Answers to Academic Faculty Questions in the Time of COVID-19
As College of Medicine faculty prepare to go up for promotion in rank under these unusual circumstances, the Office of Faculty Affairs and Faculty Development would like to offer some guidance.
As new resources for faculty become available, we will update this site. Please feel free to email our office with any questions or concerns. Updated August 3, 2020.
Since they are a requirement for new faculty, will the BEST workshops be available?
BEST workshops will be offered in the fall, 2020, from 8AM-10AM on October 8th and October 15th. These classes fill quickly. If the sessions are full, please sign up for the waitlist or consider signing up for spring 2021 sessions. Topics include:
- Creating a positive learning environment
- Delivering an effective presentation
- Providing effective feedback
- The basics of group facilitation
Due to the COVID-19 pandemic and May 2020 BEST cancelation, the COM requirement to complete the BEST workshops within two years is extended to three years.
Will the Faculty Educator Development sessions or other supports for educators be offered online?
We will be offering some Zoom and WebEx conferences based on need during this time. If you have a specific teaching need, please email Dr. Botash, firstname.lastname@example.org. Consider logging in to view a previous FED conference.
Don’t forget to sign-in, upper right corner!
The Academy of Upstate Educators (AUE) offers coaching and can assist you with development of new coursework.
AUE is intensifying efforts to support faculty educators through two AUE coaching strategies. AUE offerings supplement the outstanding centralized support and work of our colleagues in Ed Comm who have been tirelessly providing resources and office hours for our faculty. For information on tools for remote teaching, please visit the EdComm's Remote Teaching site.
- Coaching for remote teaching:
The AUE is offering coaching support for brainstorming, review, and/or observation of online teaching strategies and models and would like to encourage faculty to reach out using our online AUE Coaches Consultations Services web request form. The form is available on an off-campus link (sign-in to iPage) and can be found at the bottom of the menu on the Academy of Upstate Educators page. https://www.upstate.edu/facultydev/fac_dev/academy/index.php
- Creative Educational Ideas:
The AUE offers informal brainstorming sessions with Academy members. We are offering these sessions via Zoom and can accommodate many participants. Please use the form (link above) to apply to present your educational challenge.
See below for additional, non-Upstate, teaching resources.
Is faculty recruitment and hiring affected by COVID-19? What are the guidelines for hiring faculty?
To reduce spread of COVID-19, physical distancing measures are required for recruitment, hiring, and onboarding processes. The dean’s office offers recruitment guidance and provides an outline of requirements for hiring of new faculty during this time. The details and forms for hiring can be found on the administrative documents pages.
Please see Upstate’s Hiring Guide
I would like to complete my Annual Academic Expectations (AAEs).Do I need to have a face-to-face meeting with my chair?
Please resume faculty 1:1 meetings with department chair or other supervisor such as division chief to review the Annual Academic Expectation. These can be held remotely via Webex, Zoom, by phone, or in-person if physically distant with masks. AAEs have moved to an electronic format and are available in self-serve. Please notify Dr. Botash if you have an urgent need for signature. The 2020 AAEs are in full swing and the faculty affairs office tracks annual completion status for departments. Contact JoAnne Race, email@example.com with any AAE questions.
I am on a tenure clock and, due to a COVID-19 related delay in my work, am concerned I will not be able to meet criteria for tenure. What can I do?
The COVID-19 crisis may have affected your ability to complete research projects, submit and publish scholarship in a timely manner, and/or complete grant funding applications. A SUNY-UUP Memorandum of Understanding (MOU) titled “Possible Adjustments to Tenure Clock Timelines and Reappointment, Promotion and Tenure Review Materials” was recently released, and you may have received this via email. Our office will update individual tenure dates and notify all faculty to whom the tenure extension pertains. For COM faculty with questions regarding tenure, please contact Dr. Botash, firstname.lastname@example.org.
UUP identified key points from the MOU:
Due to the unprecedented and extraordinary interruptions in research, scholarship and service activities as well as telecommuting and the transition to remote teaching during the COVID-19 crisis, adjustments need to be made to time toward eligibility for continuing or permanent appointment. In addition, special consideration needs to be made at the campus level regarding the submission and evaluation of materials included in a dossier or personnel file for review.
Academics who are currently serving in tenure-track academic positions who have not yet been permanently appointed and who are not currently up for review will receive an automatic one-year extension of their time to continuing appointment (also referred to as their tenure clock). Tenure-track academics who do not wish to have their tenure clocks extended may elect to opt out of the automatic one-year extension and be considered for tenure on their original schedule. This extension will not require a change in current academic rank.
Any employee (whether full or part-time) who taught or provided educational support such as tutoring or counseling during the Spring 2020 semester may elect not to include Spring 2020 student evaluations, peer teaching observations, and/or curricular materials from this semester in future reappointment, promotion, or continuing appointment/permanent appointment review materials. The agreement provides that the exclusion of these materials shall not reflect negatively on the individual's review.
UUP Coronavirus Q&A further addresses this here: https://uupinfo.org/resources/covid19/pdf/UUP_COVID19_QA.pdf
For COM faculty, for more information regarding tenure and stop-the-clock: https://www.upstate.edu/facultydev/promotion-tenure/tenure-stop-clock.php
Will College of Medicine promotion and tenure meetings be taking place?
The COMFAPC meetings are taking place via Zoom. The next meeting is scheduled for September 10th, with materials due on August 10th. Please see the Faculty Appointments and Promotions Committee page for deadlines and upcoming COMFAPC meetings.
An online portal for promotion document submission was recently launched and all completed packets are being reviewed. This portal is only available for COMFAPC members and department administrators at this time. We will inform individual candidates if there are any delays. Departmental P&T committees can contact our office for support.
We recognize it may be challenging to obtain extramural letters at this time. Please contact Dr. Botash if you are facing difficulties meeting deadlines due to the need for extramural letters.
I am planning to submit my materials for promotion soon. Is there assistance available?
Several “Path to Promotion Workshops” will be held throughout the 20-21 year. These are currently scheduled for noon - 1pm on Tuesdays:
October 6 - Educator portfolio
November 3 - Dossier for associate professor promotion
December 1 - Dossier for professor promotion
January 5 - Clinical portfolio
February 2 - Letters of support and evaluation
March 2 - Overview of preparing documentation for promotion
April 6 - Dossier for associate professor promotion
May 4 - Dossier for professor promotion
Please keep an eye on our website or watch for emails with updates.
Dr. Steve Taffet and Dr. Ann Botash continue to be available for one-to-one meetings (plan to use WebEx or Zoom) to assist you with your promotion needs.
My research was accepted to a national/regional meeting and the meeting was canceled. How can I document this on my CV and will this “count” towards my scholarship for promotion?
If you have accepted presentations/posters (peer-reviewed) and you are no longer able to disseminate them as intended due to conference cancellations related to COVID-19, there are options. In some cases, the conference planners may produce a formal publication of peer reviewed accepted abstracts and this may be cited in your curriculum vitae (CV). Check with conference planners for possible outlets. There are also some sites available for you to upload your posters and presentations, such as https://www.researchgate.net/
In your CV, list the citation as you normally would for something that was accepted (for example in APA style), and add the highlighted content with the link to where it has been disseminated.
Gaspard S, Stewart T, Race J, Botash AS. (accepted). Program Evaluation: Identifying hymen abnormalities and associated risks. Pediatric Academic Societies (PAS) 2020 Meeting, May 2-5, 2020, Philadelphia, PA. Session: Child Abuse and Neglect Posters. Due to COVID-19 related conference cancellation, this peer reviewed abstract was (or may add here that it was not) disseminated on 05/04/2020 to https://www.researchgate.net/ (or other site).
Include your updated CV and conference acceptance email/letter in your promotion packet.