1. ACADEMIC PERSONNEL UPDATE MEETING
August 18, 2010
Education Bldg, Rm 1204

2. Agenda General Welcome - Introductions Announcements Record Retention
New MIV Requirements and Reminders
Various Packets and AP Reminders
Surprise
Question and Answer Session C

3. Announcements Academic Personnel Call and Deadline Reminders
Web Link:
Distribution List
Summary sheet at back of room
Also will send out via
New Analyst Assignments
Web Link:
Anonymous Survey on Academic Appointments
- Manila folder in back of room or deliver to AP C

4. Records Retention Several Policies to Reference:
Business and Finance Bulletin RMP-2, Appendix A -
APM UCD 500 (recruitment procedures and retention of records) -
University of California Records Management Disposition Schedule - C

5. MyInfoVault: Reminder of Significant Changes
1.) Joint appointment process
2.) Candidate disclosure statements M

6. Joint Appointments
Double check that the joint appointment has been created in MIV-you cannot edit a candidate’s status while a dossier is in process
Home (primary) department prepares the packet
Joint (secondary) department MUST send the packet back to the primary to finish the process
Communication between departments is key!

7. Joint Appointments: Manage Users: Edit Account
Edit joint appointment here

8. Joint appointments: Joint dept must send back the packet to the primary dept

9. Candidate Disclosures
Faculty member (candidate) will receive an indicating they need to sign into MIV
Faculty should know their Kerberos ID and password

10. (Department AP Coordinators)
Structure of Roles
Vice Provost Admin
(VP AP Analysts)
User Access
School/College Admin
(SOM AP Analysts)
Department Admin
(Department AP Coordinators)
Candidates
(Faculty)

11. Roles

12. There is a new Professional Researcher Position Description Template, please pull from our website if needed. N

13. Department Letter Requirements
New Requirement
Reminders
Sample Paragraphs

14. New Requirement in Dept
New Requirement in Dept. Letters for all actions prior to & for promotion to Associate Professor
Please include a sentence regarding the Board Certification status of the candidate in your initial paragraph after the vote report.
Example:
“Dr. _____ is a board certified radiologist…”
“Dr. _____ is a board eligible radiologist…”
Please speak to your analyst if the candidate has not received board certification and is no longer board eligible. N

15. Department Letter Vote Reporting (UCD 220-1)
All “no” and “abstain” votes should include a comment in Dept. Letter
If no comments were received, you need to write that in the Dept. Letter – “no comments were left with the negative vote [or abstention]”
Chair can determine which positive comments to include. If multiple responses have a similar comment, please summarize the comments
example: “several faculty commented Dr. ___ has a great publication record”)
Faculty vote and all comments should be reported in the first paragraph of the department letter.
Senate Vote Reporting:
Dept. Letter should only reference “Consultation” of the Federation members (without including number of faculty) and avoid all use of the word “vote” – only say “consult”, response was favorable or unfavorable.
Example: “The Federation members were consulted and the majority responded favorably”
Federation Vote Reporting:
Instructional titles (Adjunct, HSCP) must have separate senate and federation letters with each vote reported separately.
Non-instructional titles (Project Scientist, Professional Researchers, Specialists, Acad Coord & Acad Admin) can have both senate and federation votes reported in one letter, but must be expressed separately. J

16. Department Letter Vote Paragraph Examples
SENATE TITLE:
The Department of ________ is pleased to recommend a Merit for Dr. _____ from Professor, Step I to Professor, Step II effective July 1, 201_. The department review and voting procedures, as approved by the Vice Provost of Academic Personnel on _______(date your voting procedures were approved), were followed. Of the __ Academic Senate members eligible to vote, __ voted in favor, __ no, __ abstained, and __ did not vote. Members of the Academic Federation were consulted and the majority of them responded in favor or not in favor (whichever the case may be). Comments included were: ________________ (If there was a negative vote or abstention, you must include a comment. If no comment was provided, you must indicate as such). J

17. Department Letter Vote Paragraph Examples
FEDERATION TITLE:
Follow the sample in the previous slide, and then add the following, in the same paragraph for: Academic Coordinators, or Administrators, Professional Researchers, Project Scientists, or Specialists:
Of the __ Federation members eligible to vote, __ voted in favor, __ no, __ abstained, and __ did not vote. (Again, if there were any negative votes or abstentions you must either add the comment provided or a statement that no comments were provided with the negative vote(s) (or abstentions). J

18. Department Letter Vote Paragraph Information
FEDERATION TITLES:
For Adjunct Professors or Health Sciences Clinical Professors, the votes must be reported in two separate letters.
Each letter must discuss the opinions and vote of the group, but only one letter (either one) needs to provide the detailed evaluation of the file. All votes are confidential; therefore both the voting process and the reporting of the vote should be treated as such. J

19. Department Letter Vote Paragraph – Other Information
FEDERATION TITLES:
If you only have 1 or 2 Federation members eligible to vote, this may breach the confidentiality of the member, so you may include their vote with the Senate votes, but you must add a comment stating:
“To protect the confidentiality of the eligible Federation member(s), their vote is included with the Senate votes.” J

20. MIV Dossier Preparation Information
New MIV Category Guidelines
(handout)
Important Reminders
Inclusion Dates
Evaluations

21. Important Reminders Collate your dossier original and copies
Label all supporting documentation with Name & Dept (plus Publication type & Pub # on Reprints). Double check that numbers on Pub List and reprints match.
Please do not use staples on anything addressed to our office (except on supporting documentation, Pubs/Evals – which must be stapled)
Solicitation Letter Templates – refer to the School of Medicine Academic Personnel Website. N

22. Inclusion timeline for dossiers
The review period stops a year prior to the effective date to enable the packets to be assembled, submitted and reviewed with complete information and without future data that has not occurred yet. N

23. Evaluation Score Reporting
Quarter/Year
Course/Program Title
Total Responses:
# of individuals who responded to the question related to “overall teaching”
# of scored responses
Instructor Score
Average score taken based on total responses
Course Score
SOM recommends using this field to indicate the range of possible scores from lowest  highest rating
Example: If lowest possible score = 1 and highest possible score = 5, the field should read “1 to 5”. If lowest possible score = 5 and highest possible score = 1, the field should read “5 to 1”.
Dates
Scores should not be included for courses taught after June 30 of the year preceding the proposed effective date.
Example: Merit effective July 1, 2011  evaluation cutoff date is June 30, 2010. A

24. Evaluation Score Reporting (Cont’d)

25. Sample: Teaching Evaluations
---Scores---
Year Program Instructor Course
11/ IMM296: Topics in Immunology to 5
Total Responses: 3
Winter RAL461: Allergy to 1
Total Responses: 9
1/1/09 - 6/30/ Performance Analysis Report: to 5
IM Residency Program
Total Responses: 16
SOM will not be using the (summary)/(complete)/(not available) function in the List of Evaluations data section. You may use this field however your department deems appropriate. A

26. Life of a Dossier
Marlene’s Powerpoint

27. Please count off into teams
SURPRISE!!
Please count off into teams

28. We’re going to play Scattergories – Academic Personnel Style!

29. The first letter is… S

30. Save this template as a presentation (.ppt file) on your computer.
Using this PowerPoint break timer
This PowerPoint slide uses images, custom animation, and timing to provide a countdown timer that you can use in any presentation. When you open the template, you’ll notice that the timer is set at 00:00. However, when you start the slide show, the timer will start at 1 minute and count down by 10-second intervals until it gets to 00:00.
To insert this slide into your presentation
Save this template as a presentation (.ppt file) on your computer.
Open the presentation that will contain the timer.
On the Slides tab, place your insertion point after the slide that will precede the timer. (Make sure you don't select a slide. Your insertion point should be between the slides.)
On the Insert menu, click Slides from Files.
In the Slide Finder dialog box, click the Find Presentation tab.
Click Browse, locate and select the timer presentation, and then click Open.
In the Slides from Files dialog box, select the timer slide.
Select the Keep source formatting check box. If you do not select this check box, the copied slide will inherit the design of the slide that precedes it in the presentation.
Click Insert.
Click Close.

31. The second letter is… P

32. Save this template as a presentation (.ppt file) on your computer.
Using this PowerPoint break timer
This PowerPoint slide uses images, custom animation, and timing to provide a countdown timer that you can use in any presentation. When you open the template, you’ll notice that the timer is set at 00:00. However, when you start the slide show, the timer will start at 1 minute and count down by 10-second intervals until it gets to 00:00.
To insert this slide into your presentation
Save this template as a presentation (.ppt file) on your computer.
Open the presentation that will contain the timer.
On the Slides tab, place your insertion point after the slide that will precede the timer. (Make sure you don't select a slide. Your insertion point should be between the slides.)
On the Insert menu, click Slides from Files.
In the Slide Finder dialog box, click the Find Presentation tab.
Click Browse, locate and select the timer presentation, and then click Open.
In the Slides from Files dialog box, select the timer slide.
Select the Keep source formatting check box. If you do not select this check box, the copied slide will inherit the design of the slide that precedes it in the presentation.
Click Insert.
Click Close.