Category B: Title Change to No Prefix
Q. How do I know when I’m eligible
to apply for a title prefix review?
A. For a Category B title promotion from “Associate” to “No
Prefix,” you must have been in your current title for at least 2 full-time
equivalent (FTE) years. If you have been a part-time employee, convert your part-time
employment to full-time equivalent by converting years of employment by part-time
percentage of employment. For example, 5 years part-time employment @ .60 FTE
would be 5 x 60 = 3 full-time years.
If you want help calculating your full-time equivalent years, contact your immediate supervisor or the Cooperative Extension Human Resources Office. You must also demonstrate increased competency in your position to be eligible.
Q. When can I submit a
title prefix review
request?
A. You can submit a request any time of the year after you have met the years-of-service requirement.
Q. Who initiates the process?
A. You initiate the request for your own title prefix review by submitting the required forms and support materials to your immediate supervisor. Be sure to alert Mary Detra (mary.detra@ces.uwex.edu or 608-265-9887) in the Cooperative Extension Human Resources Office when you’ve submitted your materials to your immediate supervisor so Mary can help monitor the progress of your request. If you ever have a question about its progress, contact Mary or your immediate supervisor.
Q. How long will the process take?
A. It will probably take two to three months. The more
levels of supervision
you have, the longer the process will take because each supervisor has
10 working days to indicate support or nonsupport for your request.
Your immediate supervisor first indicates if he or she supports your
request and can add a letter outlining justifications. Your immediate
supervisor then forwards it to the next higher supervisory level. All
levels of supervision will have input. (See Role
of Supervisors.)
Q. Will anyone else review my
title prefix review
request?
A. After your supervisors have reviewed it, your request
goes to the Academic Staff Title Review Committee for a formal peer
review. This four-member group includes a member of the Academic
Staff Council, another Category B academic staff person, a representative
from the Cooperative Extension Human Resources Office, and a representative
from a similar program area or discipline. The review committee will
forward its recommendation to the Dean of Cooperative Extension. (See
Role of the Academic Staff Title Review Committee. For information on the Academic
Staff Council, go to http://www.uwex.edu/secretary/AS/.)
Q. What happens when the Dean receives
my
title prefix review
request?
A. You’ll be alerted by e-mail when your request reaches the Dean. If the Dean agrees that a title prefix change is warranted, he or she forwards a letter to the Chancellor, along with a summary of your credentials justifying your request and a recommended salary increase. If the Dean does not support your request, he or she will communicate this to you in a letter.
Q. Can I appeal the Dean’s decision
if my
title prefix review
request is not approved?
A. Yes, you can appeal the Dean’s decision to the Academic Staff Hearings Committee, a group of six members elected from the academic staff at large to hear appeals, complaints, and grievances of academic staff. This committee will forward a recommendation to the Chancellor, who then decides. The Chancellor’s decision is final. (See UPG #15 for more information.)
Q. What do reviewers look for in a
title prefix review
request?
A. The success of a request is based on the packet of materials you submit. The reviewers evaluate your materials using criteria established by UPG#15. To increase your chances of success, you’re encouraged to create and maintain a work-record portfolio to be reviewed with your supervisor at each annual review. You’re also encouraged to ask your supervisors and academic staff co-workers to review your promotion packet and share helpful suggestions before you submit.
Q. What are the requirements for an “Associate” title prefix to be changed to “No
Prefix”?
A. Based on UPG #15, a complete packet includes four sets
of the following materials. (Note: Actual language used in UPG #15 is
in "quotes" below.)
- A blank Supervisory Review - Category B form found at
 http://www.uwex.edu/ces/hr/policies/documents/Supervb.pdf.
- A completed Title Review Request - Category B: Instructional
Title Series form. Go to
http://www.uwex.edu/ces/hr/policies/documents/CATBNP2.pdf for
a blank copy.
- “A minimum of two years (full-time equivalent) in the current
associate title.” If you have been a part-time employee, convert
your part-time employment to full-time equivalent. To document how
you have met this time criterion, you might include a current position
description that shows your responsibilities. If you have multiple
position descriptions, indicate effective dates for each.
- “Annual performance evaluations that reflect performance at
or above the expectations for present title/prefix.” Other documentation
might include awards, commendations, and letters of recommendation
that reflect performance above expectations.
- “In appropriate circumstances, the individual works independently
in the development, teaching and evaluation of educational programs
and curriculum or in the conduct of research." To meet this criterion, you need to include documentation, such as:
- Brief descriptions or success stories that describe your roles in
significant team efforts that have enhanced programming or the work
environment.
- Summaries of your work that address this criterion, including examples
of how you have applied your professional skills to work activities
you carried out in your present position, e.g., written documents you
prepared, videotapes you produced, and photos of and examples from
displays you created.
- Action plans that show how you engaged in planning and how you implemented
plans (goals, objectives, audiences, resources, evaluations, and impacts).
- Narrative on how your work is “creative” and “innovative.”
- Description of how your work builds on the work of others and extends
the practice or understanding of others.
- Description of how your work has been shared with and/or used by
others.
- Description of how your work has resulted in changes, improvements,
and impacts on your clients.
You essentially need to convince the reviewers, especially those who don't know your work. Include multiple examples, not just thank you notes.
Q. What if my request packet is
not complete?
A. If your packet is incomplete, your supervisor should return it to you, stating what is missing. You'll be given a chance to complete your packet and resubmit it into the process at any time.
Q. What if my
request packet doesn’t demonstrate that I have met the criteria?
A. Anyone in the review chain could forward a recommendation of nonsupport. When there isn't agreement, the review committee meets to determine appropriate next steps. You may be expected to make changes or additions, and could resubmit the required set of materials for reconsideration.
Q. Who will tell me if my promotion has been
approved?
A. You’ll find out the decision by e-mail from the Cooperative Extension Human Resources Office, unless your supervisor requests the option to personally inform you.
Q. When will my
title prefix change
become effective?
A. If approved, the change is effective the first of the month after you submitted a complete title review packet.
Q. What is the salary increase amount associated with a title change to "No Prefix"?
A. To find out your salary increase, look at the Supervisors Review Form at http://www.uwex.edu/ces/hr/policies/documents/Supervb.pdf.
Q. Where can I find out more information?
A. UWEX Unclassified Personnel Guideline #15 lists guidelines for the “Associate” to “No
Prefix” title review in Sections 15.03 and 15.04 ( http://www.uwex.edu/secretary/policies/section7/upg15.pdf).
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