluation of IAS members for promotion purposes shall be based on the standards and guidelines adopted by the Board of Regents and by the La Crosse Faculty Senate. (See following pages) .
  4. Promotion Criteria. Promotion is not automatic when requirements for minimum experience and training are met. The individual IAS member is responsible for informing the appropriate university officer of any newly completed graduate study that might affect his/her educational preparation and promotion eligibility.
  5. Education and experience as well as other requirements must be fully met prior to formulation of recommendations for promotion.
  6. The minimum time in higher education teaching experience refers to situations regarding “X” semesters teaching in higher education or other appropriate experience. It is understood that this refers to 100% appointments only at other four-year higher education institutions. This will be negotiated between the Dean and the IAS at time of first appointment and recorded on the initial Personal Action Form (PAF).
  7. IAS who are not employed at UW-L for a period of 4 consecutive semesters do not continue to bank UW-L teaching semesters and previously banked UW-L teaching service is forfeited. At the time of any future re-hire, these forfeited years could be negotiated as part of the minimum time in higher education teaching experience for accrual and title determination.
  8. Individuals with dual appointments in separate departments will have uniform titles across departments. This will require departmental collaboration (similar to faculty promotion) when reviewing promotion applications. 

B. Policies for IAS Promotion.

A. Requirements for Determining Eligibility for Promotion in Addition to Minimum Standards.

1. The current academic year is not countable as experience toward eligibility requirements.

2. For promotion tracking and eligibility purposes only, individual IAS will accrue one semester of UW- L teaching for each semester of employment (regardless of FTE). Summer and Winter Term teaching does not count toward accrual.

3. Exclusions: UW-L specifically excludes those IAS holding the following Instructional Titles from this process:

        • visiting professor
        • retired faculty annuitants
        • new faculty ABD
        • professor emeritus
        • professor of military science
        • adjunct professor
        • professor L/I\
        • visiting lecturer
        • extension lecturer
        • faculty assistant
        • faculty associate
        • instrumentation innovator-instruction
        • lab manager

Note: Lab managers are not included as they are non-instructional academic staff positions. Lecturer and clinical professor titles may teach labs, but would not ordinarily perform the duties of lab managers.

4. In order to be eligible for promotion, individuals must have been employed at UW-L during the academic year immediately prior to that in which promotion application is being made.

B. Additional Policies.

  1. Promotion is a privilege based upon qualifications exceeding established minimal criteria and is recommended by an informed collective peer judgment. All concerned should understand clearly that eligibility status and departmental or office recommendation for promotion does not assure or imply that recommended promotion will be made.

    The minimum time in higher education teaching experience and time in title at UW-L merely represents the necessary experience needed for eligibility for consideration. Promotion decisions will be based solely on the evidence of effective teaching and additional accomplishments at UW-L deemed appropriate for a higher title.

  2. Promotion shall be considered effective July 1 following their announcement by the Provost. These actions will precede salary adjustment actions for the following academic year, at which time progressed IAS members shall be grouped with those in their recommended rank

    If promotion is approved, $1,000 will be added to that individual’s base salary at the beginning of the next academic year. In the case of individuals whose base salary does not meet or exceed the UWS minimum salary (UPG #4) for the new title, his/her base salary shall be brought up to equal the UWS minimum salary for the new title with the $1,000 promotion salary bump being added to that new base salary.

  3. It should be noted that promotion is not tied to contract length and vice versa. Deans have the discretion in recommending multi-year contracts, but will consider long-term programmatic needs and IAS individuals in the higher titles first when requesting multi-year or renewable contracts.

C. Procedure and Promotion.

  1. Notification of Eligible Instructional Academic Staff.
    • Before the end of the spring semester, lists of IAS members who are eligible for promotion the following year are distributed to department chairpersons (and equivalents) and their deans by Human Resources on behalf of the Provost. Rules and procedures shall also be distributed. IAS will receive an email notifying them to check with their chairs as to their eligibility for promotion. This announcement shall also contain instructions on whom to contact if the IAS member is not shown as eligible but believes he/she may, in fact, be eligible. Finally, the URL regarding the website containing the most current rules and procedures regarding promotion will be included as a component of the announcement.
    • During the second week of classes in the Fall semester, Human Resources, on behalf of the Provost, shall resend the email to IAS noted in #1 above.

  2. IAS Promotion Deadlines
    • First Friday of December - Promotion Portfolio with Departmental Materials due to Deans from Department Chairs
    • First Friday of January - Promotion Portfolio due to the Provost Office for review by IAS Promotion Committee
    • July 1 of following Academic Year - New titles take effect

D. Departmental Procedures for Promotion.

  1. Each department may develop written criteria for promotion eligibility which are more demanding than university minimum standards as indicated in UW-L and/or UW System policy. These departmental criteria must be a component of departmental by-laws and filed with the appropriate dean.
  2. Each department, in consultation with the appropriate dean, shall develop criteria for judging the performance of its IAS members as they pertain to the formulation of a recommendation for promotion.
    1. The composition of the Departmental IAS Promotion Committee shall be defined.
    2. The criteria must address themselves to teaching, PD/CA/Sch and/or service (professional and public service and contribution to the University). Each department, in consultation with its dean, shall develop a departmental definition of professional development, creative activity and scholarship and determine the relative importance of each of these categories.
    3. The criteria shall be documented in the departmental bylaws, filed with the appropriate dean, and be made available to all IAS department members.
  3. Each department shall develop procedures for promotion consideration and recommendation. These procedures shall be filed with the appropriate dean and shall include the following:
    1. An IAS member, who meets minimum university and departmental requirements for promotion eligibility shall be given written notice, by the department chairperson, of eligibility. The promotion candidate shall be made aware of existing university guidelines on promotion, and shall be informed of departmental rules and regulations on promotion procedures.  The candidate shall be given at least a 20-day notice of departmental  review for promotion consideration, shall be informed of the State Open Meeting Law, and shall have the opportunity to present written material in support of promotion.
    2. A department may recommend to the dean for promotion an otherwise non-eligible IAS member. The department shall rarely recommend such exceptions. Such exceptions shall occur only under very special circumstances. The department shall provide in writing fully documented reasons. Candidates applying as exceptions who do not receive departmental endorsement, shall not have access to the appeal process.
    3. The promotion consideration meeting shall include evaluation of oral and written materials submitted in support of the candidate and the result of the candidate’s students and peer evaluations. Departments are not required to rank multiple candidates within the same rank. The committee shall formulate and record its reasons for recommendation or non- recommendation.
    4. For those candidates recommended by the department for progression, the department chairperson shall transmit, in writing, the recommendation and the reasons to the appropriate dean. A copy of the letter shall be provided to the candidate at least one day prior to the submission of the promotion file to the respective dean and within seven days of the department decision. The recommendation shall be accompanied by the result of student and peer evaluations and other appropriate supporting materials.
    5. When a candidate is not recommended by the department or unit, no further consideration shall occur nor shall the candidate’s file be forwarded to the dean.
      1. The promotion candidate shall be given written notification of the negative decision and written reasons for a negative decision within seven days.
      2. Within seven days of receiving the written reasons for a negative decision, the candidate may, by writing to the department chairperson, request reconsideration by the departmental committee that made the decision. The reconsideration review shall take place within 10 days of the filing date. The IAS member shall be given at least 7 days notice of such review. The IAS member shall be allowed an opportunity to respond to the written reasons, to present written or oral evidence or arguments relevant to the decision, and/or to use witnesses. Reconsideration shall be non-adversarial in nature. The committee shall give fair and full consideration to all relevant materials. Written notice of the reconsideration decision shall be transmitted to the candidate within seven days. If a positive decision was made during reconsideration, this decision shall be forwarded to the dean within seven days. If a negative decision was made, no further consideration shall occur and the candidate’s file shall not be forwarded to the dean.
      3. Each promotion candidate has the right to appeal a negative reconsideration decision in a grievance filed with the IAS Hearing Committee. Rules and procedures for filing a grievance are specified in UWS 13.02 and UWL 13.02. The IAS Hearing Committee shall forward its recommendation to the Chancellor (see UWS 13.02).

E. Responsibilities of the Dean.

  1. The dean shall make promotion recommendations to the IAS Promotion Committee. This recommendation shall be in the form of a statement of support or non-support. A statement of non-support shall include reasons.
  2. Within seven days of the dean's decision on a candidate for promotion, the dean shall communicate the decision in writing to the candidate and to the appropriate department chairperson. A candidate who was not recommended for promotion shall receive the reasons for the negative decision as part of this written notification.
  3. Within seven days of receiving the written reasons for a negative decision, the candidate may, by writing to the dean, request reconsideration by the dean. The reconsideration review shall take place within 10 days of the filing date. The IAS member shall be given at least 7 days notice of such review. The IAS member shall be allowed an opportunity to respond to the written reasons, to present written or oral evidence or arguments relevant to the decision, and/or to use witnesses. Reconsideration shall be non-adversarial in nature. The dean shall give fair and full consideration to all relevant materials. Written notice of the reconsideration decision shall be transmitted to the candidate and to the appropriate department chair within seven days.
  4. Each promotion candidate has the right to appeal a negative reconsideration decision in a grievance filed with the IAS Hearing Committee. Rules and procedures for filing a grievance are specified in UWS 13.02 and UWL 13.02. The IAS Hearing Committee shall forward its recommendation to the Chancellor (see UWS 13.02).
  5. The dean shall transmit department recommendations and materials for promotion along with his/her own recommendation statement to the IAS Promotion Committee.

F. Responsibilities of the IAS Promotion Committee.

  1. This description may be found in Appendix C of this document.

G. Appeal of Negative Promotion Committee Appeals

  1. Each promotion candidate has the right to appeal a negative IAS Promotion Committee appeal decision in a grievance filed with the Complaints, Grievances, Appeals, and Academic Freedom Committee. Rules and procedures for filing a grievance are specified in UWS 13.02, UWL 13.02 and UWL 6.02. The Complaints, Grievances, Appeals, and Academic Freedom Committee shall forward its recommendation to the Provost (see UWL 6.02). (See Appendix A.)

H. Responsibilities of the Provost.

  1. Within 21 days of receiving the IAS Promotion Committee's recommendation on a candidate for promotion, the provost shall communicate his/her decision in writing to the candidate, the appropriate department chair, the IAS Promotion Committee chair and the Office of Human Resources.
  2. Within seven days of receiving the provost’s written decision, a promotion candidate who was denied promotion by the provost, but recommended for promotion by the IAS Promotion Committee, may request from the provost written reasons for the denial. The provost shall provide the written reasons within seven days of the request.
  3. There is no provision for appeal of the provost's decision.

End Notes 

Department: Wherever “department” is used “or office” is also to be understood along with reference to its administrative supervisor at appropriate places in the paragraphs.

Professional Development/Creative Activity/Scholarship (PD/CA/Sch): Professional Development/Creative Activity/Scholarship can vary from department to department.  Each department, with the approval of the appropriate dean, shall formulate definitions of Professional Development/Creative Activity/Scholarship activities for IAS. These definitions shall be forwarded with the promotion material of each candidate.

Professional Service: Professional service includes sharing professional expertise with the community or one’s professional organizations.


Revision history:
Last reviewed was July 2020


Supporting tools:


Responsibilities:
N/A


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Keywords:IAS promotion   Doc ID:104083
Owner:John A.Group:UW-La Crosse
Created:2020-07-16 15:50 CDTUpdated:2020-07-17 07:46 CDT
Sites:UW-La Crosse
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