a LAUC-SD/CAPA Workshop

Goals of this Workshop By sharing the best practices of experienced department heads 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 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) LAUC Position Paper No. 1 Criteria for Appointment, Promotion and Advancement in the Librarian Series LAUC Position Paper No. 3 Documentation Guidelines for the Review of Librarians MOU – Memorandum of Understanding between UC AFT and UC 3

Roles* 4

Preparation LHR formal call in October Understand the candidates options Merit Increase Career status Promotion Acceleration Deferred Review Off-cycle review No Change Distinguished Step (advancement to Librarian VI) Note the academic review calendar Note electronic filing process 5

Study & Discuss Know candidates comparison/peer group: review the Roster and/or ask LHR Know whos on CAPA Review your documentation. You may choose to review the candidates previous file (use LHRs copy.) However, only the current review file is used for making a recommendation Talk to your DH/AUL about the action that makes the most sense to you Dont form a solid decision until all documentation is in, but make sure there is tentative agreement -- this is a very consultative process Take any questions to LHR 6

Meet with candidate Set up a meeting before the letter requests are due 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 7

Meet with candidate Coordinator letters (collection managers, reference desk supervisors) Are they required in your library? Come to agreement about the three things (six things) to focus on in the self-review narrative Reveal (or not) 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 Encourage candidate to get redacted letters 8

Letters The candidate suggests letter-writers but the DH (in consultation with the RI) makes the decision Think strategically: Consider the letters for this file in the context of the whole career. Dont get letters from the same people as before; breadth and variety is good Think especially about B-C-D and areas where you dont 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 who you ask for letters 9

For First-time Candidates Advise on the process; coaching, handholding (Promote attending the workshops by LHR and CAPA) Recommend using their LAUC Buddy, other colleagues Work together: all paperwork is considered draft until its submitted Share examples (your own?) Emphasize deadlines 10

Promotion Files Address the current review period separately from the full career review Append to the end of both the Self-Review and the RI Review a new narrative section that summarizes the career accomplishments and makes the case for promotion Slightly longer documents are permitted (but dont push this too much!) 11

Position Description Encourage completing the position description and academic biography form right after the letter request as a warm-up for the self review One page long, reflecting your job as discussed in Criteria IA Describes your jobnot how you are spending your professional time Should add up to 100% 0% is given for outside work 12

Academic Biography Form New in 2008so it may take more time Read CAPAs instructions for librarians Do not attach a resume or CV Do not submit any actual material (articles, books) Any standard bibliographic citation format is acceptable The base form will stay with you throughout your career at UCSD, so use judgment about how much to include List memberships here to save room in self review 13

Org Chart Updated org chart is part of the packet Responsibility of Dept Head/Review Initiator 14

Self-Reviews Work together on self-review – try iterative drafts Remind candidates Dont assume file readers know who they are or what they do Give some context in the self-review – the so what? factor Respect the 5 page limit on the self-review Enumeration of accomplishments keyed to the 4 criteria (~1-2 pages) Narrative discussion of approximately 3 of the most significant items within IA and approximately 3 from IB-ID (~3-4 pages) Candidate should include furlough status in section III Other Factors Related to Performance. CAPA Chair will suggest language 15

Self-Reviews 16

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 Uncommon acronyms not spelled out 17

Recommending the right action How to decide about acceleration Per Brian: RIs need to think very, very seriously when putting a candidate up for acceleration Case-making is easier if not combined with other actions (e.g., career status or promotion) Look at the candidates comparison/peer group Think about the precedent/expectations youll be setting within your department This affects your reputation and reflects your judgment 18

RI/DH Evaluation 19

Making the case The RI/DH evaluation makes the case 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 evaluatively: the so what? factor 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 20

Signing Ceremony Share a copy of your evaluation with the candidate in advance Keep a copy and make one for candidate Make sure you dont give confidential letters to candidate Follow LHR procedures for signatures and submission Meet the deadline 21

Afterward UL Decision Letter comes to DH (original for the candidate and a copy for DH) Make a copy for RI if desired; RI delivers in person (process may vary depending on department) LHR now sends format comments to candidate, RI and DH via It can be helpful for DH and RI to see the CAPA letter; request from LHR Get letters early from any supervisors who resign 22

Questions… and please fill out the Evaluation 23