Transcript Annual Evaluation Training - UC Cooperative Extension

Merit & Promotion Review
Training for
Definite Status Academics
Fall 2009
PR Training
Are You in the Right One?
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Definite status
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All Academic Coordinators/Administrators
New(er) Advisors
Training 10:30 AM Oct 28 & Nov 10
Indefinite status
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Advisors only
Successfully completed 3 term reviews
May be eligible to use streamlined merit
Training 1:30 – 2:45 Oct 28 & Nov 10
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Presenters
Regional Directors
Kim Rodrigues, Peggy Mauk &
Linda Marie Manton
Academic Assembly Council
Personnel Committee Members
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Personnel Committee
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Coordinates the academic merit & promotion
process.
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Assures process is fair and understandable.
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Facilitates training.
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Nominates Ad hoc review committees.
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Provides Ad hoc committee chair training.
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Reviews Ad hoc committee reports for
appropriate, mentoring language.
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Thank You for Your
Support and Expertise:
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Carolyn Frazier: Human Resources Director
Andra Strads: Academic Personnel Analyst
Fe Moncloa: 4-H Youth Development Advisor
& Former Academic Personnel Fellow
Katherine Webb-Martinez: Principal Analyst
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Outcomes
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Increased knowledge of new procedures
Understanding of the new thematic PR
format
Increased knowledge of how to develop a
well written PR
Answers to your PR questions
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Agenda
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Welcome/Introductions
Outcomes/Agenda/Training Agreements
Overview of Process/RD Perspective
New for 2009
PR Dossier
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Walk through Advisor & Academic Coordinator thematic format
Provide overview of “one-page” format
Questions/Wrap-up
Note: These slides will be posted on the Academic Personnel website
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Training Agreements
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Mute phone until you want to speak.
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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.
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Regional Directors’ Perspective
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Your PR is your chance to tell your story
Presentation is important because:
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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:
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Keep in mind the perspectives of those reading your PR:
supervisor (e.g. CD), Ad hoc Committee and members of
SAC.
Reviewers may not be familiar with your program area.
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Make Your Dossier Enjoyable
to Read!
Reviewers find it less enjoyable to read if
they have to tease out information.
Write clear goals and objectives.
 Identify your clientele/audiences.
 State your overarching program themes.
 Summarize your accomplishments.
 Remember what is obvious to you, may not
be obvious to all readers -- make it obvious!
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A Good PR is…
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ACCURATE: Use facts, not feelings.
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BRIEF: Make every word work.
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CLEAR: Say what you mean.
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SPECIFIC: Use examples.
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PROFESSIONAL: Make it look professional –
adhere to format guidelines.
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General Tips
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Start as early as possible.
Use your records.
Use web examples referenced in e-books.
Review and edit; then review and edit
some more.
Ask questions.
Ask peers to review your work.
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Fostering Your Success
Excellent presentation, along with
high quality work, greatly helps your
supervisor write a strong evaluation.
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Definite Appointments
& Term Reviews
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Processes and review periods vary.
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Work with your immediate supervisor to
understand which process to use.
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Any more questions for RD’s?
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Timeline for PR Process
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Access now available through your portal
On-line trainings:
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October 28
October 28
November 10
November 10
10:30 –
1:30 10:30 –
1:30 -
11:45
2:45
11:45
2:45
(indefinite)
(definite)
(indefinite)
(definite)
Deadline for uploading your PR dossier:
11:59 PM, February 1, 2010
(note: you may upload your documents and make corrections/revisions up until
the deadline)
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Results by July 1
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What’s New in the PR Process?
New in 2009
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Option of using a thematic format OR a one-page format.
NOTE: There are separate e-books for each format and for each
category of academics (4 books total)
Revised step and rank criteria
May add ½ page describing the impact the fiscal crisis has on
your program
Must include Bibliography Summary that indicates the number of
publications in each category (A through E)
Beginning in 2010
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All PR dossiers will use the thematic format.
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Why Thematic Format?
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Current “one-page” format presents unnecessary
detail and detracts from overall themes
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Lots of redundancies
Excessive time to write and to read
Thematic is more holistic
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Provides integrated picture of overall program
Emphasizes impacts
Easier to align with Strategic Vision
Easier for reader to see goals and accomplishments
Recent PR Changes…
in case you have not written a PR in several years
Note: specifics covered later in presentation)
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You will write either an Acceleration
Statement or a Self-Statement.
Report period: October 1 - September 30
Bibliography requires publication
categories A-E
Letters of evaluation for some steps
Extension activities reported in table
Impact matters!
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E- Books
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Thematic Format - Advisors
Thematic Format - Academic Coordinators
and Academic Administrators
One Page Format - Advisors
One Page Format - Academic Coordinators
and Academic Administrators
http://groups.ucanr.org/Academic_Personnel/Merit_Promotion_Process/
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General Directions
E-books:
http://groups.ucanr.org/Academic_Personnel/Merit_Promotion_Process/
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Font: Times New Roman 11 or 12
Margins: 1 inch all around
Adhere to page limits
Tip: Be kind to your readers – use a format
that makes your PR readable.
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Questions about general directions
or format?
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Program Review Sections
Advisors
Components are similar for Thematic and One Page Formats
1.
2.
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9.
Position Description
Acceleration Statement OR
Self-statement
Fiscal crisis impact statement
Extension, Research, and
Creative Activity
Professional Competence
University and Public Service
Affirmative Action
Bibliography
Summary of Publication
Examples (when appropriate)
10. Publication examples
11. Letters of Evaluation (when
appropriate)
12. Letters of publication
acceptance
13. Extension Activities
14a. Project summary table –
Thematic format
14b. Grant & Program Support
(Optional: One page format –
not needed in thematic)
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Program Review Sections
Academic Coordinators & Administrators
Components are similar for Thematic and One-Page Formats
1.
2.
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5.
6.
7.
8.
Position Descriptions
Acceleration Statement OR
Self-Statement
Fiscal crisis impact statement
Coordination of Academic
Programs/Administrative
Experience
Professional Competence
University and Public Service
Affirmative Action
Bibliography
(if appropriate)
9.
Summary of Publication
Examples (when appropriate)
10. Publication Examples (when
appropriate)
11. Letters of Evaluation (for
acceleration)
12. Letters of Publication
Acceptance (when needed)
13a. Project summary table –
Thematic format
13b. Grant & Program Support
(optional—one-page format)
14. Extension Activities
(optional)
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Position Description
Same for both formats
The Position Description provides the basis
for evaluating your PR:
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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.
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Acceleration
Need to answer: Why do you think you deserve an acceleration?
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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.
Basis of acceleration is accomplishments since last
review (not a substitute for career equity review)
Note: May not apply for acceleration during first term
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Thematic: Self-Statement
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Provide Context
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Describe Program Goals
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Include how goals were determined, clientele needs
assessments, etc.
Summarize Themes
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Describe counties covered, nature of clientele, factors
that influenced program activities.
Major activities that address goals. Synthesize project
rationales, research efforts, outputs, outcomes,
impacts.
Build Professional Competence
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Describe professional activities that supported or
were derived from themes.
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Thematic: Self-Statement (con’t)
 Affirmative Action
 Describe how Affirmative Action tied into the program
themes and activities.
 Highlight your major accomplishments, notable
achievements.
 Maximum length is one page per year being
reviewed.
 Use bullets, indentation, and subheadings to
make your statement more readable.
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Fiscal Crisis Impact Statement
Same for Thematic and One Page format
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Limited to one-half page
An opportunity to describe the impact the fiscal
crisis may have had on your program
For example:
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Reduction in staff who support your work
Reduction in your time
Time spent advocating for program, finding funding
Loss of grant funding opportunities for projects or
loss of clientele who are able to attend workshops
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Thematic: Extension, Research,
& Creative Activity
Advisors
A strategy for writing this section:
1. List the research projects or creative activities that you
will cover in the PR.
2. Sort entries according to common features (nature of
the issue, clientele need, research methodology,
biological/human/community element, ANR division priority
or strategic vision goal).
3. This sorting process is a good opportunity to identify
unifying concepts and see accomplishments more globally.
You can visualize how our individual projects interconnect
with your overarching goals and provide insights for
planning future projects with these goals in mind.
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Thematic: Extension, Research,
& Creative Activity
Advisors
4. Create an appropriate title (theme) for each grouping
of projects.
5. For each theme, synthesize the various projects so
that the following details are included and integrated:
background and rationale for projects, problem being
addressed, your role, research findings, extension,
outputs/outcomes, impacts.
6. Minimize the amount of detail used to describe the
projects and methods. Do not repeat the information
included in the project summary table.
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Thematic: Extension, Research,
& Creative Activity
Advisors
 Maximum length is 5 pages (merit) or 10 pages
(promotion/acceleration).
 Write succinctly and do not include fine details
(example: no. of replications in an experiment).
 A project may be unique and not fit within a
group; deal with this project in its own theme.
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Thematic: Sample Outline
(examples borrowed from UC Delivers)
Conserving water in agricultural systems (Theme)
Includes 4 projects: New method for canopy shading measurements;
erosion reduction in watersheds; vineyard cover crop and water
usage; polymer additives reduce sediment and nutrient losses.
Background and rationale: Water resources are severely limited in both
volume and quality in CA. It is critical to assist clientele in
conserving water resources and in improving agricultural uses of
water. . . .
Goal and purpose: Devise improved systems of irrigation and . . . .
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Thematic: Sample Outline
(examples borrowed from UC Delivers)
Role: I did these assessments, I obtained those grants, I
assembled these research teams. . . .
Research: Brief and thorough synthesis of the four projects.
Extension: Brief summary of extension activities related to
projects.
Outputs: Findings, writings/publications, new methods and
products.
Outcomes/impacts: 20 growers changed practices . . . . Runoff
reduced in this watershed . . . . 12 growers used canopy
measurement system and altered irrigation scheduling in this
manner. . . .
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Thematic: Coordination of
Programs/Administrative Experience
Academic Coordinators/Administrators
A strategy for writing this section:
1. List all projects or areas of responsibility.
2. Sort entries according to common features
(nature of the issue, need, methodology, ANR
division priority or Strategic Vision goal).
3. Create an appropriate title (theme) for each
grouping.
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Thematic: Coordination of
Programs/Administrative Experience
Academic Coordinators/Administrators
4. For each theme, synthesize the various
projects so that the following information is
included and integrated: background and
rationale for projects, problem being addressed,
your role, outputs/outcomes, impacts.
5. Don’t include all the details, let the project
summary table speak to them.
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One Page: Self-Statement
Advisor or Academic Coordinator/Administrator
Focus on the big picture:
 Organize by themes.
 Integrate rationale, results, and impacts.
 Where possible, relate your program accomplishments
to priorities for ANR.
Include brief descriptions of:
 Program goals and objectives
 Clientele/audiences served
 Methods used to determine clientele needs
 Major program impacts
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One Page: Self-Statement (con’t)
Advisor or Academic Coordinator/Administrator
 Length is one page per year being reviewed.
 Use bullets, indentation, and subheadings to
make your statement more readable.
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One Page: Extension, Research,
& Creative Activity
Advisor
 You may include an outline organized into the
subsections described in your self statement.
 You may add a short (½ page) description to
introduce each subsection.
 Describe each project in a single page.
 Research and/or creative activities are combined
with extension activities.
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One Page:
Sample Outline
Advisor
PERFORMANCE INEXTENSION, RESEARCH, AND CREATIVE ACTIVITY
Youth Education ……………………………………………………………………………………. 13
Camp S.E.A. Lab Monterey Bay ……………………………………………………………. 14
Public Education and Extension of Research …………………………………….…. 15
Fishermen – Scientist Discussions ………….…………………………………………….. 16
CSU Monterey Bay Graduate Program in Science and Policy ……………………. 17
Public Policy and Improved Resource Management Practices ……………… 18
Workshop to Establish Research Priorities for Channel Islands MPAs ..…………19
Science Advisory Team to Governor’s Blue Ribbon Task Force on MPAs ..…….20
Marine Life Protection Act, Baseline Science-Management Panel ……………….. 21
Workshops to Develop Protocols for Collaborative Research ……..…...……….. 22
Marine Fisheries Research ……………………………………………………………………... 23
Belize Nassau Grouper Research ……………………………………………………………. 24
Mediterranean Grouper Research ………………………………………………………….. 25
Collaborative Fisheries Research - Commercial Fisheries ………………………….. 26
Collaborative Fisheries Research - Recreational Fisheries …………………………. 27
Collaborative Fisheries Research – Marine Reserve Baseline Data …………….. 28
Submersible Research – Marine Reserve Baseline Data ………………………..…. 29
Fish Movement Research …………………………………….………………………………. 30
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One Page: Half Page Explanation
Advisors
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Half page explanations should relate back to your
program’s “big picture” description in Self-statement
Provide an explanation for each broad category of
Extension, Research, and Creative Activity
Explanations should supply information that could not
fit within the page limits of the Self-statement
Highlight overall results and impacts in the explanation
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One Page: Half Page Explanation
(sample)
Youth Education Situation and Objectives
For the past two decades in the United States, mean Scholastic Aptitude Test scores have
declined for all ethnic groups. Gender and racial differences in mathematics and sciences have
increased, most schools have lost funds needed to keep up with new technologies and ideas, and
teachers have experienced increasing difficulty maintaining proficiency in science literacy. U.S.
school children rank poorly in science and math scores compared to other developed countries,
and many people are concerned that we will lose our competitive edge in the global economy
unless we train youth to apply scientific methods and new technologies towards the use and
management of our finite natural resources.
I continue to work with community leaders to oversee an ocean science camp for children.
The residential nature of Camp S.E.A. Lab provides children with the experience of living,
working, and learning together. The curriculum emphasizes the development of leadership,
stewardship, and team-building skills as a compliment to the educational focus on marine
sciences. Children learn through a variety of hands-on outdoor activities, interactive classroom
projects, field seminars, and visits to regional educational exhibits. An important aspect of
Camp S.E.A. Lab is that we recruit ethnically and economically diverse students, including
underprivileged and at-risk children, as well as those considered as gifted. (AA)
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One Page: Project Description
Advisor
Each activity/project is summarized in ONE page.
Format:
1.
Project Title and Duration (dates)
2.
Collaborators (if applicable) - provide name of PI
3.
Grant/Program Support (if applicable)
4.
Background/Rationale & Objective(s)
5.
Methods
6.
7.
8.
A. Research/creative activity
B. Extension
My role
Results
Impact
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One Page: Coordination of Academic
Programs/Administrative Experience
Academic Coordinator/Administrator
 You may include an outline organized into the
subsections described in your self statement.
 You may add a short (½ page) description
before each subsection if you were unable to fit
this information in your self statement.
 Describe each project in a single page.
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One Page:
Project Description
Academic Coordinator
Each activity/project is summarized in ONE page.
Format:
1. Administrative Areas/Program/Project Title and
Duration (dates)
2. Collaborators (if relevant)
3. Grant/Program Support (if relevant)
4. Background/Rationale & Objective(s)
5. Results
6. Impact
7. Other: include research methods or
extension/outreach methods (if relevant)
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Differentiate Results/Outputs from
Outcomes/Impacts
Same for both formats
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Results may include:
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Products you developed (outputs)
 Publications
 Research findings
 New methodologies and models
 New products (patents, plant or animal varieties)
 New practical knowledge for decision makers
Outcomes/Impacts may include:
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Clientele
Clientele
Clientele
Clientele
Clientele
Clientele
gain new knowledge (learning outcome)
gain new skills (learning outcome)
change attitudes (learning outcome)
adopt new practices (behavior outcome)
make better decisions (behavior outcome)
have dollar savings (economic impact)
Outcomes/Impacts (con’t)
Same for both formats
Your description may also include:
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Affirmative action implications
Longer-term social, health, economic, physical
or environmental benefits of your work
How to include long-term impacts?
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For work in progress, state your anticipated
impacts.
Use literature to explain how your work
contributes to already measured impacts.
19-20
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Impact Examples
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Weak: Clientele indicated they enjoyed the workshop.
(customer satisfaction)
Better: Workshop evaluations indicated that clientele
increased their knowledge of the food pyramid. (learning
outcome)
Better Yet: 90% of clientele increased their daily fruit
and vegetable consumption. (quantified behavior
outcome)
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Questions about these dossier
components?
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Professional Competence & Activity
Same for both formats
In this section you are providing evidence that you:
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Participated in training to become more competent
Are viewed as competent by peers & clientele
List activities by themes/topics presented in your PR
 Divide activities into 2 sections
 Professional Development & Training
 Training, professional society meetings, memberships,
etc.
 Workgroups (not included elsewhere in PR) and role
 Non-workgroup activities
 Evidence of Professional Competence
 Editing books, reviewing articles, professional offices
held, presentations at professional society meetings,
etc.
 Awards, recognition
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University and Public Service
Same for both formats
Describe your service to the University and to the public. List
activities in two sections:
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University Service
 Committees, task forces, workgroups, etc
 Leadership roles
Public Service
 Activities and events in which you used your professional
expertise to benefit groups or efforts outside the
University.
 Indicate who benefited.
 Indicate recognition you received.
(note: activities listed here should relate to your field of
expertise or your ANR assignment).
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Affirmative Action
Same for both formats
This is a place to describe your efforts and
successes in reaching under-served audiences.
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Summarize your AA accomplishments as related
to your position description.
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Limit this section to 2 pages.
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Bibliography
Same for both formats
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Include a Bibliography Summary that indicates the
number of publications in each category
Present your bibliography according to the 5 categories
described in the e-book.
You do not have to rearrange your current bibliography.
Instead, you may simply indicate the category (A-E) next
to each entry.
For citations added during the current review period,
annotate each multi-author citation with a sentence
identifying your activity/role.
Highlight (e.g. bold) or separate (e.g. enclose with
border) citations for this review.
You must scan and upload a letter of acceptance for any
publication listed as “in press.”
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Publication Examples
Same for both formats
Required for:
Promotions
 Accelerations
 Provide 3 examples:
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Choose 3 that best represent your work
 Precede them with 1 page on which you describe
all three.
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Letters of Evaluation
Same for both formats
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Needed for:
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Promotions
Accelerations
3rd term review
Candidate provides names of up to 6 people;
may also give names of those not suitable to
write letter
Supervisor uses these and may add ones of
own
All letters received are included with dossier
You will not see the letters
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Other Documents
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Project Summary Table – Thematic format
Table of extension activities (optional for
Academic Coordinators/Administrators)
Table of grant/program support (optional –
one-page format)
Letters of publication acceptance (if
applicable)
Definitions of acronyms (if applicable)
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Thematic: Project Summary Table
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Use the themes/goals you used to organize your
narrative to subdivide the Project Summary table.
List projects, including the ones that do not have
specific grants or financial support.
Include: title of project and duration; your role; first
initial and last name, and institutional affiliation of
collaborators; amount of support and its duration (and
type if other than money); and the source.
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Extension Activities
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Only list activities directly related to your
program clientele.
List activities for non-clientele groups (e.g.
students, foreign visitors, scientific
colleagues) in Professional Competence or
University and Public Service sections.
Format examples appear in e-book.
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Additional Questions?
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Need More Help?
Answers to Questions
[email protected] OR
(530) 752-7497
[email protected] OR
(530) 752-7532
Resources
 E-books
 PR training (this slide set)
 Helpful websites
 PR process/Writing tips (slide sets)
 Writing impacts and outcomes
 Action verbs
groups.ucanr.org/Academic_Personnel/Merit_Promotion_Process/
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Important Dates
Topic
Date
Action
AE template available
10/01/09
Available via your portal
DANRIS-X completion
DANRIS-X retrieval
10/19/09
10/22/09
Everyone must complete
10/28 - 10:30
10/28 - 1:30
11/10 - 10:30
11/10 - 1:30
Adobe Connect + Ready
Talk
PR
PR
PR
PR
Training –indefinite status
Training – definite status
Training – indefinite status
training – definite status
Annual Evaluation due
11/17/09
Academic must upload
by 11:59 PM
AE review by supervisor due
12/17/09
Supervisor meets with
academic first
AE review by next level supervisor
PR Dossiers Due
1/23/10
Next level supervisor
confirms review
2/1/10
Must be uploaded by
11:59
Thanks!
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