Academic Staff Policies & Procedures

12.01 GENERAL. Given the tradition of a close, cooperative, consultative relationship between our campus administration and the ASC in the initiation of the academic staff titling structure, it is imperative that this tradition be the foundation upon which the process be built.

An academic staff member may request a change of his/her title if the staff member believes that the assigned title does not adequately describe the function of his/her job or if the staff member believes that the scope assigned to his/her title is incorrect. The procedure for requesting a change of an academic staff title applies only to the assignment of an existing title of a position for which the University has authority, and it must conform with the UW System unclassified title structure.

12.02 PROCEDURE. The request for a title change may be initiated by the staff member or supervisor and submitted in writing to the direct supervisor. The following documentation shall be included:

Title review request cover sheet
Current job description
Past job description
Current vita or resume
Current position questionnaire [For initial review of all new positions and all positions under the program manger title series - available from chairperson of the ASTRC]
Documentation of job performance, such as recent evaluations
Other documentation which might justify retitling

The Academic Staff Policy and Personnel Committee is available to provide information and advise staff regarding procedures. Information regarding unclassified title job descriptions is located in the library, secretary of the faculty office, or chief administrative offices.

12.03 TIME FRAME. Title reviews may only be initiated by the employee during the annual performance review process. All requests should be submitted to the Academic Staff Title Review Committee [ASTRC] no later than January 31.

Supervisor-initiated title review requests may occur at any time in the year when the scope and/or complexity of duties has changed.

Each person involved in approving/denying the review shall have no more than 15 working days to render a decision and forward the request to the next level of review.

12.04 REVIEW PROCESS. If a supervisor supports an employee's request for title review, the request and the recommendation, along with all documentation, should be forwarded through the supervisory chain to the senior administrative officer. ALL REQUESTS SHOULD BE FORWARDED WITHIN NO MORE THAN 15 WORKING DAYS after receipt.

The senior administrative officer shall review the request and forward it to the academic staff title review committee immediately, but no later than 15 days from receipt.

Human Resouces will score the position questionnaire and review all supporting documentation prior to making any assessments of the title review request.

The title review request, along with comments from the ASTRC, will be returned to the senior administrative officer who shall review and make a final recommendation to the Chancellor.

The Chancellor has the final decision on all title changes.



12.05 APPEAL PROCESS.

1. If the staff request is denied by his/her immediate supervisor he/she may appeal to the next level of administration in the supervisory chain, up to the senior administrative officer.

2. If the request is denied by the senior administrator, the staff may appeal to the Academic Staff Title Review Committee [ASTRC].

a. If the ASTRC gives a positive recommendation, it is returned again to the senior administrative officer.
- If approved, it continues to the Chancellor for final review.
- If denied, staff can request review by the Chancellor. The Chancellor has final decision on all title changes.
b. If the request is denied by the ASTRC, a request may be submitted to the Chancellor for final review. The Chancellor has final decision on all title changes.

3. Appeals at any level must be initiated within 60 days from the notification of the denial.

12.06 Title Progression - Non-Instructional Professional Series (Category A)

Specific documentation necessary to evaluate progression in the non-instructional professional title series (depending on the position, its duties and responsibilities, not all of these criteria will apply)

1. It is assumed that a professional with little or no previous experience will start entry level employment as an associate.

Associate:
"Performing all or any of the basic duties and functions as defined for the specialty or by the level of certification or licensure."
* Document specific degree as required by areas.
* Document license or certification as required by area.

2. It is assumed that by the time an employee has demonstrated satisfactory performance and has a three-year rolling contract, he/she will have advanced to the no prefix level.

No prefix:
a. "Performs those duties and responsibilities expected of a fully competent professional."
* Document with supervisor recommendation
* Document with summary of annual merit evaluations.
* Document with listing of duties and responsibilities. Supervisor comments on appropriateness of listed duties and responsibilities should be attached.
* Document awards and/or honors associated with professional recognition.

b. "Knowledge and skills gained through considerable experience."
* Document specific degree requirement(s).
* Document license or certification as required.
* Document minimum of three years related professional experience.
* Document additional training courses, workshops, etc.

c. "Works independently in applying the approaches, methods and techniques of his/her profession."
* Document accomplishments over period of years. Supervisor comments on appropriateness of listed accomplishments should be attached.
* Document with letters of support.

d. "Active in developing or assisting in the development of new approaches to resolving problems."
* Document participation in professional development.
* Document research, presentations and/or publication(s) in field.
* Document active participation in professional associations.

3. It is assumed that the Senior title is reserved for professionals meriting special recognition and not solely as an award for years served.

Senior:
a. "Performs program functions at level of proficiency typically requiring extensive experience (e.g., a minimum of 5 years at UWP and 7 years total of professional experience) and advanced knowledge and skills."
* Document seven years related professional experience.
* Document proficiency of performance with supervisor.
* Document advanced degree, additional training, coursework, etc.

b. "Consistent record of exemplary performance."
* Document with summary of annual merit evaluations. Supervisor comments should explain evaluation system and standards for exemplary performance.
* Document with letters of support.
* Document with awards and/or honors recognizing contributions in professional area.

c. "Develops new approaches, methods or techniques to resolve problems with little or no guidance."
* Document with letters of support.
* Document with list of accomplishments. Supervisor comments on the appropriateness of listed accomplishments should be attached.

4. It is assumed that the Distinguished title is reserved for professionals meriting extensive experience.

Distinguished:
a. "Performs at a level of proficiency typically requiring extensive experience and advanced knowledge and skills."

b. "The expertise of a distinguished professional is commonly recognized by his or her peers and through a reputation which extends beyond his or her work unit."

c. "A distinguished professional is expected to develop new approaches, methods. Or techniques to resolve problems with little or no expert guidance, and to cope independently with new, unexpected or complex situations."

d. "Can be expected to guide or train other professionals or to oversee their work."

An academic staff member recognized as Distinguished at UWP has consistently performed at an exceptionally meritorious level. The professionals extraordinary achievements are recognized by peers, possibly regionally, nationally or internationally but certainly beyond the university. Superior attainments will have been demonstrated through, for example, special honors and recognition higher than performance ratings. These accomplishments have been made over a significant period of time, although seniority or longevity would not be sufficient for award of the designation.

To be considered for a review for the Distinguished level, professionals must at a minimum submit specific documentation as evidence of at least 3 distinct different areas of exceptional competence and achievement in their occupational areas. Examples may include, but not be limited to, the following:

• Making presentations before state, regional, national professional organizations.
• Receiving awards of achievement from community, state, national and international organizations.
• Serving as a consultant for organizations, agencies or institutions; provide expert advise/or testimony on issues of state, national or international significance.
• Presenting educational or training programs for external organizations and institutions.
• Developing innovative methods, techniques or professional skills which are nationally recognized and applied beyond the university.
• Publishing in professional publications.

12.07 Title Progression - Instructional Lecturer Series (Category B)

Specific documentation necessary to evaluate progression in the instructional title series. (In some instances some of the documentation may not be appropriate.)

1. It is assumed that an instructional academic staff with little or no previous university experience will start entry level employment as an associate.

Associate:
a. "Limited university teaching experience." (May have taught at other levels, e.g., high school. May have been a teaching assistant.)

b. "Holds post secondary degree."
* Document specific degree(s).
* Document license or certification as required by area.

2. It is assumed that by the time an instructional academic staff has demonstrated satisfactory performance and has a three-year rolling contract, he/she will have advanced to the no prefix level.

No Prefix:
a. "One to three years of experience."
* Document years of university teaching experience.

b. "Normally has a master's degree."
* Document with transcript(s).
* Document with comparable knowledge and/or experience.

c. "Effective classroom delivery, testing and grading."
* Document with satisfactory student evaluations.
* Document with honors and/or awards.
* Document with summary of annual merit rating.

d. "Competencies to develop and teach courses."
* Document with list by number and titles of courses taught, and degree of course involvement (e.g., lecturing, testing, grading).
* Document accomplishments in course development (e.g., designing worksheets, lab activities, etc.)
* Document with letters of support from colleagues working in same course(s).

3. It is assumed that the Senior title is reserved for lecturers meriting special recognition and not solely as an award for years served.

Senior:
a. "Performs program functions at level of proficiency typically requiring extensive experience (e.g., a minimum of 5 years at UWP and 7 years total of professional experience) and advanced knowledge and skills."

b. "Consistent record of exemplary performance."
* Document with summary of annual merit evaluations. Supervisor comments should explain evaluation system and standards for exemplary performance.
* Document with letters of support.
* Document with awards and/or honors recognizing contributions in professional area.

c. "Develops new approaches, methods or techniques to resolve problems with little or no guidance."
* Document with letters of support.
* Document with list of accomplishments. Supervisor comments on the appropriateness of listed accomplishments should be attached.

4. It is assumed that the Distinguished title is reserved for lecturers meriting extensive experience.

Distinguished:
a. "Performs at a level of proficiency typically requiring extensive experience and advanced knowledge and skills. The expertise of a professional at this level is commonly recognized by his or her peers and through a reputation which extends beyond his or her work unit. A Distinguished professional is expected to develop new approaches, methods or techniques to resolve problems with little or no expert guidance and to cope independently with new, unexpected or complex situations. At this level, a professional can be expected to guide or train other professionals or to oversee their work."

b. "An academic staff member recognized as Distinguished at UWP has consistently performed at an exceptionally meritorious level. The professionals extraordinary achievements are recognized by peers, possibly nationally or internationally but certainly beyond the university. Superior attainments will have been demonstrated through, for example, special honors and recognition higher than performance ratings. These accomplishments have been made over a significant period of time, although seniority or longevity would not be sufficient for award of the designation."

c. "To be considered for a review for the Distinguished level, professionals must at a minimum submit specific documentation as evident of at least 3 distinct different areas of exceptional competence and achievement in their occupational areas. Examples may include, but not be limited to, the following:"

• Making presentations before state, regional, national professional organizations.
• Receiving awards of achievement from community, state, national and international organizations.
• Serving as a consultant for organizations, agencies or institutions; provide expert advise/or testimony on issues of state, national or international significance.
• Presenting educational or training programs for external organizations and institutions.
• Developing innovative methods, techniques or professional skills which are nationally recognized and applied beyond the university.
• Publishing in professional publications.

12.08 INITIAL REVIEW OF TITLE FOR NEW POSITIONS.

To insure uniformity and equity in all academic staff titles across schools/colleges and units, all new positions shall be reviewed by the Human Resources Department and by the Academic Staff Title Review Committee prior to the review of the Position Authorization Request (PAR) form by other appropriate authorized officials. A letter verifying the review and recommended title assignment from both the Human Resources Department and the Academic Staff Title Review Committee shall be attached to the PAR form.

Approved by the Academic Staff Committee, October 12, 1982, and Revised June 9, 1986, March 7, 1991, December 14, 1993, October 18, 1995, December9, 1998,November 20, 2000.

To complete Title Review documents please link to:

http://www.uwp.edu/departments/human.resources/forms/academic_faculty/TITLE-REVIEW/titlereview.cfm