Transcript Slide 1

Annual Evaluation
Training
Fall 2010
ACADEMIC PERSONNEL UNIT
Kimberly Rodrigues
Executive Director
 Carolyn Frazier, Director
 Tina Jordan, Analyst
 Andra Strads, Analyst
 Pam Tise, Administrative/Executive Assistant
 David White, Analyst
For specific unit responsibilities, please visit our
website at: http://ucanr.org/academicpersonnel
Presenters
o Executive Director Kim Rodrigues
and UC ANR Academic Personnel
Unit, with assistance from the AAC
Personnel Committee
Conference Call Agreements
o One person speak at a time.
o When asking questions, state
your name first.
o Put your cell phones on vibrate.
o Mute your phone if you are not
speaking.
Desired Outcomes
o Increased understanding of the
elements of the Annual Evaluation
(AE).
o Knowledge of how the AE will support
the thematic PR.
o Understanding that we have a shared
responsibility for the success of AE as
a performance evaluation tool.
Agenda
Process Guide
Benefits of Annual Evaluations
Recent Changes
General Directions
Guidance
 The AE Template
 “Themes” and Examples
 Guidance for Supervisors
o Questions
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Process Guide
o AE – Advisor
CD – No higher level review
o AE – County Director
Bill, Barbara, or Don
Benefits of the Annual Evaluation
o Creates a transparent system where
academics know clearly what is expected of
them throughout the performance cycle not
just at the end of two or three years.
o Provides opportunity to “shift gears.”
o Provides a context for academic’s work within
the strategic vision for the coming year.
o Positions academics to use streamlined merit
process.
Recent Changes to the AE
o Two templates:

Advisor/County Director (also non-campus
based CE Specialists)

Academic Coordinators/Academic
Administrators
o Self-Assessment/Narrative section (Section A)
covers all 4 elements and is focused on “themes.”
o Tables in Section B contain supporting detail.
o Affirmative Action: describe achievements. (no
more importing of CASA)
o Section B: All tables.
o Similar to the PRs – thematic focus/format is
required this year.
Change to Section C
o It is no longer necessary to chose
whether or not to have Section C be
confidential.
o This information remains confidential.
The change only makes it available to
your immediate supervisor(s).
o Sections A, B, and C can now be loaded
together as a single document.
General Directions
o Include work from October 1, 2009 through
September 30, 2010.
o Be brief and concise.
o Section A: limited to 8 pages.
o Bibliography: include only those publications
developed during the period under review and not
previously reported.
o Sabbatical Leave – upload sabbatical report
completed during the review period if applicable
AE Template & Guidelines
o Template and Guidelines will be in your portal
as soon as possible. When you “click” on it, it
takes you to the Academic Personnel Annual
Evaluation information found at:
http://ucanr.org/annualevaluation
o AE Template is generated when you use
DANRIS-X retrieval.
Sample DANRIS-X Retrieval
Position Description Discussion
Annual Evaluation Template-Advisors
Section A – Self-Assessment
Narrative Section – Program Summary
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Statement of Assignment – if there have been changes to
your assigned responsibilities or programmatic assignment
(not yet in your position description).
Research, Extension and Creative Activity – describe major
themes and goals of programs and the accomplishments and
evidence of impact in past year.
Professional Competence/University and Public Service - 1-2
paragraph summary further supported by tables in Section B.
Affirmative Action – 1-2 paragraphs highlighting specific
efforts and accomplishments.
Complete Guidelines at:
http://ucanr.org/annualevaluation
Section B
o This section only includes tables.
o Fill in the “blanks” as applicable.
o DANRIS-X
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Advisors may use DANRIS-X.
Designed to be easily imported.
Find it in your portal. Due October 18th.
Complete Guidelines at:
http://ucanr.org/annualevaluation
Section C (4 page limit recommended)
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Goals for Coming Year: October 1, 2010September 30, 2011
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Advisors have the option to use DANRIS-X
Barriers/Obstacles in Accomplishing your
Goals
Complete Guidelines at:
http://ucanr.org/annualevaluation
Section D
Supervisors evaluate academic and provide a
narrative:
o Indicate the areas that the academic is or is not meeting
expectations for his/her level in each of the advancement
criteria.
o Provide suggestions for improvement and for advancement.
Complete Guidelines at:
http://ucanr.org/annualevaluation
Thematic PR is Mandatory in 2011
o Beginning this year, thematic PR’s are
required.
o In 2010, both formats were accepted.
Describing your Work
According to Themes
Advisors
Research, Extension and Creative
Activity
Coordinators & Administrators
Administration and Coordination of
Programs
Shift
Shift
From writing a
section on each
project/activity
To integrating
several activities
under themes
Organizing your Work into Themes
o List all of your projects/programs first, and
then group projects that target the same issue
together. Each of these groups is a theme. You
can look at these closely and identify the
common goals, accomplishments and impacts.
o Use initiatives from the Strategic Vision (or
challenges described in the Vision) for your
themes.
Theme Examples
Farm Advisor, FT Advisor Step VII
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:
o
o
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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)
Theme Example
4-H YDA, Assistant IV
I addressed challenges and needs by
conducting research and extending knowledge
in three themes aligned with ANR’s Strategic
Vision:
o Promote Positive Youth Development
o Support Adolescent Leadership
Development
o Increase Science Literacy Among Youth
Theme Example
NFCS Advisor, Assistant IV
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.
Guidance to Supervisors
o Use the AE as formal feedback. Give it the
same consideration you would give a PR.
o Provide mentoring.
o IMPORTANT - Review AE and meet early with
academics who may be eligible to submit
Streamlined Merits.
o Contact advisors who are on sabbatical and
suggest they submit an AE if they may be
eligible for a Streamlined Merit in the near
future.
Guidance to Supervisors
When writing your recommendation:
o Prepare your letter with care – provide
context, clarify anomalies - do not just
restate what is already said.
o Evaluate academic against position
description and academic criteria.
o Inform academic of your recommendation in
writing before you upload it.
Guidance to Supervisors
o Navigating towards positive change(s).
o Developing shared goals.
o Updating PDs, as needed.
o Establishing periodic check-ins
throughout the year, as needed.
Annual Evaluation Timeline
Steps
Annual Evaluation
Review of AE by
Supervisor
APU Reviews AE’s for
Eligibility to submit
Streamlined Merits
Due Date
11/19/10
Action
Uploaded sections A, B, and
C of AE by Academic.
12/17/10
Supervisor meets with
Academic and completes
Section D.
12/21/10
Notify Advisors