1. The Process Unleashed! Peer Review Documentation Workshop 2008-2009 October 7, 2008 Peer Review Documentation Workshop Committee: Julie Kwan (Chair), Alan Carr, Chamya Kincy

2. Agenda Welcome and Introductions Gary E. Strong: Comments Jenifer Abramson: The Calendar, Changes to the Call, and Library Human Resources Support Services Peer Review Documentation Workshop Committee: The Process Unleashed! Q & A Discussion 2

3. Peer review – what is it? Subjecting your work to the scrutiny of peers for impartial review Confidential A tradition at UCLA for over 35 years CAPA & Ad Hoc Committees constitute the peers who provide the impartial review University Librarian has final decision making authority but takes CAPA’s advice seriously 3

4. What are the evaluation criteria? Criterion I: Professional competence and quality of service within the library Criterion II: Professional activity outside the library Criterion III: University and public service Criterion IV: Research and other creative activity 4

5. Criteria I and (II or III or IV) 5

6. Who’s involved? Candidate Review Initiator Department Head AUL CAPA Ad Hoc Committee Letter writers University Librarian 6

7. Our guiding light - “The Calendar” A timetable for preparing your packet Available on LHR website, linked from LAUC-LA web site Get critical dates on your calendar! 7

8. Key Dates October 17, 2008 – Deadline for notification about out-of-cycle actions November 19, 2008 – Preliminary drafts of documentation due to RI – Preliminary conferences scheduled – Letters of recommendation solicited 8

9. Key Dates (cont.) December 12, 2008 – Deadline to request extension December 19, 2008 – Candidates and RIs conduct final evaluation / recommendation conferences – Candidates complete final copies of documentation – RIs prepare final documentation & complete the peer review file 9

10. Key Dates (cont.) January 30, 2009 – AULs prepare evaluations & meet with all parties July 1, 2009 – Librarians receive letter notifying them of decision Includes University Librarian assessment Includes CAPA report Includes unsigned Ad Hoc Committee report 10

11. Peer Review Committees CAPA: Committee on Appointments, Promotions and Advancements (7 members) – Standing LAUC-LA Committee – Chair-Elect is elected, others appointed by LAUC- LA Executive Board Ad hoc committees (3 members) – Anonymous (known only to CAPA Chair or Chair- elect) – Only for certain types of actions 11

12. 2008/2009 CAPA Debe Costa, CAPA Chair Maureen Russell, CAPA Chair-Elect Anita Colby Rita Costello David Gilbert Rhonda Lawrence Nancy Norris 12

13. The CALL UCLA Librarians’ CALL: Academic Personnel Procedures for the Librarian Series – Narrative – Definitions – Sample forms Available at http://staff.library.ucla.edu/hr/call/index.htm http://staff.library.ucla.edu/hr/call/index.htm 13

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17. Required Forms Documentation and Signature Checklist Academic Personnel Recommendation – What’s the action? Candidate’s Certification Statement – Candidate’s right to exclusions from CAPA and/or Ad Hoc Committees TIP! Place documents in the order listed on the Documentation and Signature Checklist 17

18. What are these actions? Normal merit Career status Promotion Distinguished status Acceleration No action Deferred review Candidate-initiated Off-cycle review Deceleration 18

19. Required Documents... From the Librarian Statement of Responsibilities Data Summary Statement of Professional Achievements (SOPA) From the RI Evaluation/Recommendation Statement Supporting Documentation (as needed) 19

20. Statement of Responsibilities Is up-to-date? Do you have Criterion I changes? – May need separate statements – Use start and end dates – Use percentages (if applicable) Prepared jointly by RI & candidate Review committees use SOR to understand what falls into Criterion I 20

21. What are your contributions? To your unit To the library To the campus To the profession To the community 21

22. Data Summary Include Criteria I-IV activities Excellent instructions in Form 4 Need advice? Ask: – Review Initiator – Other Librarians – Peer Review Documentation Workshop Committee members – Former CAPA members Do not ask current CAPA members! 22

23. Data Summary CAVEATS! No longer includes business meetings attended & visits to other libraries Indicate if work was collaborative, i.e., co- authored or co-taught Ad Hoc Peer Review Committee service now included May include Summary of Instructional Activities (SIA) in packet 23

24. Criterion I: Professional Competence and Quality of Service Within the Library Your job responsibilities UCLA library organizations, committees, task forces Continuing education – degrees – courses 24

25. Criterion II: Professional Activity Outside the Library Professional organizations Conferences (Attendance and Participation) Teaching Honors and Awards Consulting Indicate if work was collaborative! 25

26. Criterion III: University and Public Service LAUC – includes Ad Hoc Peer Review Committees Other university service Public service – Professional librarian service only 26

27. Criterion IV: Research and Other Creative Activity Published writings Submissions Creative work in progress Other creative work Indicate if work was collaborative! 27

28. Statement of Professional Achievements (SOPA) The candidate’s document to discuss: – Goals – Accomplishments – Contributions What inspires your work? 28

29. More on the SOPA… Not a self-evaluation, but… Use the SOPA to explicate items on your Data Summary Elaborate on activities Focus on achievements & contributions Include professional goals – Goals should be clearly stated at the end of the SOPA 29

30. Are your goals on target? 30

31. Goals Your goals should be Specific Measurable Action-oriented Relevant Time bound Ask these questions Who? What? Where? When? Which? Why? How? 31

32. Evaluation/Recommendation Statement This statement is written by the RI Set up a meeting with your RI – Provide a list of Criteria I-IV activities to your RI – Assessment of previous goals – Create new goals TIP! Provide RI with a list of your most important Criterion 1 activities and accomplishments during the review period, whether or not requested. 32

33. Supporting Documentation Required for promotions and accelerations Examples: – Letters from faculty, administrators, peers – Publications, including Web pages for which you are responsible – Unpublished texts – Student evaluations TIP! Along with names of referees, include a brief description of the specific accomplishment or contribution you would like the person to address in their letter of reference. 33

34. Tips to Improve Your Packet  Don’t procrastinate  Keep track of activities throughout the review period  Define acronyms  Organize documentation  Refer to documentation  PROOFREAD!!! 34

35. Contact Information Julie Kwan jkkwan@library.ucla.edu Alan Carr acarr@library.ucla.edu Chamya Kincy ckincy@library.ucla.edu Jenifer Abramson jenifera@library.ucla.edu 35