WHAT YOU NEED TO KNOW FOR THIS YEAR’S SABBATICAL LEAVE PROCESS
The deadline to submit the sabbatical application is October 21, 2024 by 4:30 pm.
Important: The 2023 sabbatical guidelines and criteria are posted on our Resources for Faculty page.
The calendar for this agreement is listed here.
To streamline the process, if you are eligible to apply for a sabbatical leave and decide to file an application, please email Mary Colon (colonm@montclair.edu) to request the template in Interfolio for your use.
Please note as in years past, we will be running information sessions for Interfolio users. You can see the schedule for these and access the sessions using the link below. Registration is not required.
We will be running information sessions for applicants on the following dates to assist you in preparing your submissions.
Remaining Dates
Thursday, October 17 from 2:00 – 3:00pm
Monday, October 21 from 1:00 – 2:00pm
Topic: Sabbatical Information Session
Time: Sep 20, 2024 01:00 PM Eastern Time (US and Canada)
Join from PC, Mac, Linux, iOS or Android: https://montclair.zoom.us/j/84973498590?pwd=gUPbr8b5QK0fkODaNFqYGo0f2L8m56.1
Password: 539414
Or iPhone one-tap :
US: +13017158592,,84973498590# or +13052241968,,84973498590#
Or Telephone:
Dial(for higher quality, dial a number based on your current location):
US: +1 301 715 8592 or +1 305 224 1968 or +1 309 205 3325 or +1 312 626 6799 or +1 646 876 9923 or +1 646 931 3860 or +1 507 473 4847 or +1 564 217 2000 or +1 669 444 9171 or +1 669 900 6833 or +1 689 278 1000 or +1 719 359 4580 or +1 253 205 0468 or +1 253 215 8782 or +1 346 248 7799 or +1 360 209 5623 or +1 386 347 5053 or +1 408 638 0968
Meeting ID: 849 7349 8590
Password: 539414
International numbers available: https://montclair.zoom.us/u/kcYnaLjnMe
WHAT YOU NEED TO KNOW FOR THIS YEAR’S PROMOTION PROCESS FOR:
College/School Promotion and and Growth Promotions for Librarians III, Librarian II and Librarian I
Completed application is due by 4:30 pm on January 24, 2025
External Letters
Those tenured or tenure track faculty seeking promotion in academic rank (not reappointment or reappointment and promotion) must submit external letters per the AFT. The external letter process remains optional for librarian promotions.
Please refer to the Faculty Roles and Expectations document, and check the Personnel Actions – Faculty section of the Administrative Calendar for the timeline.
The scheduled information sessions for promotion applicants and reviewers to review the external letters process have concluded.
WHAT YOU NEED TO KNOW FOR THIS YEAR’S TENURE AND REAPPOINTMENT PROCESS
FACULTY AND LIBRARIAN PERSONNEL PROCEDURES
(AY2024 – 2025)
EXTERNAL LETTERS
As a part of a negotiated agreement, external letters are required for faculty seeking tenure or promotion effective Fall 2023. For librarians, external letters remain optional. Please refer to Ken Sumner’s email for details.
Procedures for External Review Letters in Faculty and Librarian Personnel Actions
Faculty and librarian personnel actions including tenure, tenure and promotion, and reappointment, will be completed using Interfolio, the Faculty Librarian Personnel Action System (FLPAS) selected for submission and review of application materials. The FLPS may be upgraded or replaced based on future operational needs of the University.
Submission requirements and supplemental materials for each personnel activity are outlined in the
Required and Optional Documents for Personnel Actions_07 27 23.
Timeline for Tenure, 5th, 4th and 3rd Year Reappointment – Administrative Calendar
Information sessions for tenure and reappointment applicants and reviewers are below. Registration is not required.
We will be running a series of information sessions to support your application and address any questions or concerns you have.
- Thursday, August 29th from 11:00 am to 12:00 pm
- Friday, August 30 from 11:00 am to 12:00 pm
- Friday, September 6 from 11:00 am to 12:00pm
- Thursday, September 12 from 11:00 am to 12:00pm
- Tuesday, September 17 from 1:00 pm to 2:00 pm
- Thursday, September 26 from 11:00 am to 12:00 pm
Topic: Interfolio Session for Reappointment Process
Time: Aug 22, 2024 01:00 PM Eastern Time (US and Canada)
Join from PC, Mac, Linux, iOS or Android: https://montclair.zoom.us/j/85614911430?pwd=YpiEQqKWHvlMRNKovgQ6qrrRNxavaa.1
Password: 988688
Or iPhone one-tap :
US: +13017158592,,85614911430# or +13052241968,,85614911430#
Or Telephone:
Dial(for higher quality, dial a number based on your current location):
US: +1 301 715 8592 or +1 305 224 1968 or +1 309 205 3325 or +1 312 626 6799 or +1 646 876 9923 or +1 646 931 3860 or +1 507 473 4847 or +1 564 217 2000 or +1 669 444 9171 or +1 669 900 6833 or +1 689 278 1000 or +1 719 359 4580 or +1 253 205 0468 or +1 253 215 8782 or +1 346 248 7799 or +1 360 209 5623 or +1 386 347 5053 or +1 408 638 0968
Meeting ID: 856 1491 1430
Password: 988688
International numbers available: https://montclair.zoom.us/u/kzN3WsFB1
Password: 788613
Interfolio Login
Helpful Link:
Interfolio-Reviewers-Instructions-September-2021
Candidate Submission of Materials
Candidates initiate applications for reappointment, promotion, tenure, and sabbatical by uploading and submitting their materials though the FLPAS. For each application, the candidate must provide the required documents and may provide supplementary documents. See Required and Optional Documents for Personnel Actions for a listing of required and supplemental documents by application type. Supplementary documents for reappointment, promotion, and tenure provide an opportunity for candidates to provide the best evidence of their accomplishments in scholarship, teaching, and service, and the inclusion of such documents and the choice of such documents is entirely at the discretion of the candidate.
By example, supplementary documents might include copies of publications, material related to grants or fellowships, reviews of publications, impact factors of journals, download records, citations, syllabi and other documentation of teaching quality, documentation of service to the profession, external letters of recommendation from experts in the candidate’s field, and any material which the candidate believes will provide evidence of achievement and impact in the field. Supplemental documents for sabbatical may include a variety of things, such as cooperating agreements with other universities, foundations or institutes, book contracts, and grant proposals.
Once candidates submit their application, they may not augment or change their application or its supporting documentation. However, candidates may request a meeting or provide written responses to the recommendations at certain review levels as set forth below.
External letters are required for Tenure and Promotion applicants. They are optional for Librarians. Please see Ken Sumner’s email to all faculty and librarians for details which include Information Sessions for applicants and DPAC members to attend.
Committees
The Personnel Advisory Committee (PAC)
The Department (DPAC), School (SPAC), and Library (LPAC) Personnel Advisory Committees are elected by vote of all tenured and tenure-track faculty in the Department or School, and by the tenured and tenure-track librarians in the Library. All members of a PAC must be tenured, and a PAC requires a minimum of three members. Units that do not have three tenured members available to serve on the PAC may invite tenured members of cognate disciplines to serve on their PAC.
The University Sabbatical Committee
The Sabbatical Committee is composed of one elected tenured faculty member from each of the following units: CART, CEHS, CHSS, CSAM, SBUS, SON, plus one elected tenured librarian. The Sabbatical Committee selects a Chair from among its members.
No individual who is under review for a personnel action may serve on a committee that is reviewing that action.
Review Steps
Step 1 — Department/School/Library Personnel Advisory Committee
Once the candidate uploads all required documents and any supplementary documents, they submit their application through the FLPAS for review by members of the DPAC/SPAC/LPAC. DPAC/SPAC/LPAC members assess the application in accordance with the criteria appropriate to the personnel action, and the Chair of the PAC enters the Committee’s evaluation and recommendation in the FLPAS, notifying and sharing it with the candidate. Candidates may enter a written response into the FLPAS should they wish to provide one or they may request, and shall be granted, a meeting with the PAC. After receipt and review of a candidate’s response or a meeting with the candidate, the PAC may revise the PAC evaluation and recommendation. The PAC Chair will either notify the candidate that the recommendation has not been revised or that it has been revised and the revision has been entered into the FLPAS and shared with the candidate.
Step 2 — Department Chair or School Director (Does not apply to the School of Nursing or the Library)
The Department Chair or School Director reviews the application and provides an evaluation and recommendation in the FLPAS and shares it with the candidate. Candidates may enter a written response into the FLPAS should they wish to provide one or they may request, and shall be granted, a meeting with the Chair or the Director. After receipt and review of the candidate’s response or a meeting with the candidate, the Chair or Director may revise the evaluation and recommendation. The Chair or Director will either notify the candidate that the recommendation has not been revised or that it has been revised and the revision has been entered into the FLPAS and shared with the candidate.
Step 3 – Dean
The Dean reviews the application and provides an evaluation and recommendation in the FLPAS and shares it with the candidate. Candidates may enter a written response into the FLPAS should they wish to provide one or they may request, and shall be granted, a meeting with the Dean. After receipt and review of the candidate’s response or a meeting with the candidate, the Dean may revise the evaluation and recommendation. The Dean will either notify the candidate that the recommendation has not been revised or that it has been revised and the revision has been entered into the FLPAS and shared with the candidate.
Step 4 – Provost and Vice President for Academic Affairs
The Provost and Vice President for Academic Affairs reviews the application and provides an evaluation and recommendation in the FLPAS and shares it with the candidate. If the Provost’s recommendation differs from that of the Dean, candidates may enter a written response into FLPAS should they wish to provide one or they may request, and shall be granted, a meeting with the Provost. The Provost will either notify the candidate that the recommendation has not been revised or that it has been revised and the revision has been entered into the FLPAS and shared with the candidate.
Step 5 – President Review Step: The President reviews all applications and notifies each candidate of the President’s determination. The President recommends all approved applications to the Board of Trustees approval.
Please refer to the Faculty Roles and Expectations document for further details.
Interfolio Login
Interfolio simplifies the faculty and librarian personnel processes and enables more efficient and informed decision-making in faculty/librarian reappointment, and tenure.
The objectives of this initiative are to:
- Promote consistency and transparency in faculty affairs processes
- Leverage technology to make reappointment and tenure processes more efficient
- Establish and maintain a single system of record for all academic personnel actions
- Reduce the need for “shadow” systems in schools
- Implement a strategic technology platform while retiring manual and paper-based processes
What Is Interfolio?
Interfolio is a faculty/librarian information system that provides a full suite of faculty/librarian-focused technology to support every stage of the faculty and librarian lifecycle.
Interfolio modules being implemented at Montclair State University include:
- Reappointment, Tenure, and Promotions – supports the collection of review materials and approval workflows for reappointments, tenure, and promotion cases.
- Dossier – provides an online platform for faculty/librarians to collect and curate scholarly materials, as well as for requesting and receiving confidential letters of recommendation.
Helpful Links:
- http://montclair.libguides.com/canvas-library-integration
Canvas and Library Integration
This contains detailed instructions for how to create persistent links to eBooks, journal articles, streaming videos, etc. - http://montclair.libguides.com/citation
Journal Rankings & Citation Searching
This contains information about all of the tools the library subscribes to that contain journal rankings (also known as impact factor), as well as the tracking citations of journal articles.
Support
Curating your materials with the Interfolio Dosier
Dossier is now available for all faculty and librarian members across campus to access.
To access your account, go to the Single Sign On at: Interfolio Login. If you have never accessed Interfolio, click on “Forgot your password?” to receive a link to establish your password.
If you have used Dossier previously with a personal e-mail address, this article shows how you can merge your two accounts.
For more information about how to use your Dossier account, Interfolio has a great online help center and their Scholar Services can help answer your technical questions by email, phone, Facebook, or Twitter.