Merit & Promotion Review Training for Indefinite Status Academics Fall 2009

2 PR Training Are You in the Right One?  Indefinite status  Advisors only  Successfully completed all term reviews  May be eligible to use streamlined merit  Training 10:30 – 11:45 AM Oct 28 & Nov 10  Definite status  All Academic Coordinators/Administrators  New(er) Advisors  Training 1:30 - 2:45 PM Oct 28 & Nov 10

3 Presenters Regional Directors Kim Rodrigues, Peggy Mauk & Linda Marie Manton Academic Assembly Council Personnel Committee Members

4 AAC Personnel Committee  Coordinates the academic merit & promotion process  Assures process is fair and understandable  Facilitates training  Nominates Ad hoc review committees  Provides Ad hoc committee chair training  Reviews Ad hoc committee reports for constructive, mentoring advice that helps an academic improve in the future

5 Thank You for Your Support and Expertise:  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

6 Outcomes  Increased knowledge of new procedures  Understanding of the new thematic PR format  Understanding of streamlined merit process  Increased knowledge of how to develop a well written PR  Answers to your PR questions

7 Agenda  Welcome/Introductions  Outcomes/Agenda/Training Agreements  Overview of Process/RD Perspective  New for 2009  Streamlined Merits  PR Dossier  Walk through thematic format  Provide overview of “one-page” format  Questions/Wrap-up

8 Training Agreements  Mute phone until you want to speak  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.

9 Regional Directors’ Perspective  Your PR is your chance to tell your story  Presentation is important because:  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:  Keep in mind the perspectives of those reading your PR: supervisor (e.g. CD), Ad hoc Committee, and SAC  Reviewers may not be familiar with your program area.

10 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!

11 A Good PR is…  ACCURATE: Use facts, not feelings.  BRIEF: Make every word work.  CLEAR: Say what you mean.  SPECIFIC: Use examples.  PROFESSIONAL: Make it look professional – adhere to format guidelines.

12 General Tips  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.

13 Fostering Your Success Excellent presentation, along with high quality work, greatly helps your supervisor write a strong evaluation.

14 Any more questions for RD’s?

15 Timeline for PR Process  Access now available through your portal  On-line trainings:  October 28 10:30 – 11:45 (indefinite)  October 28 1:30 - 2:45 (definite)  November 10 10:30 – 11:45 (indefinite)  November 10 1:30 - 2:45 (definite)  AE due November 17 (needed for streamlined merit)  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)  Results by July 1

16 What’s New in the PR Process? New in 2009  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  All PR dossiers will use the thematic format

Why Thematic Format?   Current “one-page” format presents unnecessary detail and detracts from overall themes   Lots of redundancies   Excessive time to write and to read   Thematic is more holistic   Provides integrated picture of overall program   Emphasizes impacts   Easier to align with Strategic Vision   Easier for reader to see goals and accomplishments

18 Recent PR Changes… in case you have not written a PR in several years ( note: specifics covered later in presentation)  Streamlined merits are available for eligible advisors.  You will write either an Acceleration Statement or a Self-Statement.  Report period now covers October 1 - September 30  Bibliography requires publication categories A-E  Letters of evaluation for some steps  Extension activities reported in table  Impact matters!

E- Book to Use  Thematic Format E-book OR  One Page Format E-book  Includes streamlined merit directions (note: there are separate e-books for Academic Coordinators and Administrators) 19

20 General Directions E-books: General Directions E-books: groups.ucanr.org/Academic_Personnel/Merit_Promotion_Process/  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.

21 Questions about general directions or format?

22 Streamlined Merits Process/Deadlines  Must complete & upload AE by Nov 17 th.  Supervisor reviews – if AE is favorable and other eligibility criteria are met, then you may use the streamlined process.  Note: if it is determined that you are not eligible to use streamlined merit process then you will prepare a dossier using either thematic or one-page format  Streamlined merit due February 1, 2010 at 11:59 P.M.

23 Streamlined Merits Components Upload (by November 17, 2009):  This year’s annual evaluation (AE) Upload (by 11:59 PM February 1, 2010):  Position description(s) for period under review  Self-statement (5 pages maximum)  Fiscal crisis impact statement (1/2 page maximum)  Bibliography for entire career Note: Your previous annual evaluations for the period under review are already on your portal.

24 Questions about streamlined merits?

25 Program Review Sections Components are similar for Thematic and One Page Formats 1.Position Description 2.Acceleration Statement OR Self-statement 3.Fiscal Crisis Impact Statement 4.Extension, Research, and Creative Activity 5.Professional Competence 6.University and Public Service 7.Affirmative Action 8.Bibliography 9.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) 15. Sabbatical Leave Plan and Report (when appropriate)

26 Full Title V - VI Coverage Same for both formats (something of an anomaly) coverage as follows:  Years in entire Advisor career: Self-statement & bibliography  Years (typically 3) since last review: Extension activities table  Years (typically 12-15) in FT rank: all other components  Publication examples can be those submitted in other PR’s in Full Title rank  Include all PD’s from all years in Full Title rank Note: Use self-statement to show growth and leadership over your entire career

27 Position Description Same for both formats The Position Description provides the basis for evaluating your PR:  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. 15

28 14 Acceleration Must answer: Acceleration Must answer: Why do you think you deserve an acceleration?  Acceleration requires exceptional achievement in at least one criteria – identify the “driver.”  Acceleration requires greater than normal productivity in all four criteria for your rank and step.  Highlight activities that you believe warrant special attention -- do not just repeat descriptions you provide in other sections.  Focus only on the period since the last review.

Thematic: Self-Statement  Provide Context  Describe counties covered, nature of clientele, factors that influenced program activities.  Describe Program Goals  Include how goals were determined, clientele needs assessments, etc.  Summarize Themes  Extension, Research, Creative Activities that address goals. Synthesize project rationales, research efforts, outputs, outcomes, impacts.  Build Professional Competence  Describe professional activities that supported or were derived from themes

30 15 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 1 page per year being reviewed.  Use bullets, indentation, and subheadings to make your statement more readable.

31 Fiscal Crisis Impact Statement Same for Thematic and One Page format  Limited to one-half page  An opportunity to describe the impact the fiscal crisis may have had on your program  For example:  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

Thematic: Extension, Research, & Creative Activity A strategy for writing this section:  List the research projects or creative activities that you will cover in the PR.  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).  This sorting process is a good opportunity to see how your projects align with ANR strategic vision goals, and can also provide insights for planning future projects with these goals in mind.

33 17 Thematic: Extension, Research, & Creative Activity  Create an appropriate title (theme) for each grouping of projects.  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.  Minimize the amount of detail used to describe the projects and methods. Do not repeat the information included in the project summary table.

Thematic: Extension, Research, & Creative Activity  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.

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

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 growers used canopy measurement system and altered irrigation scheduling in this manner

37 15 One Page: Self-Statement Focus on the big picture:  Organize by themes.  Integrate rationale, results, and impacts.  Relate your work to the new Strategic Vision if possible. Include brief descriptions of:  Program goals and objectives  Clientele/audiences served  Methods used to determine clientele needs  Major program impacts

38 15 One Page: Self-Statement (con’t)  Length is one page per year being reviewed: maximum of 8 pages.  Use bullets, indentation, and subheadings to make your statement more readable.

39 17 One Page: Extension, Research, & Creative Activity  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.  Research and/or creative activities are combined with extension activities.

40 One Page: Sample Outline 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 …………………………………………………………………… 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

41 One Page: Half Page Explanation  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

42 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)

43 One Page: Project Description One Page: Project Description 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 A. Research/creative activity A. Research/creative activity B. Extension B. Extension 6.My role 7.Results 8.Impact

44 Differentiate Results/Outputs from Outcomes/Impacts Same for both formats  Results may include:  Products you developed from research (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:   Clientele gain new knowledge (learning outcome)   Clientele gain new skills (learning outcome)   Clientele change attitudes (learning outcome)   Clientele adopt new practices (behavior outcome)   Clientele make better decisions (behavior outcome)   Clientele have dollar savings (economic impact) 19-20

45 Outcomes/Impacts (con’t) Same for both formats Your description may also include:   Affirmative action implications   Longer-term social, health, economic, physical or environmental benefits of your work How to include long-term impacts?   For work in progress, state your anticipated impacts.   Use literature to explain how your work contributes to already measured impacts

46 Impact Examples Same for both formats  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)

47 Questions about these dossier components?

48 21 Professional Competence & Activity Same for both formats In this section you are providing evidence that you:  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

49 University and Public Service Same for both formats Describe your service to the University and to the public. List activities in two sections: Describe your service to the University and to the public. List activities in two sections:  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).

50 22 Affirmative Action Same for both formats This is a place to describe your efforts and successes in reaching under-served audiences.  Summarize your AA accomplishments as related to your position description.  Limit this section to 2 pages.

51 Bibliography Same for both formats  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.”

52 Publication Examples Same for both formats Required for:  Promotions  Accelerations  Merits to Advisor FT VII – IX  Provide 3 examples:  Choose 3 that best represent your work  Precede them with 1 page on which you describe all three.

53 Letters of Evaluation Same for both formats  Needed for:  Promotions  Accelerations  Merits Advisor FT VII to FT IX  Candidate provides names of up to 6 people; may also give names of those not suitable to write letters  Supervisor uses these and may add ones of their own  All letters received are included with dossier  You will not see the letters

54 Other Documents  Project Summary Table – Thematic format  Table of extension activities  Table of grant/program support (optional – one-page format – not thematic format)  Letters of publication acceptance (if applicable)  Sabbatical leave plan and report (if applicable)  Definitions of acronyms (if applicable)

Thematic: Project Summary Table  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. 55

56 Extension Activities  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.

57 Additional Questions?

58 Need More Help? Answers to Questions OR (530) OR (530) Resources  E-books  PR training (this slide set)  Helpful websites  PR process/Writing tips  Writing impacts and outcomes  Action verbs groups.ucanr.org/Academic_Personnel/Merit_Promotion_Process/

Important Dates TopicDateAction AE template available10/01/09Available via your portal DANRIS-X completion DANRIS-X retrieval 10/19/09 10/22/09 Everyone must complete PR Training –indefinite status PR Training – definite status PR Training – indefinite status PR training – definite status 10/ :30 10/28 - 1:30 11/ :30 11/10 - 1:30 Adobe Connect + Ready Talk Annual Evaluation due11/17/09Academic must upload by 11:59 PM AE review by supervisor due12/17/09Supervisor meets with academic first AE review by next level supervisor1/23/10Next level supervisor confirms review PR Dossiers Due2/1/10Must be uploaded by 11:59

60 Thanks!