a LAUC-SD/CAPA Workshop December 2014 Goals of this workshop By sharing the best practices of experienced program directors and review initiators, we intend.
Download
Report
Transcript a LAUC-SD/CAPA Workshop December 2014 Goals of this workshop By sharing the best practices of experienced program directors and review initiators, we intend.
a LAUC-SD/CAPA Workshop
December 2014
1
Goals of this workshop
By sharing the best practices of experienced program
directors and review initiators, we intend to:
Raise your confidence in preparing academic reviews
Give you some ideas to make the process easier
and, ultimately….
Create more consistent files, fostering a more
equitable review process
2
Documents you should know about
Website for documentation, forms, etc.:
https://libraries.ucsd.edu/lisn/programs/library-humanresources/academic-review/index.html#academicreview
aka: http://tinyurl.com/ARshortcut
• APM. Academic Personnel Manual – the policy manual for
academic appointees in the UC system
• ARPM. Academic Review Procedures Manual – the
procedures manual for LAUC-SD (UCSD Librarians)
• MOU. Memorandum of Understanding between UC-AFT
and UC
3
Roles*
Program Director (PD): summarizes and makes the
recommendation. By definition PD is the Review Initiator
(RI).
PD may delegate some of the tasks (see ARPM III3b.1-12)
AUL: makes the case with Admin Team. Each AUL has an
equal vote.
Two PDs: In cases of split program assignments, the
higher % one is the home program. The smaller percentage
PD is a required Secondary Evaluator.
*See ARPM Section III A for more on roles & responsibilities
4
PD/RI activities that can be
delegated to a Work Leader*
Works with the Candidate to establish a calendar to assure
prompt completion of the review file
Gathers required documents for assembly into the
Candidate's review file
Writes an evaluation, assessing the value of the Candidate's
accomplishments and contributions, identifying strengths
and weaknesses, and recommending measures to be taken
to improve performance. [See section IV.C.4.h]
Ensures that the applicable procedures are being followed
and completed, and that the Candidate is able to review
and sign all applicable portions of the review file
*See ARPM Sections III A4 and IV C4.g for details
5
Roles*
Secondary Evaluators
Request required from:
PDs outside of home program for split assignments. Evaluation
covers only area for which s/he has responsibility;
Request optional from:
PD or Work Leader within a program where Candidate does not have
an official assignment, but performs some job function (e.g., ‘dotted
line’ reports)
Member of a Candidate’s home program who oversees a function of
the Candidate’s job but would not have input otherwise (e.g., Work
Leaders, coordinators)
May be initiated by Candidate, PD or Secondary Evaluator
Optional in terms of asking; required if you are asked to supply it
*See ARPM Section III A for more on roles & responsibilities
6
Preparation
LHR formal call in October
Understand the candidate’s options*
Merit Increase
Career status
Promotion
Deferred Review
Off-cycle review
No Change
Note the academic review calendar
Note electronic filing process
*ARPM Section III B for definitions
7
Meet with candidate
Set up a meeting before the referee letter requests are
due (Wednesday, December 1, 2014)
Ask the candidate to come prepared with
highlights/biggest accomplishments of the review
period
a list of potential letter-writers (limited number)
Ask what they think the recommended action should
be
Discuss the letter-writers on their list and what value
they might bring to the process
8
Meet with candidate
Secondary evaluators’ letters (other PDs, collection
managers, reference desk supervisors)
Get letters early from any supervisors who resign
Discuss the up to six accomplishments to focus on in
the self-review narrative
You may discuss your inclination about the action that
seems most likely, leaving room to change your mind if
new information is uncovered in the writing process
Review the process
If the PD requests referee letters, encourage the
candidate to request the redacted letters
9
Referee Letters
The candidate suggests letter-writers but the PD (in consultation
with any delegated evaluation writer) makes the decision
Think strategically:
Consider the letters for this file in the context of the whole
career. Don’t get letters from the same people as before;
breadth and variety is good
Think especially about B-C-D and areas where you don’t have
firsthand information
Limit letter requests !
Carefully describe specific area to be addressed (this wording
is directly transcribed into letter requests)
Remember confidentiality: the candidate cannot know whom
you ask for letters
10
Study and discuss
Know candidate’s comparison/peer group: review the
roster and/or ask LHR
Review your documentation. You may choose to review the
candidate’s previous file; the last CAPA and UL letters can
be very helpful. However, only the current review file is
used for making a recommendation.
Talk to your PD/AUL about the action that makes the most
sense to you
Don’t form a solid decision until all documentation is in,
but make sure there is tentative agreement -- this is a very
consultative process
Take any procedural questions to LHR
11
For first-time candidates
Advise them on the process
Recommend that they use their LAUC Buddy and
other colleagues
Work together: all paperwork is considered draft until
it is submitted
Share examples (your own?)/encourage them to gather
examples of others in their peer group
Emphasize deadlines
12
Promotion files
All of the Candidate’s previous review files are part of
this review
Address the current review period separately from the
full career review
Append a new narrative section that summarizes the
career accomplishments and makes the case for
promotion to the end of both the Self-Review (and to
the section by a delegated evaluation writer, if there is
one)
Slightly longer documents are permitted (but don’t
push this too much!)
13
Self-review warm-up
Encourage the candidate to complete the Position
Description and Academic Biography right after the
letter request as a warm-up for the self-review
14
Position Description
One page long, reflecting the job as discussed in
Criterion I.A.
Describes the job—not how they spend their
professional time
Should add up to 100%
0% is given for outside work
Each position description included should state clearly
the time frame it covers for the review period
15
Academic Biography
CAPA has prepared instructions for librarians
http://libraries.ucsd.edu/about/pro/lauc-sd/2_academic_review/index.html
Do not attach a resume or CV
This form stays with you throughout your career
Do not submit any actual material (articles, books)
Any standard bibliographic citation format is acceptable
List memberships and continuing education here to save
room in the self-review
Remember to sign and date it
16
Org Chart
An updated org chart is part of the packet
Responsibility of Program Director
Some candidates may require multiple org charts
depending on the magnitude of reorgs in a particular
department (S&E, SSHL, etc.)
17
Self-reviews
Remind candidates
Do not assume that any reviewer knows them or knows the
•
•
•
•
importance of their work
Avoid jargon and acronyms. Spell out acronyms the first time used
in both the bulleted list and the narrative.
Be succinct and to the point
Include only activity that falls within the period under review
No “double dipping” to highlight accomplishments that overlap
review periods
The self-review is the candidate’s document. You may
suggest, but they may not want to make changes.
18
Self-reviews
Respect the 5-page limit on the self-review
Enumeration of accomplishments is keyed to the
4 criteria (~1-2 pages)
Narrative discussion of up to 3 of the most
significant items within I.A and up to 3 of the
most significant items from I.B-I.D (~3-4 pages)
19
Common problems with files
Self-review does not follow format
Self-review is too long
Self-review includes activities outside of the review
period
Insufficient detail about accomplishments and impact
Uncommon acronyms not spelled out
20
Dates to keep in mind
Jan. 16 - Candidate submits self-review to PD
Jan. 16 – Secondary evaluator(s) submit letters to PD
Jan. 31 – Delegated evaluation (if assigned) due to PD
Feb 23 – PD submits Formal Review file to LHR
21
Evaluation Guidelines
See Appendix VII
Criteria A, and B, C or D
Discuss specific evidence of superior performance
Parameters such as:
Effectiveness
Quality
Visibility
Continued growth
Measurable impact(s)
Productivity
Innovation
Address any workload imbalances
22
Evaluation and Recommendation
Clearly distinguish any delegated evaluation from the
Program Director’s recommendation. End each section
with printed name and signature.
Do not include names of referees in your evaluation
What you say stays in the file forever
Keep total length of the evaluation and recommendation to
about two pages
Be explicit that options not recommended were considered
and discussed (to head off CAPA asking)
Negative feedback: written or verbal?
During the review process is not the time to bring up
negative feedback with the candidate for the first time. No
surprises.
23
Making the case
The PD evaluation and recommendation make the case for the
recommended action
The evaluation should support the recommendation
Connect the dots for all readers of the file
Choose salient quotes from letters
Use firsthand observations
Integrate A-B-C-D into a coherent package
Write persuasively
Write for a wide audience
Watch the superlatives
Directly address unexpected negative feedback in letters and any red
flags
A summary statement at the end is helpful
24
Writing Exercise
Be objective
Be explicit and clear in your comments
Do not speak in generalities only, give examples
Provide an overall general impression and back it up
with concrete examples, observations
Concentrate on overall performance
When mentioning negatives concentrate on recurring
issues, not isolated incidents
Provide constructive criticism, if possible
25
Recommending the right action
How to decide about recommending additional
points?
Per Brian: “RIs need to think very, very seriously when
putting a candidate up for acceleration” and “our
standard is excellent performance”
Look at the candidate’s comparison/peer group
Think about the precedent/expectations you’ll be setting
within your program
This affects your reputation and reflects your judgment
If in doubt, consult with your AUL
26
Recommending additional
salary points
PD’s role
specify on Appendix XI & in the written evaluation
Refer to the guidelines in Appendix VII
Greater than expected performance
“Unusual achievement and exceptional promise of growth”
“exceptional” and “demonstrated superior professional skills and
achievement”
“Extraordinary contributions”
Quality emphasized, not quantity
Evident in all aspects normally considered: Criteria A and B, C or D
Provide supporting documentation
Craft evaluative language to make the case
27
Review Signing
Share a copy of your evaluation with the candidate
in advance
Keep a copy and make one for candidate
Make sure you don’t give confidential letters to
candidate
Follow LHR procedures for signatures and
submission
Meet the deadline of February 23, 2015
28
Afterward
UL Decision Letter and CAPA recommendation come
to PD (original for the candidate and a copy for PD)
Make a copy for any delegated RI, if desired
PD delivers in person (process may vary depending on
program)
LHR sends formal comments to candidate, PD/RI via
email
29
Questions…
and please fill out the evaluation
30
CAPA reminders
CAPA quorum
3 members of CAPA shall constitute a quorum when
reviewing a file
All questions for CAPA go through Doug Spence
Ad Hocs
All those in the librarian series with Career Status are eligible
to serve on Ad Hocs
There are many files this year and you will probably serve on
an Ad Hoc
An Ad Hoc is review group and is as important as the other
reviewers
The responsibilities of an Ad Hoc may be found in ARPM
ARPM IV.D 2-4
31