University at Buffalo (UB)
The advocate's role evolves throughout the promotion review process. From the initial department review through the president's decision, there are specific points where the advocate may present information, provide written statements, receive official communications or participate in advocacy proceedings.
Faculty may elect to have an Advocate if they believe that their case will be strengthened or more fully presented. There is no negative connotation associated with having an Advocate. The Advocate represents the faculty throughout the review process and may participate in meetings which the faculty is not permitted to attend.
Ideally, an Advocate should be selected at the start of the dossier process so the Advocate may contribute at the fullest level. However, the faculty member may elect to have an Advocate at any point during the review process prior to the Provost’s review of the dossier.
If the faculty designates an advocate at the outset of the process, the advocate’s statement accompanies the dossier from the start of department review.
The advocate may contribute to the dossier by suggesting expert evaluators highly qualified to review the candidate’s work.
The advocate must be invited to present and answer questions at the department meeting when the faculty member’s dossier is being reviewed.
The advocate is copied on the chair’s letter to the faculty member.
There is no policy statement on the role of the advocate at the unit level.
The advocate must be invited to present and answer questions at the school/unit committee meeting.
Unless specified by the school’s bylaws, the attendance of the advocate at the school/unit meeting is not required for a dossier to be reviewed and moved forward to the next level.
The advocate is copied on the dean’s letter to the faculty member.
If there is a negative recommendation at any level, advocacy is offered to the faculty member before the provost’s review.
Advocacy meetings are held in person and include these five faculty members: the advocate, senior vice provost for faculty affairs, PRB chair, department chair and dean.
The advocate represents the faculty member because the faculty member is not permitted to participate or self-represent.
The advocate may provide a statement before or after the advocacy meeting. If the statement is provided after the meeting, all materials must be submitted to the Office of Faculty Affairs within five business days of the advocacy meeting.
All advocacy-related meetings and materials must be concluded before the dossier is forwarded by the provost to the president.
Advocacy may not be invoked after the provost has made a recommendation to the president.
The advocate is copied on the provost’s recommendation.
The advocate is copied on the president’s recommendation or decision.
Communication point: The faculty candidate receives communication with the vote outcome or recommendation at each step marked with the envelope icon.