Category A: 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 A title promotion from “Associate” to “No
Prefix,” you must have been in your current Associate 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 three-member group includes a member of the Academic
Staff Council, another Category A academic staff person, and a representative
from the Cooperative Extension Human Resources Office. 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 three sets
of the following materials. (Note: Actual language used in UPG #15 is
in "quotes" below.)
- A blank Supervisory Review - Category A form found at
 http://www.uwex.edu/ces/hr/policies/documents/Superva.pdf.
- A completed Title Review Request - Category A: Professional
Title Series form. Go to
http://www.uwex.edu/ces/hr/policies/documents/CATANP2.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.
- “The time criterion may be replaced with skill attainment and
competencies criteria for specific title series and/or functional roles
that have been previously approved by the UW-Extension Human Resources
Director in consultation with the Academic Staff Council.” For
further description of this exception, look at the attachment
to UPG #15 at http://www.uwex.edu/secretary/policies/section7/upg15.pdf.
- “Annual performance evaluations that reflect performance at
or above the expectations for the associate position.” Other
documentation might include awards, commendations, and letters of recommendation
that reflect performance above expectations.
- “In appropriate circumstances, the individual works independently
in applying the approaches, methods and techniques of his/her profession,
and is active in the development of new approaches to resolving problems.” 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 request 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/Superva.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 15.01 and 15.02 ( http://www.uwex.edu/secretary/policies/section7/upg15.pdf).
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