Frequently asked questions

Q.  How do I know if I have an academic appointment?

A.  To determine the nature of your appointment, contact extension human resources.

Q. What is the first step in the promotion process?

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

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

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

Q. Are the criteria for promotion the same every year?

A.  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 Appointment, Reappointment and Promotion of Non-Tenure Track (NTT) Faculty — Division of Extension (PDF) before preparing your dossier.

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

A. Generally speaking, if a person holds an official title that includes “professor” or “professional,” he or she is ranked faculty. One 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 (Melinda Adams) to inquire as to the rank of a colleague. Another idea is to ask the colleague if they are ranked.

Q. I have a ranked title.  Is there a time requirement before I can apply for a higher ranked title?

A.  While there is not a specific number of years that one must wait, it will usually take approximately 5 years before you are able to demonstrate sustained achievement since you achieved your current rank title.

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

Q: 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?

A: Since this is a new process, the current rank would be none with no initial appointment date or rank.

Q.  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?

A.  Candidates for promotion should explain service gaps and other information related to appointment in  Appendix C: History and Recommendation Summary (PDF).

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

A. 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 your have changed positions in your career you may want to include a copy of the letter(s) (or other doucmentation) indicating your change in position. 

Q.  What is the difference between a resume and a CV?

A.  The CV, or curriculum vitae, is an expanded version of the resume. For additional information, see: MU Career Center Guide to Curriculum Vitaes (PDF)

Q.  What should I include in the CV and summary of accomplishments?

A.  The CV is cumulative of all work. 

If you do not have a ranked title, Tab V, Summary of Accomplishments, should reflect the cumulative body of work, including any teaching or academic experience prior to Extension employment.

If you were hired into a ranked title, Tab V, Summary of Accomplishments, should reflect the cumulative body of work since your hire date.

If you have been promoted to a ranked title, Tab V, Summary of Accomplishments, should reflect only the work done since the last promotion.  While you may refer to the previous body of work, the dossier for the new rank should reflect clear, sustained and updated information since the last promotion.

Q.  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?

A.  All revenue generation activities should be included in the Summary of Accomplishments (Tab V).   Be sure to clearly document your efforts in securing county commission or other local funding.  You may find the Revenue Generation funds sheet helpful in organizing your revenue generation efforts.

Q. What if I don’t have contributions to eXtension? Is that a deal breaker for promotion

A.  Dossiers are evaluated on all seven criteria. Some areas may be stronger than others.

Q.  Do I need to explain everything I have accomplished?

A.  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. 

Q. Does experience with other extension systems count?

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

 Q. How far back do we need to go in sharing accomplishments? Should we just include everything we have accomplished while at MU?

A. For your initial promoition, your dossier, through your CR and Summary of Accomplishments, should doucment what you have accomplished throughout your career. This would include accomplishments prior to coming to MU.  For subsequent promotions, you would only share the accomplishments that have occured since your last promotion.  You would include an up-to-date, complete CV.

Q. Should the 25-page Summary of Accomplishments (Tab V) include an overview of programs and impacts?

A.  A brief narrative overview of no more than a page at the beginning of this section is an excellent way to summarize the breadth, depth and impact of your programming.

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

A.  While you may have worked on a grant, include only those grants in which you were the writer or principle investigator.

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

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

Q.  Could you please clarify which letters may be included in the dossier as an applicant applies for promotion within the non-tenure track promotion system?

A. Specific information about letters to be placed in the application for promotion appears in the Guidelines for Appointment, Reappointment and Promotion of Non-Tenure Track (NTT) Academic Faculty (PDF).

Letters are required by the supervisor and program director, if the candidate has a program director. These letters are placed in Tab II by the supervisor and program director.

In addition, two external reviewers should be selected to review the candidate’s performance. These official reviewers should be selected by the supervisor, with input from the candidate. Reviewers should be professionals from universities or agencies outside the University of Missouri System. Characteristics of these reviewers appear in the guidelines under the section titled, “External Reviews.” Reviewers should be: faculty who has equivalent or above rank; an expert of documented state or national stature in a field closely associated with some facet of the candidate’s work; affiliated with a reputable academic institution with a degree program comparable to that of the candidate’s department; able to provide an unbiased review. It is the responsibility of the supervisor to send a letter requesting the review of the work. Along with the letter of request, he or she should send the dossier to the reviewer. A template of these letters appears in the guidelines. After a thorough review of the dossier, the reviewer should send a confidential letter to the supervisor. The supervisor will place the two letters in the dossier under Tab VI.

Finally, there is an opportunity for colleague/peer evaluation. This opportunity is described in the Guidelines under the section titled “Colleague/Peer Evaluations.” Faculty members may provide written and signed comments regarding the candidate’s promotion. Comments must be related to the promotion criteria. Keep in mind, the colleague/peer evaluator should be able to critically evaluate work done within the last five years; has served on a team, has had substantial interaction, and/or opportunity to observe candidate's programming; strongly encouraged to have same rank or higher but does not have to hold NTT. Although it is not the responsibility of the supervisor to request letters or provide materials to the candidate’s colleagues, any letters intended for the dossier must be received by the supervisor. The supervisor will include these letters in the candidate’s dossier under Tab V, after the 25-page Summary of Accomplishments. No more than four Colleague/Peer Evaluations letters will be accepted.

Q. I am afraid that one of my two official 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?

A. 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.



Johanna Reed Adams, chair,
CommunityLeadersihp Development State Extension Specialist
Extension Assistant Professor, Dept. of Rural Sociology