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DOCUMENT TYPE:
Procedure
PURPOSE:
Establishes general guidelines for the promotion of unclassified academic staff employed within the Center for Remote Sensing and Integrated Systems.
APPLIES TO:
Unclassified academic staff
CAMPUS:
Lawrence
PROCEDURE STATEMENT:
GENERAL PROVISIONS
Scope and Purpose
The award of promotion in rank is among the most important and far-reaching decisions made by the Center for Remote Sensing and Integrated Systems because excellent academic staff is an essential component of any outstanding research center. Promotion decisions also have a profound effect on the lives and careers of researchers. Promotion in rank for unclassified academic staff follows the same general procedures as promotion for faculty members. Recommendations concerning promotion must be made carefully, based upon a thorough examination of the candidate’s record and the impartial application of these criteria and procedures, established in compliance with the Faculty Senate Rules and Regulations (FSRR) Article VI.
It is the purpose of this document to promote the rigorous and fair evaluation of unclassified academic staff performance during the promotion process by (a) establishing criteria that express the Center for Remote Sensing and Integrated Systems expectations for meeting University standards in terms of disciplinary practices; (b) providing procedures for the initial evaluation of professional performance, teaching, scholarship, and service (c) preserving and enhancing the participatory rights of candidates, including the basic right to be informed about critical stages of the process and to have an opportunity to respond to negative evaluations; and (d) clarifying the responsibilities, roles, and relationships of the participants in the promotion review process.
Each level of review, including the initial review, the intermediate review, and the University level review, conducts an independent evaluation of a candidate’s record of performance and makes independent recommendations to the Chancellor. Later stages of review neither affirm nor reverse earlier recommendations, which remain part of the record for consideration by the Chancellor. It is the responsibility of each person involved in the review process to exercise their own judgment to evaluate a candidate’s professional performance, teaching, scholarship, and service (as applicable to each position) based upon the entirety of the data and information in the record. No single source of information, such as peer review letters, shall be considered a conclusive indicator of quality.
Academic Freedom
All faculty and unclassified academic staff members, regardless of rank, are entitled to academic freedom in relation to teaching and scholarship, and the right as citizens to speak on matters of public concern. Likewise, all faculty and unclassified academic staff members, regardless of rank, bear the obligation to exercise their academic freedom responsibly and in accordance with the accepted standards of their academic disciplines.
Confidentiality and Conflicts of Interest
Consideration and evaluation of a faculty or unclassified academic staff member’s record is a confidential personnel matter. Only those persons eligible to vote on promotion may participate in or observe deliberations or have access to the personnel file (except that clerical staff may assist in the preparation of documents under conditions that assure confidentiality).
No person shall participate in any aspect of the promotion process concerning a candidate when participation would create a clear conflict of interest or compromise the impartiality of an evaluation or recommendation.
If a candidate believes that there is a conflict of interest, the candidate may petition to have that person recuse themselves. If a committee member does not recuse themselves, a decision about whether that person has a conflict of interest shall be made by a majority of the other committee members.
PROMOTION STANDARDS
General Principles
The University strives for a consistent standard of quality against which the performance of all faculty and unclassified academic staff members is measured. Nonetheless, the nature of a candidate’s activities varies across the University and the candidate’s record must be evaluated in light of their particular responsibilities and the expectations of the discipline. These criteria state the Center for Remote Sensing and Integrated Systems’ expectations of performance in the areas of professional performance, teaching, scholarship, and service necessary to satisfy the University standards for promotion to associate or senior level.
Scientists, research professors and curators are evaluated on the basis of professional performance, scholarship and service, and occasionally teaching, with the relative weights of each component determined by unit policy and time allocations clearly articulated in writing at the time of appointment.
Unclassified academic staff should strive to develop a national and international reputation for their scholarship, one that enhances the recognition and reputation of their research center, survey, core lab, or academic department.
Reputation is based primarily upon publications, service and external funding.
Professional Performance
If the details of the individual’s appointment include expectations of professional performance not encompassed within research, service and teaching, expectations for the quantity and quality of professional performance requisite for promotion should be clearly articulated in the written position description to the candidate by the unit at the time that they receive the appointment.
In the Center for Remote Sensing and Integrated Systems, the following expectations of professional performance apply for the award of promotion to associate rank. At the time of consideration for promotion to Associate, a candidate must have demonstrated sound research capability and potential for continued growth in center focused research and professional development activities. The record must demonstrate significance performance in specific activities outlined in the candidate’s job description. It is also required that the candidate has made a significant contribution to the goals and objectives outlined in the CReSIS strategic implementation plan.
Examples of such duties may include (but are not limited to):
(1) developing radar systems,
(2) conducting field deployments,
(3) developing signal processing algorithms,
(4) generating higher level data products,
(5) developing predictive ice sheet models,
(6) and others.
In the Center for Remote Sensing and Integrated Systems, the following expectations of professional performance apply for the award of promotion to senior rank. In addition to continuing the standards listed above, the candidate should also demonstrate a record of independent research and leadership that positively contribute to the center direction and goals.
Teaching
Teaching is a primary function of the University, which strives to provide an outstanding education for its students. The evaluation of teaching includes consideration of syllabi, course materials, and other information related to a faculty member’s courses; peer and student evaluations; a candidate’s own statement of teaching philosophy and goals; public representations of teaching; and other accepted methods of evaluation, which may include external evaluations.
High quality teaching is serious intellectual work grounded in a deep knowledge and understanding of the field and includes the ability to convey that understanding in clear and engaging ways. The conduct of classes is the central feature of teaching responsibilities at KU, but teaching also includes supervising student research and clinical activities, mentoring and advising students, and other teaching-related activities outside of the classroom.
Under the University standards for promotion to associate rank, the record must demonstrate effective teaching, as reflected in such factors as command of the subject matter, the ability to communicate effectively in the classroom, a demonstrated commitment to student learning, and involvement in providing advice and support for students outside the classroom.
In the Center for Remote Sensing and Integrated Systems, the following teaching expectations to meet University standards apply for promotion to associate rank for candidates with teaching responsibilities. It is expected that mentoring graduate students in research activities will be a major component of graduate advising. This may involve serving as a major advisor or chair of master’s level thesis committees. Participation as a member of master’s and doctoral graduate thesis committees of other faculty is also expected. Similarly, due to the applied nature of engineering, directing undergraduate and graduate students in individual studies and experiential learning activities is encouraged. The evaluation of such activities includes recognition for the resources the candidate is able to bring to bear to enable the activity, as well as outcomes of the activity, to include publication, product development or other measures relevant to external recognition of the significance of the outcome.
Under the University standards for promotion to senior rank, the record must demonstrate continued effectiveness and growth as a teacher, as reflected in such factors as mastery of the subject matter, strong classroom teaching skills, an ongoing commitment to student learning, and active involvement in providing advice and support for students outside the classroom.
In the Center for Remote Sensing and Integrated Systems, the following teaching expectations to meet University standards apply for the promotion to senior rank for candidates with teaching responsibilities. The candidate is expected to have a consistent record of mentoring graduate students and demonstrate continued effectiveness and growth.
Scholarship
The concept of “scholarship” encompasses not only traditional academic research and publication, but also the creation of artistic works or performances and any other products or activities accepted by the academic discipline as reflecting scholarly effort and achievement for purposes of promotion. While the nature of scholarship varies among disciplines, the University adheres to a consistently high standard of quality in its scholarly activities to which all faculty and unclassified academic staff members, regardless of discipline, are held.
Research and scholarship refer to activities related to the discovery and interpretation of facts, critical evaluation of available information, design, and creativity. Activities concerned with the communication of research findings and/or scholarly ideas are a part of this category. Such communication takes the form of publication in scholarly books or journals, presentations at professional meetings, technical reports, etc. Professional practice that extends and develops an individual’s research development and productivity are also included in this category.
At the Center for Remote Sensing and Integrated Systems, research and scholarly activities considered in the evaluation may include but are not limited to:
(a) Preparation and submission of research project proposals to funding agencies.
(b) Supervision of funded and/or unsponsored research projects.
(c) Advising of graduate students, completed or in progress.
(d) Contributions to research publications.
(e) Presentation of papers and seminars at national or international professional conferences.
(f) Presentation of invited lectures.
(g) Receipt of special honors, fellowships, lectureships, etc.
(h) Receipt of patents.
(i) Publication of external technical reports.
(j) Research development through professional practice, sabbaticals, participation in courses, schools, etc.
(k) Presentation of papers and seminars at local meetings.
Under the University standards for promotion to associate rank, the record must demonstrate a successfully developing scholarly career, as reflected in such factors as the quality and quantity of publications or creative activities, external reviews of the candidate’s work by respected scholars or practitioners in the field, the candidate’s regional, national, or international reputation, and other evidence of an active and productive scholarly agenda.
When appropriate to their duties, the individual is expected to successfully seek external funding to support their research program. The acquisition of competitive external funding is an important measure of the success and stature of the individual’s research program.
In the Center for Remote Sensing and Integrated Systems, the following scholarship expectations to meet University standards apply for promotion to associate rank. It is required that research and scholarship will be a substantial component of the total professional activity. This must include communication of research findings or scholarly ideas, supporting and advising students and improving and establishing a funded research program. Candidates are expected to produce high-impact scholarly work with a consistent publication record in reputable, refereed archival journals, refereed conference papers, books and book chapters, and patents. The impact of the scholarly work will be gauged by the Unit Level Committee and will be based on aspects such as:
(a) the assessment of the research provided by external reviewers,
(b) citation factors of the scholarly work using appropriate citation tools,
(c) the quality of the publications,
(d) the impact of professional practice that extends and develops research productivity.
Candidates must demonstrate ability to support and maintain their research program, as demonstrated by a major role (PI or Co-PI) in attracting and acquiring funded external grants and supporting graduate students.
Under the University standards for promotion to senior rank, the record must demonstrate an established scholarly career, as reflected in such factors as a substantial and ongoing pattern of publication or creative activity, external reviews of the candidate’s work by eminent scholars or practitioners in the field, the candidate’s national or international reputation, and other evidence of an active and productive scholarly career.
In the Center for Remote Sensing and Integrated Systems, the following scholarship expectations to meet University standards also apply for promotion to senior rank. A candidate for the rank of Senior should have been engaged in significant research and publication or other scholarly activities which further the knowledge of the profession, and/or have engaged in significant professional activities which have clearly established their scholarly career and their position as a leader in the profession with a national and/or international reputation. Examples of such evidence might include a substantial body of published work in peer reviewed archival journals, sustained support for research program, successful supervision of graduate students, presentation of research at prestigious conferences, significant citations of published work, authorship of texts, monographs, and other special publications, significant application of research results for the advancement of technology, leadership in professional and technical society activities, organization of symposia/sessions at professional meetings, committee leadership for professional societies and editorial board service for reputable journals.
Service
Service is an important responsibility of all faculty and unclassified academic staff members that contribute to the University’s performance of its larger mission. Although the nature of service activities will depend on a candidate’s particular interests and abilities, service contributions are an essential part of being a good citizen of the University. The Center for Remote Sensing and Integrated Systems accepts and values scholarly service to the discipline or profession, service within the University, and public service at the local, state, national, or international level.
Service activities considered at the Center for Remote Sensing and Integrated Systems in the evaluation may include but are not limited to:
(a) Service to professional and academic societies (officer, major committees, program chair, etc.).
(b) Service as a member of the editorial board of professional journals.
(c) Service on local, state, national, and international committees.
(d) Service on major departmental, school, or university committees.
(e) Service as a program director for conferences, institutes, short courses, etc.
(f) Service in major department administrative positions.
(g) Service as an advisor to student professional and academic societies.
(h) Service on minor committees.
(i) Service in professional and academic societies.
(j) Presentations at civic organization meetings.
(k) Reviews of others’ books, articles, reports, and proposals.
Under the University standards for promotion to associate rank, the record must demonstrate a pattern of service to the University at one or more levels, to the discipline or profession, and/or to the local, state, national, or international communities.
In the Center for Remote Sensing and Integrated Systems, the following service expectations to meet University standards apply for promotion to associate rank. Further, for promotion to Associate, a candidate should have demonstrated successful and sustained service and administration efforts to the Center, their department, the University, their profession, and/or the community at large.
Under the University standards for promotion to senior rank, the record must demonstrate an ongoing pattern of service reflecting substantial contributions to the University at one or more levels, to the discipline or profession, and/or to the local, state, national, or international communities.
In the Center for Remote Sensing and Integrated Systems, the following service expectations to meet University standards apply for the promotion to senior rank. The candidate should also have demonstrated a continued contribution by way of substantial service and administration to the Center, their department, the University, their profession, and/or the community at large.
Rating for Performance
Using the criteria described above, the candidate’s performance in the areas of professional performance, teaching, scholarship, and service (as applicable to each position) will be rated using the terms “excellent,” “very good,” “good,” “marginal,” or “poor,” defined as follows:
(a) “Excellent” means that the candidate substantially exceeds expectations for promotion to this rank.
(b) “Very Good” means the candidate exceeds expectations for promotion to this rank.
(c) “Good” means the candidate meets expectations for promotion to this rank.
(d) “Marginal” means the candidate falls below expectations for promotion to this rank.
(e) “Poor” means the candidate falls significantly below expectations for promotion to this rank.
Absent exceptional circumstances, no candidate may be recommended for promotion without meeting standards in all applicable areas of performance.
PROMOTION PROCEDURES
The Center for Remote Sensing and Integrated Systems conducts the initial review of candidates who do not report directly to the Vice Chancellor for Research. The review is conducted pursuant to the procedures and requirements of section 5 of Article VI of the FSRR in connection with the candidate’s responsibility in the Center for Remote Sensing and Integrated Systems Joint Appointments
Guidelines for the handling of joint appointments have been established by the Provost’s Office and will govern the interaction between KU Office of Research (KURES) initial and intermediate level reviews and those conducted by the other unit in which appointment is held. These guidelines can be found at: https://services.ku.edu/TDClient/818/Portal/KB/ArticleDet?ID=21246
Each unit (either within KURES, or in KURES and a College or School) in which the candidate holds appointment conducts its own initial review and makes an independent recommendation regarding promotion (or promotion and tenure). However, the various units in which a candidate holds appointment must consult closely about the review since only one set of promotion and tenure materials will be prepared and one set of external evaluations be solicited.
The primary unit as designated at the time of appointment is responsible for initiating the consultation, soliciting external evaluations, and sharing the evaluations with the other unit(s). (Note that for candidates who hold both an academic staff appointment and an appointment in an academic department, the academic department will always be the primary unit.)
Promotion Committee
The Center for Remote Sensing and Integrated Systems Promotion Committee shall evaluate the candidate’s professional performance, teaching (if applicable), research, and service. In the Center for Remote Sensing and Integrated Systems the initial committee should consist of at least three individuals at or above the rank for which the candidate is being considered. No students or untenured faculty members, except unclassified academic staff with the rank equivalent to or higher than associate professor, shall serve on the promotion committee or vote on any recommendation concerning promotion.
Initiation of Review
Candidates for promotion may be nominated by the administrative principal investigator of a major project, by the director of a unit or sub-unit, or by a unit promotion committee. In addition candidates may self-nominate. The number of years elapsed in rank before nomination is dependent upon the progress made by the individual and the specific center’s guidelines. Except in rare or unusual circumstances, the normal time in rank prior to a nomination is five years.
In addition, candidates who hold also a tenure-track appointment in an academic unit will go through review in the Center for Remote Sensing and Integrated Systems when they go through mandatory review in the corresponding academic unit. Prior to the beginning of the spring semester, the Provost notifies all tenure-track faculty whose mandatory review year will be the following academic year, with copies provided to the unit administrators. Upon receipt of this notice or if a faculty member requests it prior to the mandatory review year, the Center for Remote Sensing and Integrated Systems shall initiate procedures for evaluating the candidate for the award of promotion.
As part of the annual staff evaluation process, the Center for Remote Sensing and Integrated Systems shall consider the qualifications of all unclassified academic staff members below the senior rank, with a view toward possible promotion in rank during the following academic year. After considering a staff’s qualifications, if the Center for Remote Sensing and Integrated Systems determines that those qualifications may warrant promotion in rank, it shall initiate procedures for reviewing the staff member for promotion. After seven years in the associate rank, a staff member who believes they have the qualifications for promotion may initiate the promotion review process themselves.
Preparation of the Promotion File
It is the responsibility of the candidate to complete the appropriate portions of the form and provide necessary documents and information in accordance with the Provost’s guidelines, with assistance from the Center for Remote Sensing and Integrated Systems.
The CReSIS Promotion Committee shall receive the form and accompanying materials from the candidate and finish compiling the record of the candidate’s professional performance and/or teaching, scholarship, and service, and in accordance with the Provost’s guidelines.
The Center for Remote Sensing and Integrated Systems Promotion Committee shall provide for the solicitation of outside reviewers to assist in the evaluation of a faculty member’s scholarship and in accordance with the Office of Research procedures located at:
Emphasis shall be placed on selecting independent reviewers in the same or related discipline who hold academic rank or a professional position equal to or greater than the rank for which the candidate is being considered. Unit procedures related to the solicitation and handling of external evaluations may vary, but they must conform to the general guidelines and requirements for external evaluations established by the University Committee on Promotion and Tenure and elaborated at: https://facultyaffairs.ku.edu/promotion-and-tenure
When soliciting external reviews of a candidate’s scholarship, the promotion committee chair shall inform prospective reviewers of the extent to which the candidate will have access to the review. KURES’s confidentiality policy regarding soliciting external reviewers for the promotion review process is as follows:
"As a part of the promotion and/or tenure review process, we are soliciting assessments of [title] _[name]___’s research contributions from academic colleagues and distinguished professionals. These letters will become part of the candidate's promotion dossier and are treated as confidential by the University to the extent we are permitted to do so by law."
Recommendations
Upon completion of the record, the committee conducting the initial review shall evaluate the candidate’s record of professional performance and/or teaching, scholarship, and service in light of the applicable standards and criteria and make recommendations in accordance with the voting procedures detailed below.
In the Center for Remote Sensing and Integrated Systems, voting procedures are as follows:
The Promotion Committee will review the candidate’s promotion package and hold a meeting to discuss strengths and weakness within. Following a discussion, each committee member will provide a rating of “excellent”, “very good”, “good”, “marginal”, or “poor” in each evaluation category. Absent exceptional circumstances, successful candidates for promotion will meet expected “good” ratings in all categories while strong candidates are additionally exceed expectations in one or more categories. Note that these and all subsequent evaluation procedures are included on the Initial Review Evaluation form as part of the documentation of evaluation procedures. The unit level committee must agree on the overall evaluation level for each of the three areas, and will determine the recommendations regarding promotion and tenure (Recommended, Not Recommended, or Not Applicable). Vote details must be anonymously reported for promotion. A positive recommendation will be arrived at by a majority of affirmative votes.
The committee shall prepare the evaluation and summary evaluation sections of the promotion form. The forms and recommendations shall be forwarded to the director, who shall indicate separately, in writing, whether they concur or disagrees with the recommendations of the review committee. The Center for Remote Sensing and Integrated Systems director shall communicate the recommendations of the initial review, and their concurrence or disagreement with the recommendation, to the candidate and provide the candidate with a copy of the summary evaluation section of the promotion form. Negative recommendations shall be communicated in writing and, if the review will not be forwarded automatically, the director shall inform the candidate that they may request that the record be forwarded for further review.
Favorable recommendations, together with the record of the initial review, shall be forwarded to the committee(s) conducting the intermediate review. Negative recommendations resulting from an initial review shall go forward for intermediate review only if it is the candidate’s mandatory review year for a candidate holding also a tenure-track appointment or if the candidate requests it.
INTERMEDIATE REVIEW
The candidate may submit a written response to a negative recommendation by the Center for Remote Sensing and Integrated Systems, or to a final rating of professional performance, teaching, research, or service below the level of “good” included in the evaluation section of the recommendation. The written response goes forward with the dossier to the next level of review by the Office of Research Committee on Promotions (ORCP).
A request for information by ORCP and/or UCPT shall be sent to the Center for Remote Sensing and Integrated Systems director who shall immediately provide a copy to the candidate and inform the CReSIS promotion committee. The director and/or committee shall prepare the Center for Remote Sensing and Integrated Systems response in accordance with the initial review procedures.
The candidate shall be afforded an opportunity to participate in the preparation of the Center for Remote Sensing and Integrated Systems response and/or to submit their own documentation or comment to the ORCP and/or UCPT as applicable.
CONTACT:
Center for Remote Sensing and Integrated Systems
Nichols Hall
2335 Irving Hill Road
Lawrence, KS 66045
cresis_info@ku.edu
785-864-4390
RESPONSIBLE UNIT:
Office of Research
APPROVED BY:
Director of Center for Remote Sensing and Integrated Systems
APPROVAL DATE:
2015-06-03
EFFECTIVE DATE:
2015-06-03
REVIEW CYCLE:
3 years
CHANGE HISTORY:
04/08/2026: New procedure added to the Policy Library.
TITLE:
Promotion Procedures for Unclassified Academic Staff, Center for Remote Sensing and Integrated Systems