Annual Evaluation Training Fall 2009

University of California Agriculture and Natural Resources2 Presenters Academic Assembly Council - Personnel Committee Members Thanks to: Andra Strads and Regional Directors Linda Manton, Peggy Mauk and Kim Rodrigues

University of California Agriculture and Natural Resources3 Conference Call Agreements  One person speak at a time.  When asking questions, state your name first.  Put your cell phones on vibrate.  Mute your phone if you are not speaking. Press *6 to mute and *7 to unmute

University of California Agriculture and Natural Resources4 Desired Outcomes  Increased understanding of the Annual Evaluation (AE) process.  Knowledge of how the AE will support the new thematic PR  Understanding that we have a shared responsibility for the success of AE as a performance evaluation tool.

University of California Agriculture and Natural Resources5 Agenda  Benefits of Annual Evaluations  Recent Changes to 2009  General Directions  The AE Templates  Supervisor Review  Deadlines  “Themes” and Examples  Questions  DANRIS-X retrieval demo

University of California Agriculture and Natural Resources6 Benefits of the Annual Evaluation  Allows academics to clearly know what is expected of them throughout the performance cycle not just at the end of 2 or 3 years.  Provides opportunity to “shift gears” as needed.  Provides opportunity for mentoring.  Enables eligible academics to use optional streamlined merit process.

AE and Streamlined Merits  Advisors on indefinite status who are seeking advancement in the Assistant, Associate or Full title I-V ranks are eligible to submit a streamlined merit.  Participation in this process, if eligible, is optional.  See e-book for description of eligibility factors.  Streamlined merits consist of AEs from period of review plus a self-statement A streamlined merit requires the academic to submit an AE covering by November 17 and for the supervisor to give the AE a positive review

University of California Agriculture and Natural Resources8 Recent Changes to the AE  Two templates ( changed last year ):  Advisors, County Directors or non-campus based CE Specialists.  Academic Coordinators or Academic Administrators.  Addition of process for the academic to electronically sign AE and upload a response as desired  Narrative section is shorter and focused on “themes”.  Affirmative Action: describe achievements (no more importing of CASA).  Section B: All tables.  Section B: Added “Extension Activities” table.

University of California Agriculture and Natural Resources9 General Directions  Must be submitted by all academics who have been in their position 6 months or longer  Do not submit AE if writing a dossier for merit/promotion EXCEPT streamlined merit  Include work from October 1, 2008 through September 30,  Be brief and concise.

AE Using DANRIS-X  Academics may use DANRIS-X to complete their AE  DANRIS-X link is on your portal now  DANRIS-X can be used to generate an AE template  DANRIS-X is due October 19th  Can be retrieved as AE on October 22 nd Note: Demo will follow this slide show

University of California Agriculture and Natural Resources11 AE Template & Guidelines o Template and Guidelines will be on your portal by October 5. When you click on it you will be routed to the Academic Personnel website.

Overview - AE Template Sections  Section A – PD & Narrative Limit of 8 pages  Section B – Tables & Appendices No page limit  Section C – Self-assessment No page limit  Section D – Supervisor Review No page limit

University of California Agriculture and Natural Resources13 Advisors - Section A Position Description Narrative section  Statement of Assignment-DANRIS-X Be sure to state what impact budget cuts have made to your work  Research, Extension and Creative Activity  Affirmative Action Complete Guidelines at:

University of California Agriculture and Natural Resources14 Advisors - Section B This section only includes tables. Fill in the “blanks” as applicable.  Professional Competence & Activity  University and Public Service  Grant and Program Support Summary List (optional)  Extension Activities  Bibliography Include only those publications published or in press this year and not previously reported. Complete Guidelines at:

University of California Agriculture and Natural Resources15 Coordinators & Administrators Section A Position Description Narrative section  Statement of Assignment Be sure to state what impact budget cuts have made to your work Administration and Coordination of Programs  Affirmative Action Complete Guidelines at:

University of California Agriculture and Natural Resources16 Coordinators & Administrators Section B This section only includes tables. Fill in the “blanks” as applicable.  Professional Competence & Activity  University and Public Service  Grant and Program Support Summary List (optional)  Extension Activities (optional)  Bibliography Include only those publications published or in press this year and not previously reported. Complete Guidelines at:

University of California Agriculture and Natural Resources17 All Academics - Section C  Self-Assessment of your program These may be retrieved from DANRIS-X  Barriers/Obstacles in accomplishing your goals These may be retrieved from DANRIS-X  Goals for coming year: October 1, 2009-September 30, 2010 Note: This section is confidential between academic and supervisor unless the academic checks a box stating their desire to share it

University of California Agriculture and Natural Resources18 All Academics - Section D  Supervisor evaluates academic and provides a narrative: Indicates the areas that the academic is or is not meeting expectations for his/her level in each of the advancement criteria. Provides suggestions for improvement and for advancement. Complete Guidelines at:

University of California Agriculture and Natural Resources19 Review Process Overview  Academic supervisor next level supervisor Cross-county advisors:  Academic supervisors (headquarter supervisor gathers info from other CDs and uploads as one file) next level supervisor

University of California Agriculture and Natural Resources20  Use the AE as formal feedback. Give it the same consideration you would give a PR.  Provide mentoring.  IMPORTANT - Review AE and meet early with academics who may be eligible to submit Streamlined Merits.  Contact Advisors who are on sabbatical and suggest they submit an AE if they may be eligible for a Streamlined Merit in the near future. Supervisor Review

University of California Agriculture and Natural Resources21 When writing your recommendation:  Prepare your letter with care – provide context, clarify anomalies - do not just restate what is already said.  Evaluate academic against Position Description and academic criteria.  Inform academic of your recommendation in writing before you upload it. Supervisor Review

University of California Agriculture and Natural Resources22  Navigate towards positive change(s)  Develop shared goals  Update PDs, as needed  Establish periodic check-ins throughout the year, as needed Supervisor Review

NEW!  After your discussion, the academic needs to electronically “sign” that s/he discussed the AE with you.  If the academic disagrees with the AE, s/he may write and upload a rebuttal.

University of California Agriculture and Natural Resources24  Assist academics and supervisors during process.  Ensure consistency in review process.  If you decide to comment on AE, write comments comparing performance to stated academic criteria and position description. Next Level Supervisor Review

University of California Agriculture and Natural Resources25

Annual Evaluation Timeline StepsDue DateAction AE template available10/05/09Available on portal for input DANRIS-X completion DANRIS-X retrieval 10/19/09 10/22/09 Note: Must complete DANRIS-X even if not using for AE Annual Evaluation11/17/09Academic uploads sections A, B & C AE review by Supervisor12/17/09Supervisor meets with academic and completes Section D AE review by next level supervisor 1/23/10Next-level supervisor confirms review of AE

University of California Agriculture and Natural Resources27 Coming soon…..

University of California Agriculture and Natural Resources28 Thematic PR is Mandatory in 2011  Beginning in 2011, thematic PR’s will be required.  In 2010, either format may be used  Training and more information October 28, 2009  10:30 – 11:45 (indefinite status)  1:30 – 2:45 (definite status) November 10, 2009  10:30 – 11:45 (indefinite status)  1:30 – 2:45 (definite status)

University of California Agriculture and Natural Resources29 Describing your work according to themes:  Advisors: Research, Extension and Creative Activity  Coordinators & Administrators: Administration and Coordination of Programs

University of California Agriculture and Natural Resources30 Performance Review Shift From writing a one-page description of each project/activity To integrating multiple activities under themesShift to

University of California Agriculture and Natural Resources31 Organizing your work into themes  List all of your projects/programs first, and then group projects that target the same issue together. Each of these groups is a theme. You can look at these closely and identify the common goals, accomplishments and impacts.  Use initiatives from the Strategic Vision (or challenges described in the Vision) for your themes.

University of California Agriculture and Natural Resources32 Theme Examples Farm Advisor, Advisor Step VII My research and extension program is based on the major theme of interactions between plants and microorganisms. Because of my interest, training and experience with plant pathology and microbial ecology, I focused my activities on three areas of plant-microbe interactions: Pathogens of plants (summary of 16 projects), Microbial ecology in strawberry (summary of 7 projects) Foodborne pathogens and ecology of E. coli. (summary of 2 projects)

University of California Agriculture and Natural Resources33 Theme Example 4-H YDA, Assistant IV I addressed challenges and needs by conducting research and extending knowledge in three themes aligned with ANR’s Strategic Vision: Promote Positive Youth Development Support Adolescent Leadership Development Increase Science Literacy Among Youth

University of California Agriculture and Natural Resources34 Theme Example NFCS Advisor, Assistant IV I expanded the scope of my activities in research, extension, and creative activity while at the same time ensuring I was strategically positioning my administrative and programmatic efforts in ways that integrated the local county needs with the UC ANR Strategic Vision: human nutritional status, child obesity, food safety, and food security.

University of California Agriculture and Natural Resources35 Theme Example Academic Coordinator III This position has three major areas of programmatic emphasis: information systems, administration, and agricultural meteorology. In the past year, my work has been heavily directed to administrative work in support of the UC IPM Program Director's initiatives and responsibilities.

University of California Agriculture and Natural Resources36

Important Dates TopicDateAction AE template available10/05/09Available 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