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Endowed Professorships & Chairs Toolkit

Contact the Dean's Office

Kathleen Crowell
Donor Relations Manager
kc53@uw.edu
(206) 543-6129

Summer Duncan-Korst
Human Resources Manager
summerd@uw.edu
(206) 616-9808

  1. Introduction
    1. Overview
    2. Key Dates and Deadlines
    3. Templates & Forms

  2. Endowed Professorship and Chair Criteria

  3. Roles and Responsibilities
    1. Candidate
    2. Department Chair
    3. Assistant to the Chair or Department Administrator
    4. Assistant to the Dean
    5. Advancement Gift Officer
    6. Manager of Donor Relations
    7. Human Resources Manager
    8. Dean
    9. Provost

 

I. Introduction

This document is intended to provide information and resources to all participants in the Endowed Professorships and Chairs process in the College of Engineering.

Endowed faculty fellowships, professorships and chairs provide significant benefits in recruiting and retaining outstanding faculty at the University. These endowed gifts greatly enrich support for the teaching and research activities of distinguished faculty and bring public recognition of their status.

For appointments, reappointments, and general inquiries, contact the CoE Human Resources Manager. For more information about annual updates for donors to professorships and chairs, contact the Donor Relations Manager in CoE Advancement.

Ia. Overview of the Process

The following overview describes the Endowed Professorship and Chair Process in very broad terms. Participants’ roles, special exceptions, and further considerations are described in much greater detail in the subsequent sections of this document.

Data Gathering

The Chair assembles a list of candidates for the endowed chair or professorship. Candidates are generally identified for an initial appointment or reappointment through self-selection, nomination by another faculty member, or because they are compelled to participate in the process.

The Chair or Dean (depending on where the endowment is “housed”) may appoint a Review or Selection Committee to evaluate the candidate(s).

Selection committees are required for initial appointments. Review committees are required for reappointments.

If the endowment funds are filtered through the department, it is then “housed” in the department.  Therefore, the review or selection committee is appointed by the Chair.  If the funds for the endowment are filtered through the CoE Dean’s Office, it is then housed in the Dean’s Office.  Therefore, the review or selection committee is appointed by the Dean.

Evaluation

The review or selection committee members receive a letter from the Chair or Dean outlining their responsibilities.  The committee is also provided a copy of the endowment agreement, a copy of the Endowed Professorship and Chair Guidelines and a copy of the Endowed Professorship and Chair Expectations.

The candidate(s) must prepare a curriculum vitae and, at a minimum, a 1-2 paragraph biography highlighting his/her qualifications for the endowment.

The review or selection committee will evaluate the material generated by the candidate(s).  Afterwards, the selection or review committee will provide the Chair with a committee report and a letter of recommendation.

Assembly of Packet

For an initial appointment, the Assistant to the Chair or Administrator (if housed in Department) or Assistant to the Dean (if housed in Dean’s Office) will compile the following materials:  a signed cover sheet, the committee’s report, the committee’s letter of recommendation, the candidate's CV, the candidate's 1-2 paragraph biography, a copy of the endowment agreement, and appropriate endowment checklist – completed and signed.

For a reappointment, the Assistant to the Chair  or Administrator (if housed in Department) or Assistant to the Dean (if housed in Dean’s Office) will compile the following materials:  a signed cover sheet, the committee’s report, the committee’s letter of recommendation,  the candidate’s CV, the candidate’s 1-2 paragraph biography highlighting his/her accomplishments during the prior endowment period, and the candidate’s brief document laying out how the endowment terms and evaluation criteria were met, including a forward-looking education and research statement.

The original packet and two copies are forwarded to the Dean’s Office for processing. A copy of the original is retained in the department.

Ib. Key Dates & Deadlines

Ic. Templates & Forms

 

II. Endowed Professorship and Chair Guidelines and Criteria

 

III. Roles and Responsibilities

  1. Candidate or Current Endowment Holder
    1. Provide updated CV
    2. 1 to 2 paragraph biography highlighting qualification for endowment
  2. Chair
    • Endowments Housed in Department:
      1. Initial appointment – Chair appoints a selection committee to evaluate the candidate(s).
      2. Reappointment – Chair appoints a review committee to evaluate the holder.
    • Endowments Housed in Dean’s Office:
      1. Initial appointment – Chair provides list of nominees to the COE Selection committee via Assistant to the Dean.
      2. Reappointment  – Chair provides recommendation to the COE Review committee via Assistant to the Dean.
  3. Assistant to the Chair or Administrator (depending on Department)
    • Note:  This person needs to be cognizant of and track timelines for endowed professors and chairs.
    • Endowments Housed in Department:
      1. Initial appointment - Collect and provide documentation for the departmental selection committee.
      2. Reappointment -  Collect and provide documentation for the departmental review committee.
    • Endowments Housed in Dean’s Office:
      1. Initial appointment - Provide the Assistant to the Dean with a copy of the candidate’s CV and a 1 to 2 paragraph Biography highlighting accomplishments during the prior endowment period.
      2. Reappointments - Provide the Assistant to the Dean with a copy of the holder’s CV and a 1 to 2 paragraph biography highlighting accomplishments during the prior endowment period.
  4. Assistant to the Dean
    • Endowments Housed in Department:
      •  Initial appointment
        1. Receives package from HR Manager and forwards to the Dean for review.
        2. After Dean’s review, forwards package back to HR Manager.
      • Reappointment
        1. Receives package from HR Manager and forwards to the Dean for review.
        2. After Dean’s review, forwards package back to HR Manager.
    • Endowments Housed in Dean’s Office:
      • Initial appointment - Follow up on Dean’s email to faculty member confirming them as serving on selection committee.
        1. Provide selection committee with candidate’s CV, biography, the endowment agreement, and endowed professorship and chair Guidelines and Expectations.
        2. Receive selection committee report and letter of recommendation from the selection committee.
        3. Collate all materials and submit to Dean for final review.
        4. Prepare Dean’s recommendation letter to Provost.
        5. Make 1 copy of entire package for endowment files and forward original to the Provost’s office.
        6. Route copy to Donor Relations Manager for endowment files.
        7. Send a copy of the Dean’s recommendation letter (addressed to Provost) to the home department for their records.
        8. After the Provost’s/Regent’s approval, prepare and send letter of notification to nominee regarding nomination.
        9. Send email to Donor Relations Manager, Department Gift Officer, HR Manager, HR Administrator, and Department Administrator notifying them that the paperwork has been processed.
        10. Send another email to Donor Relations Manager, Department Gift Officer, HR Manager, HR Administrator, and Department Administrator notifying them that the appointment was approved or denied by Provost.
      • Reappointment - Follow up on Dean’s email to faculty member confirming them as serving on review committee.
        1. Provide review committee with candidate’s CV, biography, the endowment agreement, and endowed chair and professorship Guidelines and Expectations.
        2. Receive review committee report and letter of recommendation from the review committee.
        3. Collate all materials and submit to Dean for final review.
        4. Prepare Dean’s recommendation letter to Provost.
        5. Make 1 copy of entire package for endowment files and forward original to Provost’s office.
        6. Route copy to Donor Relations Manager for endowment files.
        7. Send a copy of the Dean’s recommendation letter (addressed to Provost) to the home department for their records.
        8. After the Provost’s/Regent’s approval, prepare and send letter of notification to nominee regarding nomination.
        9. Send email to Donor Relations Manager, Department Gift Officer, HR Manager, HR Administrator, and Department Administrator notifying them that the paperwork has been processed.
        10. Send another email to Donor Relations Manager, Department Gift Officer, HR Manager, HR Administrator, and Department Administrator notifying them that the endowment was approved or denied by Provost.
  5. Advancement Gift Officer
    1. Solicits specified minimum amount of money for endowment depending on type of endowment being established.
    2. Completes the request for a new endowed gift budget.
    3. Drafts agreement.
    4. Ensures that all necessary signatures are obtained.
  6. Manager of Donor Relations
    1. Creates a hard copy and an electronic copy of the fully signed agreement for the COE Donor Relations Office.  The electronic copy (PDF) will be stored on the (Q.) Common Drive in a folder named “Endowment Tracking”.
    2. Creates an endowment file and files the agreement and all other pertinent information in it.
    3. Sends a copy of agreement to department, when applicable.
    4. Sends other original fully signed copy of agreement to the Central Stewardship Office.
    5. Compiles and maintains master tracking list and prompts the Assistant to the Dean to start the process.  An electronic copy of the master tracking list (sorted by “housed in Dean’s Office” and “housed in Department”)  is sent to the Assistant to the Dean, HR Administrator and HR Manager.
    6. Ensures that information related to endowments is properly recorded and tracked.
      1. Verifies and updates endowment master list located on the MyCoE endowment website. Ensures accuracy of master list. Tracks and monitors data.
      2. Shares information from master list with gift officers, Dean’s Office (HR, Finance, and Assistant to the Dean) and departmental administrators.
      3. Communicates recent developments with regard to endowments to Advancement group.
      4. Acts as custodian of original endowment documents and all files.
  7. Human Resources Manager
    • Note: This person needs to be cognizant of and help track timelines for endowed professors and chairs.
    • Endowments Housed in Department:
      • Initial appointment
        1. Receives entire package with checklist from home department.
        2. Prepares Dean’s recommendation letter to Provost.
        3. Makes 1 copy of entire package for endowment files and forward original to Provost’s office.
        4. Routes copy to Donor Relations Manager for endowment files.
        5. Sends a copy of the Dean’s recommendation letter (addressed to Provost) to the department for their records.
        6. Prepares and sends letter of notification to nominee regarding nomination  (CSE is the only exception; they send their own letter).
        7. Sends email to Donor Relations Manager, Department Gift Officer, HR Administrator, Assistant to the Dean, and Department Administrator notifying them that the paperwork has been processed.
        8. HR Manager receives notification from Provost.
        9. Sends another email to Donor Relations Manager, Department Gift Officer, HR Administrator, Assistant to the Dean, and Department Administrator notifying them of the status of the endowment.
      • Reappointment
        1. Receives entire package with checklist from home department.
        2.  Prepares Dean’s recommendation letter to Provost.
        3. Makes 1 copy of entire package for endowment files and forwards original to Provost’s office.
        4. Routes copy to Donor Relations Manager for endowment files.
        5. Sends a copy of the Dean’s recommendation letter (addressed to Provost) to the department for their records.
        6. Prepares and sends letter of notification to holder regarding nomination (CSE is the only exception; they send their own letter).
        7. Sends email to Donor Relations Manager, Department Gift Officer, Assistant to the Dean, and Department Administrator notifying them that the paperwork has been processed. (some departments want to do on their own).
        8. HR Manager receives notification from Provost.
        9. Sends another email to Donor Relations Manager, Department Gift Officer, HR Administrator, Assistant to the Dean, and Department Administrator notifying them of the status of the endowment.
    • Endowments Housed in Dean’s Office:
      1. Initial appointment  – Monitor that all paperwork is processed by the Assistant to the Dean.
      2. Reappointment  -  Monitor that all paperwork is processed by the Assistant to the Dean.
  8. Dean
    • Endowments Housed in Department:
      1.  Initial appointment and Reappointment - Dean reviews packet assembled by Department.
    • Endowments Housed in Deans Office:
      1. Initial appointment – Dean assigns and notifies Selection Committee to review nominations for endowment.  After the selection process, the Dean reviews the committee’s recommendation.  If the Dean concurs, the Dean writes a recommendation letter. The letter, along with the original packet, is forwarded to the Provost’s Office.
      2. Reappointment – Dean assigns and notifies Standing Committee to examine the holder’s reappointment paperwork.  After the review process, the Dean reviews the committee’s recommendation.  If the Dean concurs and it is favorable, the Dean writes a recommendation letter. The letter, along with the original packet, is forwarded to the Provost’s Office.
  9. Provost  (c/o Academic HR)
    1. The Provost’s Office reviews the proposed appointment for compliance with the terms of the gift and verifies that the endowment has met the minimum funding requirement.
    2. If the Provost concurs, the (initial or reappointment) nominations for the professorships and chairs are submitted on behalf of the President to the Board of Regents.  All reappointment requests for professorships and chairs are approved by the Provost.  Faculty fellowships are approved by the Provost.
    3. The Provost’s Office will inform the Dean’s Office of the Regent’s review decision in writing.

 

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