TO: New Brunswick Faculty Members
FROM: New Brunswick Faculty Council Personnel
Re: Preparation of Form 1a (or b,c,d,e) for reappointment
and promotion decisions
this communication is intended for new faculty and faculty
expecting to go through the promotion process. The New
Brunswick Faculty Council, an elected faculty governance body, has
approved this "Dear colleague" letter as a service to its constituency
during its meeting of 5/7/99. While the information compiled in this letter
has been provided in good faith, the NBFC cannot accept direct responsibility
for any errors or omissions. Please also note that the University Administration
has not reviewed this letter.
At Rutgers, prior to reappointment or promotion, your
department chair is required to submit a document that serves as a master
record of all your activities -- scholarship, teaching and service-- known
as Form 1a, "Recommendation Information Form for General Teaching/Research
Faculty". (Variations across units are Form 1b "Recommendation Infor mation
Form for Faculty with Appointments in the Creative or Performing Arts",
Form 1c "Recommendation Infor mation Form for County Agents", Form 1d "Recommendation
Infor mation Form for Extension Specialists" and Form 1e "Recommendation
Infor mation Form for Clinical Faculty). For reappointment, this form is
submitted by the Chair near the beginning of the Fall semester of a candidate's
3rd year of appointment. The tenure process takes place following a new
faculty member's fifth year, when your Chair and you prepare a packet of
materials (including the appropriate Form 1: a, b or c) that make up your
Attached to this will be the other material you submit--publications,
a personal statement if you choose, teaching materials or a teaching portfolio--and,
in cases of tenure and/or promotion, letters from outside evaluators. (For
the official details of this and all other parts of the process, you can
consult the guidelines, "Academic Reappointment/Promotion Instructions"
in your department office).
To ensure that the preparation of Form 1 proceeds smoothly,
we recommend that you be fully informed about the data that will appear
on the form, and that you take steps to guarantee that all information
is available and accurate beginning from the time you arrive at Rutgers.
In the following we outline some actions by faculty who have been through
the tenure and promotion process. Some of these steps will also be useful
in helping you to come up with a list of outside evaluators.
During your first semester
After you have settled in
Attend any orientation meetings arranged by your department
and/or college. Advice about the tenure process will be covered in many
of these meetings. If you have not been contacted about future orientation
meetings, ask your Chair whether any are planned.
Ask for a copy of the current Form 1, if you have not already
been given one. You may be able to get a copy on disk or download one.
At least every semester, update the information you have already entered
(additional publications, articles submitted, articles in press, books
submitted, works in progress; classes taught, enrollment figures for each
course; colloquia presented, participation in professional meetings; student
supervision; department and college committees, etc.). Check to see whether
changes have been made to the form itself as well.
Begin to put together a "teaching portfolio" that includes
information about the courses you teach, your goals for the courses, copies
of syllabi, assignments, and so forth. The Teaching Excellence Center may
be helpful in the latter task. Your department will also be the source
for teaching evaluation data. Information about courses is especially necessary
when you have redesigned or created a new course.
Ask whether your department has a "mentoring committee".
If not, form your own informal advisory committee.
Make certain that you meet with your department chair once
every year, as regulations require, to review your progress. Ask for advice
with respect to your publication trajectory, whether your teaching evaluations
are good/excellent, how your teaching compares to others in the department,
how to improve your teaching, whether you are under- or overloaded with
Ask more senior colleagues who have been promoted recently
whether you may look at or have a copy of their promotion materials.
Keep everything, no matter how trivial it seems. Some
of this information will be required on the Form 1, some of these items
you will want to include as part of your promotion dossier, and some of
these items will suggest names of potential evaluators to you. Much of
it will be forgotten if it is not written down and filed away. A partial
Minor points to remember when filling out the form
Letters from journal editors asking for reviews
Letters from undergraduates thanking you for research opportunities
Invitations to present colloquia
Course syllabi, goals, enrollment, grade distributions, rosters
List of all committees including ad hoc committees
Guest lectures--at Rutgers, at other institutions
Partial teaching credit--guest lectures, proseminars
List of potential referees--from editorial boards, those
who request reprints, signed peer reviews, colloquium speaker contacts.
Make a note of the credentials for each person (full tittle, Editorial
Boards, awards) as these credentials are considered along with the person's
All graduate students supervised--as chair of Master's, Qualifying
Exam, or dissertation Committees; as member of the same. Provide dates
for these (for example, Joe Smith, Chair of Qualifying Exam Committee,
completed April 1999).
All undergraduate students' independent work supervised--student
name, semester and tittle of project if appropriate.
Awards that you have received
Awards your students (graduate and undergraduate) have received,
again with dates given
Grants received (internal and external)
Grants applied for
Reviews of grants (even unsuccessful, unfunded, but positive
Accurate and up-to-date list of all publications and status
of these publications (draft, revision, accepted pending revision, in press)
Community service--talks to clubs and K-12 schools, participation
in school boards, curriculum work in the public schools, township committees
Social Science or Science Citation Indices pages (for others'
reference to your work)
Book reviews of your books
Press reports about your work
Grant review panel names, internal and external
It may seem tedious to keep track of all these things, and
on a busy day, a promotion process several years away may be a low priority.
But finding, even remembering, these things years after they occur may
be more difficult than you think. No one can keep track of your contributions
to the University's missions of teaching, research and service as well
as you can. Recording things now will make your promotion process, when
it does arrive, both better documented and less stressful.
Everything is entered in reverse chronological order
The 3rd person, rather than 1st, must be used such as: the
Use the "Works in Progress" section. You may update information
on the form at some point in the process, but only for items that are already
Make sure you have no "missing semesters". Is your teaching
represented accurately semester by semester? Did you take a FASP leave
or unpaid (personal, family) leave? Did you "buy out" of a course with
grant funds? Did you receive course release time for administrative duties?
Make sure all of this information is clearly and fully indicated.
Completing a promotion dossier can be a daunting task, primarily
because it is a "first". Give yourself enough time to do a thorough job,
to include everything, and to double check all details.