Writing Your Self-Review: a LAUC-SD/CAPA Workshop 2009

Objectives of today’s workshop To help you understand the peer review process, especially as it relates to your self-review To assist you in writing the self review portion of the review file To get some “hands-on” experience matching up activities to the appropriate criteria and working with some writing samples 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

The “Four Criteria”  Professional competence and quality of service within the library (IA)  Professional activity outside the library (IB)  University and Library-related public service (IC)  Research and other creative work (ID) ARPM IVE.4.d.IA-1D – based on APM b.(1) through 10-b.(4) 4

In addition UCSD Libraries has added: II. Professional Growth and Continuing Professional Education – attendance at conferences, workshops, institutes, and formal courses III. Other Factors Related to Performance – additional factors not addressed in IA-ID or II that may help form an objective appraisal of the candidate’s performance, e.g. START, medical or family issues. Include furlough status here; from CAPA Chair will suggest language ARPM IVE.4.d.II - III 5

Before you write your Self-Review Examine materials in your review packet for accuracy (dates of employment, rank, step, salary, etc.) Discuss range of options with Department Head and/or Review Initiator, if appropriate. Request redacted reference letters from LHR. 6

Before you write your Self-Review – Academic Biography Form New form in 2008 CAPA has prepared instructions for librarians—please read them Do not attach a resume or CV The “base form” will stay with you throughout your career at UCSD, so use judgment about how much to include Do not submit any actual material (articles, books) Any standard bibliographic citation format is acceptable List memberships here to save room in self review Remember to sign and date it. 7

Before you write your Self-Review – Position Description Update your position description in consultation with your Department Head and/or Review Initiator One page long, reflecting your job as discussed in Criteria IA Describes your job—not how you are spending your professional time Should add up to 100% This means 0% is given for outside work 8

The structure of the self review Very proscribed format – should be about 5 pages – creates a level playing field for all Brief, concise self-review of “pertinent information and evidence” (ARPM) Vita-style enumeration of accomplishments keyed to the four criteria (~1-2 pages) Narrative discussion of approximately three of the most significant items within IA and approximately three from among IB-ID (~3-4 pages) 9

What goes where? Biggest confusion is group participation – Is it IA or IC? – Rule of thumb – if the group participation is required as part of your primary responsibilities it goes under Criterion IA (e.g. every UC Head of Acquisitions serves on ACIG (Acquisitions Common Interest Group)) – Service on a UC wide committee that is outside your primary responsibilities goes under Criterion IC (a Next Gen Melvyl Project Team) as does all LAUC activity (local and statewide) 10

Other points of confusion Simply attending a conference should go under Criterion II, while being a panelist at the conference would go under Criterion IB Formal papers that came out of the attendance at the conference would go under Criterion 1D 11

You are not a Loser If you ran for a position and lost, e.g. LAUC-SD Member-at-Large, you may include it in your self- review. If you wrote a grant proposal and it wasn’t awarded, you may include it in your self-review. 12

No Double-Dipping If you conduct research and write a publication which won’t be published until the next review cycle, you may write about this in your current self-review. You should not write about it in your next self- review; do add it to your list of publications in ID. This also applies to work done for a conference program when the program is held in next review cycle. 13

Tips for developing the narrative Your audience is your Department Head, CAPA, possibly an Ad Hoc, and the Administrative Team. Don’t assume that CAPA members (or others) know you or know the importance of what you’ve done. Avoid jargon and acronyms. Be succinct and to the point. Include only activity within the period under review. Be honest. Don’t overstate, but don’t be overly modest. 14

More tips Use the first person pronoun, active voice, and short sentences. Relate what you did to the specific criteria. Describe why your activities are important … the “so what?” factor All decisions and recommendations will be based only on the materials within your review file You will be compared to your peers at similar rank. 15

Criteria for advancement through the librarian series There is a correlation between the rank and what is expected in Criteria IA through ID. While primary emphasis remains on Criterion IA, there is an expectation of increased accomplishment in Criteria IB, IC or ID as a candidate moves up through the ranks. 16

Acceleration If you are being recommended for an accelerated action, your file must demonstrate “evidence of unusual achievement and exceptional promise of continued growth” APM d (2) 17

Promotion, advancement to Librarian VI, Distinguished Step Discussion of the entire relevant career history is required. It is responsibility of the Candidate and the Department Head or Review Initiator to work together to present a thorough picture of the entire career history. 18

Finally… Report only activities from the period under review. Be succinct, to the point, and honest. Use spell-check. Share your self-review with your more experienced colleagues and your LAUC buddy for feedback. Get your self-review in on time GOOD LUCK! 19