OKLAHOMA COOPERATIVE EXTENSION SERVICE CAREER LADDER TRAINING FEBRUARY 2011

1. OKLAHOMA COOPERATIVE EXTENSION SERVICE CAREER LADDER TRAININGFEBRUARY 2011 Joyce Martin Sue Gray Cindy Conner

2. Introductory Remarks • Welcome • Introductions • Overview

3. Career Ladder Guidelines

4. Career Ladder • Reward educators who demonstrate sustained professional growth and significant programmatic accomplishments • Level I • Level II • Level III • Significant career milestones

5. Hiring Assignment Procedure New Educators enter at Level I Assignment of rank upon rehire - Cannot apply for a higher level until three years after the first January 1st following re-employment date - Rehires may apply for level II or III, based on qualifications - Years of service at any level need not to be continuous

6. Minimum Requirements forCurrent Educators (Hired Before 1-1-2006) • Level I • Bachelor’s degree required • Level II • Bachelor’s (or higher degree) in an appropriate field • Minimum of 5 continuous years of OCES experience at Level I • Last 3 performance appraisals – no unsatisfactory or needs improvement ratings • Portfolio review by Peer Review Committee and administration

7. Minimum Requirements forCurrent Educators • Level III • Master’s degree (or higher) in an appropriate field • A minimum of 5 continuous years in rank at Level II • Last 3 performance appraisals - no unsatisfactory or needs improvement ratings • Portfolio review by Peer Review Committee and administration

8. Minimum Requirements forSeparated prior to 1-1-2006, then rehired • Employed by OCES for three years after 1st January following reemployment date • Educators may apply for Levels II and III under the following requirements

9. Minimum Requirements forSeparated prior to 1-1-2006, then rehired • Level II • Bachelor’s (or higher) degree in an appropriate field • Minimum of 5 total years of OCES Service • Last 3 performance appraisals - no unsatisfactory or need improvement rating • Portfolio review by Peer Review Committee and administration

10. Minimum Requirements forSeparated prior to 1-1-2006, then rehired • Level III • Master’s Degree (or higher degree) in appropriate field • Minimum of 10 total years of OCES experience • Last 3 performance appraisal ratings-no unsatisfactory or needs improvement ratings • Portfolio review by Peer Review Committee and administration

11. Minimum Requirements forSeparated prior to 1-1-2006, then rehired • 1st application after being rehired can be for Level III if applicant has ten or more years of prior service

12. Financial Rewards for Advancement $$$$ 2010 and Beyond • Advancement from Level I to Level II $1,500 • Advancement from Level II to Level III $2,000 • Budget permitting, the dollar amount will be adjusted as the general salary level rises

13. QUESTIONS?

14. Standards of Achievement

15. Standards of Achievement • Professionalism • Programming • Professional Development

16. Professionalism • Teamwork/Cooperation • Level II • Demonstrated ability to cooperate effectively as a team with OCES co-workers within the assigned county/area Example Participate in office conferences, joint programming, and shared responsibilities. Describe efforts and provide appropriate documentation.

17. Professionalism • Teamwork/Cooperation (Cont) • Level III • Demonstrated ability to cooperate effectively as a team with OCES co-workers on a county, multi-county, district and state level Example Cooperate with other county staff, area staff, or state specialists to conduct programs that impact diverse clientele. List programs conducted beyond subject matter area and/or regular audiences.

18. Professionalism • Networking • Level II • Established and maintained relationships with non-OCES professionals, individuals and groups Example Cooperate with agencies, businesses, chamber of commerce, consumer groups and/or commodity groups to conduct programs. Describe and provide documentation of agendas, brochures, PowerPoint, hand-outs, etc.

19. Professionalism • Networking (Cont) • Level III • Expanded and sustained relationships with non-OCES professionals, individuals and groups (discuss your role) Example Demonstrated involvement with elected officials, coalitions, networking groups, commodity groups, chambers, and/or other agencies or organizations.

20. Professionalism • Mentoring • Level II • Sought and utilized the assistance of informal and/or formal mentors Example Asked other educators to answer questions and share resources.

21. Professionalism • Mentoring (Cont) • Level III • Provided informal and/or formal mentoring to fellow educators and/or peers Example Advised other educators through mentoring, County Extension Director experiences, new educator visits, or other experiences.

22. Programming • Program Development and Impact Assessment • Level II • Developed a needs assessment for planning and implementing programs Example Describe use of Program Advisory Committee advisory groups and other resources in development of programming needs • Adapted and effectively used appropriate educational programs, including a variety of educational teaching methods and techniques (describe your role) Example List and/or describe educational methods/techniques used and document with examples.

23. Programming • Level II (Cont) • Utilized appropriate marketing techniques and provided visibility to OCES programming Example List and explain marketing tools used. Provide examples of documentation such as newsletters, news releases, email lists, etc. • Consistently evaluated the effectiveness of programming and reported documented outcomes and impact on selected programs Example Describe impact and outcomes obtained by evaluation and discuss how results were reported.

24. Programming • Program Development and Impact Assessment • Level III • Expanded the needs assessment used for planning and implementing programs Example List committees, individuals, communication groups, agencies and others utilized in determining program areas and identify how efforts contributed to programming.

25. Programming • Level III (Cont) • Aided in development of a variety of instructional materials and consistently taught educational programs that addressed expressed needs (describe your role) Example Discuss your role in the development of materials and programs taught. Document with PowerPoint, handouts, educational materials and programs you developed.

26. Programming • Level III (Cont) • Expanded appropriate marketing techniques and provided visibility to OCES programming Example List and explain how you expanded the use of marketing tools. Provide examples of regular newspaper columns, weekly radio or TV spots/shows, and/or internet, etc. • Demonstrated ability to acquire funding and resources to enhance programming Example List grants, donations and other dollars acquired and how they were used in programming.

27. Programming • Level III (Cont) • Consistently evaluated the long-term effectiveness of programming through a variety of evaluation techniques used to show impact on clientele; reported impact to decision makers and others Example Describe long term impact and methods of reports.

28. Programming • Partnerships • Level II • Developed partnerships with clientele, sponsors, donors, commodity groups, and other agencies to complement programming Example List and describe specific partnerships formed and submit documentation to support such as program brochures, agendas, grants written, etc.

29. Programming • Partnerships (Cont) Level III • Expanded and sustained effective working partnerships with clientele, sponsors, donors, commodity groups, and other agencies to enhance programming Example Identify long term efforts of partnerships formed. List by year and/or contribution.

30. Programming • Volunteers • Level II • Recruited, trained and recognized volunteers to enhance educational outreach Example List and describe efforts to reach volunteers. Provide documentation of training sessions, news articles, pictures, volunteers lists, etc. . • Level III • Effectively integrated volunteers into an active role within OCES programming Example List the roles and responsibilities of volunteers in OCES programming.

31. Professional Development • Professional Organizations • Level II • Participated in appropriate professional associations Example List memberships and participation in professional associations such as educator professional societies, technical specialty scientific societies, etc. • Level III • Contributed to the strengthening of appropriate professional associations through leadership and/or active service Example List and describe leadership roles on committees, offices held, national meetings attended, etc.

32. Professional Development • Professional Skill and Subject Matter Development • Level II • Developed competency and knowledge in areas of program responsibility and process skills Example Describe efforts to improve competencies through education, in-service training, workshops offered through OCES and other avenues. Describe how information was utilized.

33. Professional Development • Professional Skill and Subject Matter Development (Cont) • Level III • Updated and applied expertise in areas of program responsibility and process skills Example List opportunities to facilitate, speak or provide leadership in a professional training opportunity at district, state or national level. Describe efforts to update skills and the application of information gained from professional development training.

34. Professional Development • Recognition/Awards • Level II • Earned recognition at county level by clientele, peers and others for expertise in program area Example List awards and recognition earned at specific levels. Document with letters, certificates, etc. to demonstrate recognition. • Level III • Earned recognition at district, state, or national level by clientele, peers and others for expertise in program area Example List awards and recognition earned at specific levels. Document with letters, certificates, etc. to demonstrate recognition.

35. Questions?

36. Portfolio Developmentand Review Process Assoc. Director Announces Review Process Schedule Educator Files Intent to Apply Form By February 18 Educator Develops Portfolio Due April 11 District Director Determines Eligibility By March 4 Yes No Apply Next Year ?

37. Portfolio Guidelines • Submit in three-ring notebook (1 ½ inch maximum and an electronic copy – CD or flashdrive • Title Page • Form Appendix V • Must be placed on outside of binder • Table of Contents • Resume´ (2-page maximum)

38. OKLAHOMA COOPERATIVE EXTENSION SERVICE CAREER LADDER Name County District Level applying for Year

39. Portfolio Guidelines Cont. • Narrative of Performance • All standards of achievement are to be addressed for all program areas and appropriately identified in order listed • 20 page maximum (one side only) • Times New Roman, font size 12 minimum • 1 ½ line spacing • 1 inch margins • Pages must be numbered • Graphs, tables and charts are acceptable to supplement in written narrative

40. Portfolio Guidelines Cont. • Documentation labeled • Maximum of one documentation item per standard (can be front and back) • Provide electronic copy of portfolio to immediate supervisor • Submit one hard copy and a CD or flash drive containing one PDF file to: Joyce Martin Director of Staff and Program Development 139 Ag Hall Stillwater, OK 74078-6019

41. Documentation Items • 12 standards for level II = 12 documentation items • 13 standards for level III = 13 documentation items

42. Tips for Writing an Effective Portfolio • Avoid acronyms • Use first person • Keep sentences and paragraphs short • Proof-read • Have it reviewed informally • Follow directions • Be sure it is neat, organized, clean and concise • Include information about all program areas that you have responsibility (split appointments)

43. Failure to follow all directions may disqualify your portfolio!

44. Questions?

45. The 2010 Peer Review Committee • One committee of seven Level III educators • District Directors nominate 2 Level III educators for the committee • At least 1 representative from each district • Will have county, district, and/or area representation • At least 2 committee members will have program responsibilities in Ag, FCS and 4-H

46. Appeals Procedure • You have the right to present grievances concerning progression through the professional career ladder • Questions about the appeals procedure should be referred to: Joyce Martin, Director of Staff and Program Development, 405-744-7969

47. Portfolio Developmentand Review Process Peer Review April 25- May 6 Educator’s Portfolio Due April 11 District Director Validation May 9-20 Educator Informed of Decision Vice President Review June 15 Associate Director Review May 9-20

48. 2011 Timeline and Due Dates • January 14 The Vice President, Dean, and Director and Associate Director, through the District Extension Directors, will initiate the promotion process through distribution of promotion information. • February 7 Career Ladder Training via Centra. • February 18 “Intent to Apply for Promotion” form submitted by Extension Educators to District Extension Directors. • March 4 Due date for return of “Intent to Apply for Promotion” from the District Extension Director. • April 11 Extension educators will submit a completed portfolio (one hard copy and a CD or flash drive) to the Staff & Program Development Office. Submit an electronic copy to the immediate supervisor • April 25-May 6 The Peer Review Committee will review all portfolios of candidates for advancement, identify strengths, weaknesses, and then record their vote and justification. • May 9-20 District Extension Directors will validate the portfolios and the Associate Director will review portfolios and make recommendations on promotion. • June 15 The Vice President, Dean, and Director will make decisions regarding promotion of educators and notifications of status will be sent. • July 1 Promotion decisions are effective July 1.

49. Notification • Notification of promotion will follow completion of all reviews • Raises will be effective July 1

50. Summary