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Fall 2011

Merit & Promotion Review Training for Definite and Indefinite Status Academics Academic Coordinators Academic Administrators. Fall 2011. Indefinite and Definite Status. Indefinite status Successfully completed all term reviews Advisors only

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Fall 2011

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  1. Merit & Promotion Review Training for Definite and Indefinite Status AcademicsAcademic CoordinatorsAcademic Administrators Fall 2011

  2. Indefinite and Definite Status Indefinite status Successfully completed all term reviews Advisors only Definite status All Academic Coordinators/Administrators Newer Advisors – in 1st, 2nd or 3rd term

  3. Agenda Welcome/Introductions Agenda/Training Agreements/Outcomes Overview of Process Streamlined Merits PR Dossier E-book: walk through thematic guidelines Questions/Wrap-up

  4. Presenters Academic Assembly Council Personnel Committee Members Academic Personnel Unit Kim Rodrigues

  5. AAC Personnel Committee Work with UC ANR Academic Personnel Unit to Coordinate the academic merit & promotion process. Assures process is fair and understandable. Facilitates training with UC ANR APU. Nominates Ad hoc review committees. Provides Ad hoc committee chair training. Reviews Ad hoc committee reportsfor constructive, mentoring advice that helps an academic improve in the future.

  6. Thank You for Your Support and Expertise: AAC PC Committee Mary Bianchi, Pam Geisel, Janine Hasey, Kurt Hembree, Marilyn Johns, Steve Koike, Anna Martin, Scott Stoddard Academic Personnel Unit Kim Rodrigues, Executive Director Pam Tise, Personnel Analyst

  7. Training Agreements Mute phone until you want to speak. Press *6 to mute and *7 to unmute. Silence cell phones/other noise makers. Do not put call on “hold” (problem with music). May type questions via the chat function on your computer screen. If you ask questions verbally, state your name followed by a concise question. One person speak at a time.

  8. Outcomes Increased knowledge of new procedures. Understanding of the thematic PR format. Understanding of streamlined merit process. Increased knowledge of how to develop a well written PR. Answers to your PR questions.

  9. UC ANR Organization Structure(s) with respect to academic review process. Peer Review Committee – chaired by ED APU – composed of 7 peers: Chris Greer, John Harper, Janet Hartin, Chuck Ingels, Shirley Peterson, Lynn Schmitt-McQuitty, Eta Takele

  10. Peer Review Committee Reviews terms, merits (including streamlined merits), promotions, accelerations, and upper level merits as well as any special cases upon request of the candidate or supervisor.

  11. PRC Operational Guidelines ED assigns 2 PRC reviews per case (systematically randomized to balance workload and avoid any/all potential conflicts of interest). Lead PRC member summarizes the case, in advance, of full meeting discussion. PRC fully reviews and discusses all cases, especially any with mixed reviews. PRC seeks consensus, but reports all recommendations and any/all split “votes.” AVP-P considers ALL input on case when making decision.

  12. Peer Review Committee Perspective Your PR is your chance to tell your story. Presentation is important because: You want the reviewer to enjoy reading your dossier! It needs to be easily understood by people in other programs. Each reviewer has a unique perspective: Keep in mind the perspectives of those reading your PR: supervisor (e.g. CD), Ad hoc Committee and /or members of Peer Review Committee. Reviewers may not be familiar with you or your specific program.

  13. Any more questions regarding Peer Review Committee?

  14. Ad hoc Ad hocs will be established for all promotions including any/all accelerated promotions: Assistant to Associate Associate to Full Title Full Title V to Full Title VI All candidates in the third term will receive an ad hoc review before receiving indefinite status Also upon request of candidate, CD or other ANR leaders

  15. APU AAC Academic Personnel will work with AAC Personnel Committee to recommend the Ad hoc Committee membership to AVP-P

  16. CD ReviewAdvisors with CD Assignments CD’s are reviewed by Bill Frost in the Merit and Promotion Process. AVP-P receives all recommendations in order to make informed decisions.

  17. For Advisors Merits (& SM): Advisors > CD > PRC > Supv. (Bill) CDs > PRC > Supervisor (Bill) Promotions: Advisors > CD > Ad hoc > PRC Ad hocs to be developed for specific actions: Assistant to Assoc, Assoc to Full Title and Full Title V to Full Title VI (and for Advisors seeking indefinite status) Term Reviews: Advisors > CD > PRC Indefinite Term Review: Advisors > CD > Ad hoc > PRC Accelerations (merit): Advisors > CD > PRC

  18. For Academic Coordinators Merits: Acad. Coordinator > Supervisor(s) > PRC  Accelerations: Acad. Coordinator > Supervisor(s) > PRC

  19. Decisions AVP-P receives recommendations and makes decisions. All appeals go to VP Barbara Allen-Diaz.

  20. A Good PR is… ACCURATE:Be factual, tell how impacts were achieved. BRIEF:Make every word work. CLEAR:Say what you mean. SPECIFIC:Use examples. PROFESSIONAL:Make it look professional – adhere to format guidelines.

  21. Make Your Dossier Reflect Your Program! Make It Enjoyable to Read! Reviewers find it less enjoyable to read if they have to tease out information. State your overarching program themes. Identify your clientele/audiences. Write clear goals and objectives. Summarize your accomplishments. Remember what is obvious to you, may not be obvious to all readers -- make it obvious!

  22. General Tips Start as early as possible. Keep good records all year and use them. Use web examples referenced in e-book. Review and edit; then review and edit some more. Ask questions. Ask peers to review your work.

  23. General Directions Font: Times New Roman 11 or 12 Margins: 1 inch all around Adhere to page limits Please refer to the e-book found at http://uncanr.org/pr-ebook Tip: Be kind to your readers – use a format that makes your PR readable. Pay attention to required vs. suggested.

  24. Fostering Your Success An excellent presentation, along with high quality work, greatly helps your supervisor write a strong evaluation. The multi-disciplinary ad hoc(s) will benefit from a concise well-written PR that demonstrates the importance of your program outcomes and/or impacts.

  25. Timeline for PR Process Access is available through your portal. Deadline for uploading your PR dossier: 11:59 PM, February 1, 2012 (note: you may upload your documents and make corrections/revisions up until the deadline). Results by the end of June 2012 for July 1, 2012 actions.

  26. Strategic Initiatives • Initiatives} • Improve Water Quality, Quantity and Security • Enhance Competitive, Sustainable Food Systems • (for) Sustainable Natural Ecosystems • (for) Healthy Families and Communities • Manage Endemic and Invasive Pests and Diseases • Increase Science Literacy in Natural Resources, Agriculture & Nutrition • Ensure Safe and Secure Food Supplies • Enhance the Health of Californians & California’s Agricultural Economy • Improve Energy Security and Green Technologies through Innovative Science Linking Engineering, Agricultural, Biological, and Environmental Sciences

  27. Definitions to Help Develop a Thematic PR Format • Theme: your program focus; subject matter expertise; etc. • Themes may or may not relate to Strategic Initiatives (See e-book for more detail). • Clientele: People or group of people that a program aims to serve. • Goals: The purpose towards which an effort is directed. • Inputs: What we invest: Faculty, staff, students, infrastructure, federal, state and private funds, time, knowledge, etc. This step is often assumed and is not always articulated and is not required in DANRIS X. • Methods (Activities/Outputs): Research/Creative and Extension activities to reach goals. Products created through such activity (meetings, trainings, extension programs, curricula, webinars, publications, etc.). • Outcomes: Changed knowledge, attitudes, skills, behavior/practices resulting from your efforts. • Impacts: Social/health, economic, environmental/physical benefits to individuals, organizations, populations, communities.

  28. Another Way of Looking At One of Your Themes INPUTS OUTPUTS OUTCOMES Long-term Program Investments or Efforts Activities Participation Short Medium Who we reach Information gained, behaviors changed, etc. What we invest or do Products or programs we create SO WHAT?? What is the IMPACT or ANTICIPATED IMPACT?

  29. 2 Separate Theme Examples- 4-HYDA • Healthy Families and Communities Initiative (Advisor 1) • Promote Positive Youth Development • Support Adolescent Leadership Development • Increase Science Literacy Among Youth • Healthy Families and Communities Initiative (Advisor 2) • Life Skills • Adolescent Development • Extension Education • Science, Engineering and Technology

  30. Theme Examples - NFCS Advisor • I expanded the scope of my activities in research, extension, and creative activity while at the same time ensuring I was strategically positioning my administrative and programmatic efforts in ways that integrated the local county needs with the UC ANR Strategic Vision: human nutritional status, child obesity, food safety, and food security. • Healthy Families and Communities Initiative • Childhood Obesity • Health Promotion • Consumer Food Safety • Food Security

  31. Theme Examples – Agricultural • My research and extension program is based on the major theme of interactions between plants and microorganisms. Because of my interest, training and experience with plant pathology and microbial ecology, I focused my activities on three areas of plant-microbe interactions: • Pathogens of plants (summary of 16 projects) • Microbial ecology in strawberry (summary of 7 projects) • Foodborne pathogens and ecology of E. coli. (summary of 2 projects) • Sustainability and Viability of Agriculture: • Sustainable Food Systems • Science and Agriculture Literacy • Organic Crop Production • Ag Productivity, Efficiency and Sustainability • Waste Management

  32. Theme Examples – Natural Resources • Sustainable Ecosystems Initiative • Sustainable Natural Ecosystems • Sustainable Natural Resources • Water Quality, Quantity and Security • Water Conservation and Irrigation Quality • Example of a more narrowly focused Natural Resources Theme(s) • Landscape Management • Wildland/Urban Interface • Wildfire Education

  33. Questions about general directions, format, or themes?

  34. Streamlined Merits • Who Currently Qualifies for a Streamlined Merit? • Academic Coordinators and Administrators with Supervisor Support (2 year cycle) • 2nd year AE must be positive • Assistant, Associate or Full Title I-V Advisors withSupervisor Support or Academic Coordinators ina 3 year cycle • 2nd year AE must be positive (2 year cycle) • 2 AE’s must be positive (3 year cycle)

  35. Streamlined Merits for Advisors, Academic Coordinators/Administrators Components: Upload (by November 18, 2011): This year’s annual evaluation (AE) Notification of eligibility to complete streamlined merit: December 21, 2011 or sooner if CD completes evaluation Upload (by 11:59 PM February 1, 2012): Position description(s) for period under review Program Summary Narrative (6 pages maximum) Bibliography for period of review – this is part of your annual evaluation table(s) however you can add your bibliography for your entire career or period of review as an optional document to your SM packet Note: Your previous AE’s for the period under review are on your PR dossier page

  36. Streamlined Merits • Provide a Program Summary Narrative to accompany Annual Evaluations • Follow the general format for a Program Summary for PRs (themes, context, goals) • Highlight major accomplishments, notable achievements, outcomes or impacts

  37. Streamlined MeritsDeadlines Must complete current AE & upload by Nov 18th Supervisor reviews and if AE is favorable, then Academic Personnel Unit reviews and notifies CD or immediate supervisor of your eligibility to use the streamlined process (by 12/21/2011). Streamlined merit due on February 1, 2012 at 11:59 PM.

  38. Questions about streamlined merits?

  39. Program Review Sections -Advisors Position Description Acceleration Statement (if applicable) Program Summary Narrative Extending Knowledge and Information/Applied Research and Creative Activity Professional Competence and Professional Activity Summary University and Public Service Summary Affirmative Action Summary 4. Professional Competence(documenting lists) 5. University and Public Service (documenting lists) 6. Bibliography 7. Publication Examples and Summary (if applicable) 8. Letters of Evaluation (if applicable) 9. Appendices: Project Summary Table Extension Activities Table Letters of Publication (if accepted) Sabbatical Leave Plan and/or Report (if applicable)

  40. Program Review Sections Academic Coordinators and Administrators Position Description Acceleration Statement (if applicable) Program Summary Narrative Administrative Performance (if applicable) Professional Competency and Activity University and Public Service Affirmative Action Professional Competence (documenting lists) University and Public Service (documenting lists) 6. Bibliography (if applicable) 7. Publication Examples and Summary (if applicable) 8. Letters of Evaluation (for acceleration) 9. Appendices: Project Summary Table (if applicable) Extension Activities Table (if applicable Letters of Publications (if applicable)

  41. Position Description The Position Description provides the basis for evaluating your PR: Review your PD to make sure it reflects your current assignment. Update if needed. Include all position descriptions that apply to the review period. Indicate the time period each was in effect. Develop documentation (i.e. PD addendum) for special assignments, such as acting County Director or new cross county work.

  42. Acceleration Only Advisors that have successfully completed their 1st term are eligible to seek an acceleration. Acceleration requires exceptional achievement in at least one criteria – identify the “driver.” Acceleration requires greater than normal productivity in all criteria for your rank and step. Highlight activities that you believe warrant special attention -- do not just repeat descriptions you provide in other sections. Focus only on the period since the last review. Why do you deserve an acceleration?

  43. Program Summary Narrative • Make sure your Program Summary Narrative: • Highlights your major accomplishments, notable achievements. • Maximum length is 6 pages for merits, 10 for promotions. • Use bullets, indentation, and subheadings to make your statement more readable. • Tells your story with impacts.

  44. Program Summary Narrative • Summarize Themes • Provide Context • Describe counties covered, nature of clientele, factors that influenced program activities. • Describe Goals and Objectives for each theme • Include how goals were determined, clientele needs assessments, etc. • Describe Research, Creative Activities, and other Efforts • Describe resulting Outputs, Outcomes, and Impacts

  45. Program Summary Narrative (cont.) • Summarize Professional Competence • Describe professional activities • Include other elements of professional development and competence • Summarize University and Public Service • Summarize Affirmative Action • Describe how Affirmative Action tied into program themes and activities.

  46. Full Title V - VI Program Summary Narrative (10 pages) for your career within the Full Title rank. Bibliography from your entire career Highlight years in Full Title rank and Highlight differently years since last salary action. Extension activities table and project summary table—include years since last review. All other components—include all years in FT rank: Publication examples can be those submitted in other PR’s in Full Title rank. Include all PD’s from all years in Full Title rank.

  47. Professional Competence In the Program Summary Narrative you summarize activities (in one to two paragraphs) that you: Participated in training to become more competent Are viewed as competent by peers & clientele In this Professional Competence section (documenting lists), items may be listed by themes, subject matter, goals, or other organization at the discretion of the advisor Divide activities into 2 sections: 1. Professional Development & Training 2. Evidence of Professional Competence

  48. Professional Competence (cont.) 1. Professional Development & Training Training, conferences, workgroups and non-workgroup activities, administrative training, technology training, etc. Disciplinary societies/professional association meetings, memberships, attend activities, etc. 2. Evidence of Professional Competence Presentations at professional society and workgroup meetings, editing books, reviewing articles, professional offices held, etc. Awards, recognition (includes national and international), licenses.

  49. University and Public Service • In the Program Summary Narrative you summarize (in one to two paragraphs) that you served the university and the public in your area of expertise. • In this University and Public Service section (documenting lists), list items in two categories: • University Service such as: • Committees, task forces, workgroups, university student tours, etc. • Leadership roles. • Public Service such as: • Activities and events in which you used your professional expertise to benefit groups or efforts outside the University. • Indicate your role • Indicate who benefited (note: activities listed here should relate to your field of expertise or your ANR assignment).

  50. Affirmative Action This is a place to describe your efforts and successes in reaching under-served audiences. Summarize your AA accomplishments as related to your position description. Limit this section to 1-2 paragraphs. Note: CASA records will be reviewed to ensure candidates achieved parity or demonstrated all reasonable effort.

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