Faculty Promotion Procedure | SCC

About

Faculty Promotion Procedure

Division: Institutional
SCC Procedure Number: SPR2.6
OPR: President/CEO
Issued: 8/1/2024
Revised: 
Effective: 8/15/2024
Approved SCC President/CEO: 9/27/2024
Reference KCTCS Policy: 2.1 Faculty, Faculty Rank, and Faculty Titles; 2.5 KCTCS Performance Review; 2.6 Promotion in Rank (All Eligible Faculty); and 2.6.3 KCTCS Rank and Promotion Guidelines for Term Contract Faculty

Procedure

  1. Overview
    1. This procedure supplements KCTCS policy and procedure applicable to the faculty promotion process by establishing local procedures not specified.
    2. The faculty member promoting is responsible for developing their portfolio with the guidance and advice of their assigned mentor. They are also responsible for ensuring they meet all deadlines outlined in the invitation. The only acceptable software utilized for portfolios is OnBase. Training and access are readily available from the college.
    3. The faculty mentor is responsible for reviewing and providing guidance for the faculty member promoting. The mentor should also be familiar with OnBase.
    4. The President’s office is responsible for developing and implementing this procedure and coordinating any changes. This includes:
      1. Developing the local timeline that meets the KCTCS Performance Review and Process Timeline established by the System President.
      2. Notifying all faculty eligible for promotion and developing the final list of candidates for the promotion cycle.
      3. Appointing the faculty to serve on the College Advisory Committee on Promotions (CACP) and providing the resources they need to complete their work.
      4. Considering the committee’s recommendations while determining approval or disapproval of individual promotions or recommendations for promotion to the KCTCS System Office.
      5. Notifying individual faculty of the promotion decision and any appeals, if applicable.
    5. The CACP is responsible for establishing an overview, guidance, and schedule that ensures the local deadlines are met for promotion-eligible candidate portfolios, reviewing each promotion candidate and their completed promotion portfolio, and, as a committee, making a recommendation for promotion to the SCC President.
    6. The Supervisors for eligible faculty are responsible for assigning a mentor to each candidate they supervise, who will guide and advise the candidate during the promotion process. Supervisors are also responsible for establishing PPE that provides the opportunity for each candidate to gain the experience and training needed for promotion to the next rank. This begins on the date the supervision begins and is progressive through the years leading up to promotion eligibility.
  2. General
    1. The faculty promotion process is driven by KCTCS Policies 2.1, 2.5, 2.6, 2.6.3, and this SCC policy and procedure. While the required timelines are established by KCTCS, additional timelines may be set by the local administration and the CACP.
    2. The promotion process begins the day a new faculty member starts at SCC. It includes information and training provided by the supervisor and specific planning for promotion requirements through the PPE process. Each division should assign a mentor during the initial assignment to keep the faculty member on track throughout the years preceding promotion eligibility. Until the faculty member is invited to be promoted, the mentor and supervisor should periodically consult with the member to ensure they are meeting the needed levels of effort. Guidance for planning these activities in the PPE is listed below but is not meant to be exclusive. Faculty and their supervisors should check with the Academic Dean and/or Provost if there are questions.
      • Faculty Performance Evaluation Guidance
        As faculty members advance in rank, their responsibilities should become more complex and wide-ranging. For instance, while Instructors may focus mainly on their position duties, Associate Professors are expected to take on leadership roles at the state or national level as they work towards promotion to the rank of Professor. This progression reflects the increasing level of responsibility associated with higher academic ranks. With each advancement in rank, there should be a noticeable increase in contributions in areas such as leadership and professional development. Faculty members are expected to fulfill their primary duties and show growth in their ability to lead, innovate, and contribute to the broader academic community.
        The following are examples of activities and effort percentages for each area of the PPE and faculty ranks. These are meant to serve as a starting point for discussions during the planning process. All areas of the PPE should be reviewed and agreed upon by the faculty member and their immediate supervisor. This process places a significant responsibility on the faculty member to actively participate in their professional development and growth.
        • Position Responsibilities:
          • Teach assigned credit/contact hours per semester.
          • Advise assigned students as per program and institutional requirements.
          • Maintain a minimum of 10 office hours.
          • Meet or exceed the required on-campus engagement.
          • Develop instructional/course materials.
          • Demonstrate curriculum and/or program development.
          • Prepare and submit syllabi for all courses taught.
          • Assign and grade student work in a timely manner.
          • Maintain a positive and safe classroom environment.
          • Adhere to the course modality described in the term schedule/course syllabus.
          • Document absences and record/report no-shows.
          • Participate in student recruitment, retention, and completion activities.
          • Report Student Learning Outcomes (SLO) data each semester.
          • Attend faculty, department, division, and mandatory college-wide meetings.
          • Participate in Starfish or equivalent student success platforms.
          • Make all course Blackboard shells open and available to students before the beginning of the term as detailed by their Associate Dean/Supervisor.
          • Participate in fall and spring commencement ceremonies.
          • Maintain satisfactory student evaluations.
          • Tutor
        • Rank-Specific Percentage Effort Recommendations:
          • Instructor: 80-95%
          • Assistant Professor: 75-90%
          • Associate Professor: 70-90%
          • Professor: 65-85%
      • Internal Service
        • Participate in curriculum committees focused on developing, revising, or assessing curricula across departments or programs.
        • Engage in program or course assessment to ensure alignment with learning objectives and institutional standards.
        • Contribute to student success initiatives aimed at improving retention, success, and completion rates.
        • Serve on committees (e.g., program advisory committees, search committees, BILT Teams, standing or ad hoc committees, etc.). Examples might include:
          • Participate in committees or workgroups focused on specific pedagogical or technological practices.
          • Serve on committees preparing accreditation reports or participating in quality assurance processes.
          • Work on technology integration committees to enhance the use of educational technologies.
          • Participate in grant writing teams or committees focused on securing external funding for initiatives.
        • Contribute to diversity and inclusion initiatives to promote equity and support diverse populations.
        • Mentor new faculty members through structured mentorship programs.
        • Serve as an advisor to student organizations or clubs, supporting their activities and goals.
        • Participate in, present, or support department, division, and college events.
        • Mentor dual credit instructors.
        • Rank-Specific Percentage Effort Recommendations:
          • Instructor: 1-5%
          • Assistant Professor: 1-8%
          • Associate Professor: 1-8%
          • Professor: 1-10%
      • External Service
        • Participate in local community events or activities.
        • Engage in external service projects that promote the college, such as recruitment events or career fairs.
        • Serve on community boards, foundations, committees, or commissions to represent the college and contribute to local initiatives.
        • Facilitate or deliver workshops, lectures, or seminars for community organizations or educational institutions.
        • Engage in non-compensated continuing education or customized industry courses for community members or local businesses.
        • Organize or participate in forums and community meetings to discuss educational or community issues.
        • Arrange or support fine arts, cultural, or recreational events in partnership with local organizations.
        • Provide professional assistance or expertise to community organizations in areas related to your academic discipline.
        • Collaborate with K-12 schools on educational projects, mentorship programs, or career exploration activities.
        • Lead or participate in college-sponsored charitable activities or initiatives that benefit the broader community.
        • Rank-Specific Percentage Effort Recommendations:
          • Instructor: 1-2%
          • Assistant Professor: 1-3%
          • Associate Professor: 1-5%
          • Professor: 1-5%
      • Professional Development
        • Complete all mandated training (e.g., KCTCS Training).
        • Participate in college-wide Professional Development (PD) Day.
        • Engage in professional development activities relevant to teaching and advising, such as TLC offerings or discipline-specific training.
        • Attend state or national meetings to support growth in the faculty member’s primary field, teaching and learning, etc.
        • Pursue advanced degrees, certifications, or specialized training that enhances expertise and contributes to the institution's academic goals.
        • Participate in workshops, seminars, or conferences that focus on pedagogical innovation, technology integration, or discipline-specific advancements.
        • Attend webinars, online courses, or other digital learning opportunities to stay current with trends and best practices in education.
        • Engage in leadership development programs, such as workshops or training sessions, to prepare for leadership roles within the institution or broader academic community.
        • Participate in training to enhance your ability to create inclusive learning environments and support diverse student populations.
        • Rank-Specific Percentage Effort Recommendations:
          • Instructor: 2-6%
          • Assistant Professor: 1-6%
          • Associate Professor: 1-6%
          • Professor: 1-8%
      • Leadership
        • Serve in leadership roles within the college (department, division, college) or system/state (e.g., program coordinator, committee chair).
        • Lead or coordinate local activities or initiatives.
        • Engage in leadership roles in professional organizations at the local, state, or national level. (For Associate level and beyond, faculty will need state-level leadership for the promotion process. This might include things like chairing a state/KCTCS level committee, serving as KCTCS Senator, or similar positions, etc.)
        • Chair or lead key institutional committees, such as curriculum committees, strategic planning groups, or accreditation task forces.
        • Mentor junior faculty or staff members, providing guidance and support to help them develop professionally and succeed in their roles.
        • Coordinate faculty development programs, workshops, or seminars aimed at enhancing teaching practices, research skills, or leadership abilities.
        • Lead or participate in the development and implementation of institutional policies, strategic plans, or major initiatives.
        • Take on leadership roles in professional associations, such as serving as an officer, board member, or conference chair.
        • Lead cross-departmental or interdisciplinary projects that advance the institution's academic goals or strategic initiatives.
        • Oversee the development and administration of grants or special projects that require coordination across multiple departments or institutions.
        • Advocate for the institution in external forums, such as community meetings or legislatively.
        • Develop and lead initiatives that promote diversity, equity, and inclusion within the institution, such as diversity task forces or cultural competency training programs.
        • Rank-Specific Percentage Effort Recommendations:
          • Instructor: 0-2%
          • Assistant Professor: 1-7%
          • Associate Professor: 1-9%
          • Professor: 1-10%
    3. Faculty Members Promoting:
      1. Faculty should begin by reviewing applicable KCTCS policy and procedure. Faculty position duties are defined in KCTCS Policy 2.1 Faculty, Faculty Rank, and Faculty Titles to include librarians, counselors, lecturers, instructors, assistant professors, associate professors, and professors. These descriptions should be considered when developing the PPE and preparing for the next rank.
      2. During May of each year, an eligible faculty list is sent to the President, and after coordination with academic deans and supervisors, eligible faculty are invited to be promoted during that promotion cycle. Once the faculty member agrees to promotion in that cycle, they have full responsibility for their submission portfolio including input and correction using OnBase software. Orientation and training for OnBase are available, as well as some self-help videos for faculty needing assistance with this software. Faculty should establish and maintain contact with their supervisor, mentor, and the CACP throughout the promotion cycle. Many of the common questions and problems can be easily resolved using these resources first. Content portfolios should be established when the faculty member starts at SCC and data entered routinely; many of the problems related to promotion are a result of trying to hurry through the portfolio at the last minute. The CACP and the President’s office will communicate regularly via email and schedule meetings during the process.
      3. Promotion portfolios must contain a letter from the Division Chair or Dean (preferably both) and at least six recommendation letters from faculty at the rank of associate or professor. Promoting members should talk with the faculty writing recommendation letters to be sure any areas of concern are clear, as letters are submitted directly to the President for review through OnBase.
    4. Supervisor of Members Promoting
      1. The supervisor is responsible for the promoting faculty member well before the promotion cycle. New faculty members should be brought into their position with a thorough briefing about the promotion system and that member’s responsibilities for being eligible. The supervisor has at least two years before each promotion to work with each faculty member to outline an individualized plan that includes promotion. This should be laid out in the member’s PPE documents and clearly explained during their evaluation each year.
      2. Supervisors are also responsible for selecting a mentor for every person reporting to them. This person ideally will be in a different promotion year group, teach in an area related to the faculty promoting, and be one rank higher. This may not always be possible, but, at a minimum, the mentor is selected based on their ability to use and work within the promotion system. Mentors are selected long-term and ideally remain with the mentee from day one through at least the end of the first promotion cycle.
    5. Mentor of Members Promoting
      1. Mentors, as applied by this procedure, are focused solely on the promotion cycle. That does not prevent the supervisor from establishing a more robust mentor-mentee relationship but, rather, describes the minimum. Mentors must be knowledgeable about the promotion process and will typically have gone through it before their assignment. Mentors should have a relationship with the mentee that allows constructive criticism and opinions on the demonstrated work for promotion. There is no set meeting schedule, but it should be anticipated that during the promotion process, mentors will meet with their mentees at least every two weeks and probably more as the deadlines approach. Mentors are just that, mentoring the work done by the mentees and should not be doing the work for the mentee.
    6. College Advisory Committee on Promotion (CACP) Members
      1. The College Advisory Committee on Promotion (CACP) faculty members are selected by the Associate Dean and approved by the Division Academic Dean, based on rank. The Learning Commons Director, VP for Workforce Solutions, and Director of Enrollment (if needed) select and approve the person for that position.
      2. MNS- (1) Professor
      3. HFASS- (1) Professor
      4. HSN- (1) Professor
      5. BPS- (1) Professor
      6. CTE- (1) Professor
      7. Library/WS/Counselor- (1) Professor (preferred) or Associate Professor
    7. Faculty serving on the CACP are committed to a 3-year term, with the initial group using staggered terms to ensure appointments do not allow for a complete turnover of the CACP in one year. The CACP is responsible for managing the selection process and making recommendations to the President for faculty promotions of all ranks.
    8. The CACP shall meet several times during the promotion cycle.
      1. (August/September) After selection, the first meeting will be with the President, Provost, and administrative staff. This will be scheduled from the President’s office. The primary objectives are to choose the CACP Chair and review a list of faculty invited to promote and their mentors (provided by the President’s office). The process, applicable policies and procedures, use of OnBase, and resources will also be reviewed with key due dates.
      2. (September) CACP meets with eligible faculty with mentors as scheduled by the CACP (the President’s office will assist). Review of CACP expectations, due dates, and resources for all faculty promoting.
      3. (September-January) CACP determines internal and required meetings as necessary. Eligible faculty must accept or decline promotion by September 1.
      4. (February- early March) CACP reviews all portfolios and provides their recommendations to the President. These recommendations must include a recommend or non-recommend for promotion statement. This must be a written report outlining the strengths and weaknesses of each candidate, as well as the CACP vote for that candidate.
  3. Timeline
    1. This is a general timeline of events as they occur during the promotion process. Specific dates and times are established and published by the KCTCS System Office during the spring, before the beginning of the process, and will be available for all faculty. In general, expect these timelines:
      1. May: The CACP Chair meets with the President and Provost to discuss the previous promotion cycle. Any recommendations are discussed, and changes are explored for the coming year. Invitations to promote are sent to each eligible candidate. Faculty must accept or decline promotion via OnBase by September 1. Promoting faculty should know whether or not they are ready to commit and have discussions with their supervisor and mentor. Once the member accepts the promotion, they can start moving items from their content portfolio to their submission portfolio in OnBase.
      2. June: Faculty begin/continue development of their portfolios. During the same time, CACP member names are received from the Deans/Director in the President’s office.
      3. July: Faculty begin/continue development of their portfolios.
      4. August: Commitment due from eligible faculty to be considered for the promotion cycle. First meeting with CACP Chair for the new cycle with President/Provost. Policies and procedures, a list of eligible faculty, list of committed faculty, and their mentors should be provided to CACP Chair. The CACP Chair schedules the first meeting of the CACP for orientation and a preview of the coming process. CACP determines its first meeting date with eligible/committed faculty and mentors. This meeting should be held as soon as practical in September.
      5. September: Deadline to accept or decline current year promotion cycle. CACP conducts the first meeting with promoting faculty and mentors. This meeting should establish due dates, processes, and resources faculty will need for their portfolios. The CACP chair ensures the President and Provost are current on any known issues. Faculty may still withdraw from promotion for the year through this month. CACP begins the development of its rubric for scoring portfolios.
      6. October: CACP may hold additional meetings as required. The CACP chair ensures the President and Provost are current on any known issues. Faculty may still withdraw from promotion for the year through this month.
      7. November: Promotion-eligible faculty continue working on their portfolios with their mentor and supervisor as needed.  A partial draft of the portfolio is due to the faculty member’s mentor. CACP may hold additional meetings as required. The CACP chair ensures the President and Provost are current on any known issues. Faculty may still withdraw from promotion for the year through this month.
      8. December: Promotion-eligible faculty continue working on their portfolios with their mentor and supervisor as needed. CACP may hold additional meetings as required. The CACP chair ensures the President and Provost are current on any known issues. Faculty may still withdraw from promotion for the year through this month.
      9. January: Finalized annual performance reviews are due for promotion candidates.  The first full draft of the portfolio is due to the faculty member’s mentor on January 1.  The second full draft of the portfolio is due to the faculty member’s mentor on January 31st.  Promotion-eligible employees continue working on their portfolios with their mentor and supervisor as needed. CACP may hold additional meetings as required. The CACP chair ensures the President and Provost are current on any known issues. Faculty may still withdraw from promotion for the year through this month.
      10. February: Final Portfolio is due.  All portfolios are reviewed by the CACP using their rubric. Each eligible faculty member will complete an interview lasting no longer than 10 minutes with the CACP to clear up any questions or comments about their portfolio before the score being finalized. Mentors are not allowed in this meeting. Once the initial review and interviews are completed, the CACP will assign a score for that person and recommend/not recommend promotion for that individual. When discussing portfolios and voting, the CACP member who represents the division the portfolio member works in does NOT vote for that person; however, they should be fully engaged in the conversation with other CACP members. The President reviews all portfolios separately in OnBase.
      11. March: Final reviews will be completed by the CACP and presented in a written report with recommendations provided to the President. By mid-March, the President will make decisions for all defined term- contract faculty.  For tenured, tenure-track, continued, or continuing faculty, the President decides assistant professor and sends their recommendations for associate professor and professor to the Systems Office.
      12. April: Tenured, tenure-track, continued, or continuing faculty promotion portfolios are reviewed by the Senate Advisory Committee on Promotion, which then sends a recommendation to the KCTCS President for the final decision.  Any denied portfolios will be notified by the local college President.
      13. May: The President notifies all selected faculty of their promotion.
      14. June: The BoR ratifies all Faculty Promotions
  4. Resources
    1. Adding OnBase to your computer
      1. Click on the Windows Start icon (lower left corner).
      2. Find “Microsoft Endpoint Manager,” and click to open up.
      3. Click on “Software Center.”
      4. This should bring up a screen that has "Applications" selected in the left-hand sidebar and shows what software is available for download in the main content area.
      5. You will have the option to install the OnBase Hyland OnBase 18 Full. (My icon is not showing because I have it installed). Click on it & follow the install instructions.
      6. Once installed, you can access OnBase from the Start menu or your desktop icon. It will be labeled Hyland in your start menu, then Unity Client.
      7. If you need assistance with this process or do not have any of the steps available on your computer, you will need to submit an SCC IT Helpdesk ticket.
    2. Additional Information
      1. You can find detailed information on faculty promotion at the KCTCS Provost Office. Pay special attention to the OnBase Process Training Resources located on the right side of the Faculty Promotion Information and Support page (particularly, the Faculty Promotion Procedures, which include Policy and Procedures specific to Promotion).
      2. We use OnBase electronic storage to compile Promotion Portfolios. Above is a guide for adding OnBase to your computer. As a faculty member, you already have a content portfolio. You can start adding documentation now to help with your future promotion. This YouTube video explains how to import files. Note: The Faculty Promotion Procedures include the components that are required for your portfolio.
      3. At the beginning of your promotion cycle, you will be sent an invitation to be promoted from OnBase. If you accept this invitation, your assigned mentor will assist in compiling your promotion portfolio. During your promotion cycle, you will be offered training and communication to guide you through your promotion.
  5. For specific advice on faculty expectations, performance, and maintaining successful momentum toward promotion, refer to your Department Chair.