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Non-tenure Track Promotion (NTT)

Qualifications and criteria for appointment, reappointment, or promotion to each of the three ranks of NTT Direct Extension Faculty are based on initial and subsequently increasing excellence and achievement in the Core Competencies and Core Duties of Extension Faculty, as demonstrated with a portfolio of extension work appropriate for the appointment, rank, specialization, and other specified parameters of the particular position. 

The application for promotion is in the form of a dossier prepared in accordance with the Vice Chancellor for Extension and Engagement's Annual Guidelines for Extension Faculty Evaluation and Promotion and the Provost's call for promotion applications.  The dossier documents the accomplishments of the Extension Faculty member.  The Annual Guidelines describe the required components of the dossier, suggestions for the types of documentation to include, and the technical parameters for submission. 

Candidates should refer to the following documents and websites:

Annual Guidelines for Extension Faculty Promotion: 2019-2020

**Due to technical issues with myVITA, you are no longer required to use the myVITA CV format**

Extension Faculty Bylaws, Division of Extension

MU Office of the Provost Promotion for Ranked Non-Tenure Track Faculty

MU Office of the Provost NTT Call Letter

UM System Rules and Regulations: 310.035 Non-Tenure Track Faculty

Frequently asked questions

Fillable PDF Forms for Dossier (you must save/download form for it to be fillable)

Appendix B-- Recommendation Signature Page and Record of Formal Votes

Appendix C-- History and Recommendation Summary

Appendix E-- Procedure for Selection of Outside Reviewers

Other Documents:

NTT Promotion Dossier Checklist

Timeline

As soon as possible

County Engagement Specialists — Notify the Regional Director of your intent to apply for promotion.

Field Specialists — Notify your Program Director or designated Education Director of your intent to apply for promotion.

Training Institute Specialists — Notify your Institute Education Director of your intent to apply for promotion.

Forward four recommendations for external reviewers, three recommendations for partner/collaborator/stakeholder reviewers and three colleague/peer reviewers to the Regional Director for CES and to the Senior Program Director or designated Education Director for Field Specialists or the equivalent.

Supervisors, in coordination with the candidate, select the external reviewers. For those willing to provide the review, ensure the review letters' timely submission.

August 1

Earliest candidates can request Box access

No later than 11:59 p.m., August 31

Final opportunity to:

Notify your supervisor of your intent to apply for promotion and request Box access. Requests for Box access on September 1 or later will not be honored.

Forward four recommendations for external reviewers, three recommendations for partner/collaborator/stakeholder reviewers and three colleague/peer reviewers to the Regional Director for CES and to the Senior Program Director or designated Education Director for Field Specialists.

No later than 11:59 p.m., September 30

Candidates submit their dossier, one paper copy to their supervisor and one electronic copy via Box. On midnight, October 1, Box access is closed to candidates.

As soon as October 1

Supervisors forward the candidate's dossier to the external reviewers for their review. As needed follow-up to determine the status of the review.

No later than 11:59 p.m., November 30

RDs and PDs or their designated ED complete and forward their letters of recommendation.

NTT support staff uploads to Box and adds to the paper dossier the two letters of recommendation to Tab II and the two external peer review letters, the partner/collaborator/stakeholder letter and the colleague/peer letter to Tab VI.

Supervisors complete the letters of recommendation and ensure that their letters, the external peer letters, partner/collaborator/stakeholder and colleague/peer letter are uploaded to Box and added to the paper dossier.  Box access is closed on midnight, December 1.

No later than January 25

Extension Faculty Policy and Standards Committee Chair provides the Vice Chancellor and candidate with written notice of the committee's vote and recommendation for promotion.

As directed in the promotion notification letter

Candidates not recommended for promotion to the desired rank inform the Extension Faculty Policy and Standards Committee Chair of their desire to appeal and submit any additional evidence addressing the Opportunities For Improvement.

No later than February 22

Extension Faculty Policy and Standards Committee Chair provides the Vice Chancellor and candidate with written notice of the committee's vote and recommendation of any appeals.

March 1

Vice Chancellor of Extension and Engagement forwards the candidate's dossier, the Extension Faculty Policy and Standards Committee vote and recommendation and the Vice Chancellor's recommendation to the Provost.

August 1

Provost completes the reviews of all dossiers, renders a promotion decision.

September 1

If approved by the Provost, the candidate's promotion becomes effective.

Dossier workshops  

Non-Tenure Track dossier training workshops are for anyone preparing dossiers or who will be writing evaluation letters for candidates. Individuals planning to submit a dossier for promotion in the fall are strongly encouraged to attend or watch recordings of the workshops. The workshops are be presented via Zoom and recorded for those who cannot attend; register through myExtension to attend.

The next scheduled online workshop is August 6, 2019, 10 am- 12pm.

 

Recordings of NTT dossier workshops

Preparing your NTT Dossier ISE-- June 20, 2019 (Zoom recording)

Preparing your NTT Dossier ISE, 2nd Session-- August 6, 2019 (Zoom recording)

 

Slide Presentations

Preparing your NTT Dossier ISE-- June 20, 2019 (PPTX) 

 

Extension NTT promotion committee

The committee is comprised of a representative from each of the four program areas, continuing education and campus tenure track. The committee chair is selected by committee members and serves as chair for one-year. Committee members are determined by election within their area for a three-year term.

Chair, Susan Mills-Gray, Extension Professor, Concurrent NTT (9/2018- 8/2021)

Michelle Kroll, Extension Professional, Business & Community Development (9/2019- 8/2022)
Matt Herring, Extension Professional, Agriculture & Natural Resources (9/2019- 8/2022)

Darla Campbell, Extension Professional, Agriculture & the Environment (9/2018- 8/2020)
Karla Deaver, Extension Professional, Youth & Family (9/2018- 8/2021)
Denise Sullivan, Extension Professional, Health & Safety (9/2018- 8/2020)

Tim Safranski, Professor, Concurrent Tenured (09/2019- 8/2021)
Chris Thompson, Extension Professional, Ex Officio (9/2019- 8/2020)

Frequently Asked Questions

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    Why should I apply for a rank title?

     • It is an opportunity for career progression
     • It reflects excellence in your field
     • There are other periodic incentives that are limited to rank faculty only
     • Promotion to a rank title includes monetary benefits
       • Individuals promoted to Extension Professional will receive a $10,000* increase to their base-building salary
      Individuals promoted to Associate Extension Professional will receive a $7,500* increase to their base-building salary

    *rate is subject to change and will be reviewed on a yearly basis

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    How do I know if I have an academic appointment?

    To determine the nature of your appointment, contact Extension Human Resources.

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    Are all academic positions eligible for a ranked title?

    No. The position must, at the time of hire, require at a minimum a Master's degree. So, if at the time of hire/transfer into the position, the minimum requirement was a Bachelor's degree (or no degree), the position is not eligible for promotion to a ranked title.

    In addition, there are a few positions that are not eligible for rank. These titles include, but are not limited to, instructor, senior lecturer, visiting professor, adjunct professor, adjunct instructor, extension associate, research associates, educators, etc.

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    How is academic service determined?

    The NTT Committee, in conjunction with Extension Human Resources, will determine the amount of full-time academic experience/service. This does not include experience as a student or a graduate student. Only full-time experience/service as a teacher or educator is applied toward rank.

    The first step is to discuss your intention to seek promotion with your supervisor, typically during your annual performance appraisal.

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    Is there a maximum number of people that can be promoted to each level in a given year?

    There is no limit to the number of qualified candidates who can be promoted each year.

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    Are applicants considered for a rank title if they apply for a position through Employees First (internal search)?

    No. If offered the position, this would be a transfer not a new hire. The individual would need to apply for a rank title through the NTT promotion system.

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    Are current employees considered for a rank title when applying for an advertised position that is not through Employees First?

    No; however, they can apply through the next NTT Promotion cycle for a ranked title if they meet the qualifications.

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    Are the criteria for promotion the same every year?

    Generally the criteria are the same each year; however, the provost's annual call for promotion may contain some changes. Be sure to read the current call letter and thoroughly review the guidelines for the current year. The promotion committee may amend the guidelines as needed to better support the program and NTT candidates.

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    How will I know if a person is a ranked faculty member?

    Generally speaking, if a person holds an official title that includes "professor" or "professional," he or she is ranked faculty. Individuals may refer to the University of Missouri or Extension faculty directory for titles held by employees. Alternatively, one may call the MU Extension Human Resources office to inquire as to the rank of a colleague. Another idea is to ask the colleague if they are ranked.

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    Is there a time requirement before I can apply for a ranked title or a higher ranked title?

    he applicant can put his/her materials forward for a higher ranked title whenever he/she believes he/she is ready (caveat -- the position must require a minimum of a Master's degree and the applicant must meet the degree and experience criteria for the ranked title). However, it will usually take 5 years between promotions before an applicant is able to demonstrate sustained achievement since the applicant achieved his/her current rank title.

    While the applicant may refer to the previously submitted work (summary of accomplishments), he/she will need to build on that work and show clear and distinct sustained achievements from the time he/she obtained his/her current rank title. Only the new work since his/her last ranked title will be considered.

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    What is the correct rank that should be entered on the History and Recommendation Summary form where it asks for Current Rank and Initial Appointment Date and Rank?

    All Extension Specialists have a ranked title as of September 1, 2018. The applicant will put his/her current ranked title and the date he/she received the ranked title.

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    If there are gaps in service due to family illness or local budget constraints that affected one's ability to conduct programs, how will that be viewed?

    Candidates for promotion should explain service gaps and other information related to appointment in Appendix C: History and Recommendation Summary of the Guide or the refillable forms section on the Preparing Promotions Dossier webpage.

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    What if I am unable to locate my initial letter of appointment?

    You may substitute other documents indicating your initial appointment, such as a copy of your "hire" personnel action form. You may need to contact Extension Human Resources to obtain a copy of this form.

    Additionally, if you have changed positions in your career, include the job descriptions for each position held during the time period addressed in your dossier.

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    What is the difference between a resume and a CV?

    The CV, or curriculum vitae, is an expanded version of the resume. For additional information, see: MU Career Center Guide to Curriculum Vitaes. A CV will very specifically reflect your scholarly accomplishments such as, presentations, publications, other teaching and research experiences, and research projects.

    myVITA must be used for all CV submissions in 2019 and after. Given some of the myVITA limitations, explanatory notes may be included as long as both the myVITA CV and notes do not exceed the established page limits.

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    To what degree is revenue generation a deal-breaker for those of us who have generated hundreds of thousands of dollars locally for program support, but none of that was handled by Extension on campus? Is local revenue generation applicable?

    Revenue generation can be used as evidence of work quality, but it is not a promotion requirement and is not a deal-breaker. Examples of revenue generation as evidence includes grants in which the applicant is the PI or CO-PI, fees to attend presentations, and increases in county funding.

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    Do I need to explain everything I have accomplished?

    Never assume your work is obvious to others. The promotion committee may not be familiar with your work. The provost makes the final decision on promotion, and he will not be familiar with your work. You may use the Tab IV - CV and Tab V - Summary of Accomplishments to document your career accomplishments.

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    Does experience with other Extension systems count?

    All relevant experience counts, including other Extension systems and educational institutions where your primary appointment was academic in nature.

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    What can I include in my summary of accomplishments?

    For ranked Assistant Extension Professionals in that title at the time of approval of these bylaws, any future applications for promotion to Associate Extension Professional may consider all years of service and evidence of accomplishment as an unranked Specialist and as an Assistant Extension Professional. Subsequent application for promotion to Extension Professional may only consider years of service and evidence of accomplishment while an Associate Extension Professional.

    For ranked Associate Extension Professionals in that title at the time of approval of these bylaws, any future applications for promotion to Extension Professional may consider all years of service and evidence of accomplishment as an unranked Specialist, as an Assistant Extension Professional, and as an Associate Extension Professional.

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    I was awarded the title of Assistant Extension Professional. I have not applied for promotion previously. I believe I meet the qualifications of an Extension Professional. Can I apply for that rank, skipping the promotion to Associate Extension Professional?

    For Specialists who are converted to Assistant Extension Professional titles without an application, future applications for promotion directly to the rank of Extension Professional, without first achieving the rank of Associate Extension Professional, will be considered only during the first annual promotion cycle immediately following conversion (meaning the submission of a dossier in 2019), and may consider all years of service and evidence of accomplishment as an unranked Specialist. If this one-time exception is not taken, then any application for promotion in future annual promotion cycles will only be considered at the rank of Associate Extension Professional, but may still consider all years of service and evidence of accomplishment as an unranked Specialist and as an Assistant Extension Professional.

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    Does the 25 page limit for Summary of Accomplishments (Tab V) include the samples of work and peer evaluation letters?

    The summary of accomplishments has two sections and each section has its own limits. 1) The narrative is limited to 25 pages, 2) Five samples of work are allowed, each sample being no more than 5 pages long.

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    How do I know whether my participation in a grant should be included?

    If you were the writer of the grant or the principal investigator, the amount of the grant may be included as evidence of the quality of your work in the "Create" criteria category. Any contributions to the grant by delivering programs, creating curriculum, or conducting research should be included in your summary of accomplishments in either the "Educate" or "Create" criteria categories.

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    I have been a new employee mentor. Where should that be included?

    You should include that under professional service and leadership in the Summary of Accomplishments (Tab V).

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    I am afraid that one of my two external reviewers will not submit my letter of review by the deadline. Would it be OK for me to have a third reviewer so I have the two required letters?

    If you are concerned that one reviewer will not submit a letter of review prior to the deadline, you and your supervisor should identify another potential reviewer so you may be sure to have the two required letters by the deadline. Supervisors will move forward with additional requests as they deem appropriate.

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    What do I do if something prevents me from uploading my dossier or other materials on time?

    Do not wait until the last minute to upload your dossier. It is the applicant's responsibility to ensure all materials upload successfully to the NTT University of Missouri Box site by the deadline of 11:59 p.m. on September 30. Regional directors can assist in verifying a successful upload, but it is ultimately the applicant's responsibility.

    A documented medical condition, other similar emergency over which the applicant and others had no control is the only appropriate reason for requesting a waiver. Only the applicant can submit a request which must be received no later than the first working day after September 30. Waivers requested after this date will not be considered. The document for which the waiver is being requested must be sent with the request.

    If the applicant has issues uploading to the NTT University of Missouri Box site they should contact the committee chair or Kim Shettlesworth, NTT Support, prior to submission deadline of 11:59 p.m. on September 30.

Contact

Chris V. Thompson, chair, [email protected]
Associate Extension Professional, Business Development Specialist,
County Program Director, Cole County, East Central Region