Merit & Promotion Review Training for Definite Status Academics

1. Merit & Promotion Review Training for Definite Status Academics Fall 2009

2. PR TrainingAre You in the Right One? Definite status All Academic Coordinators/Administrators New(er) Advisors Training 10:30 AM Oct 28 & Nov 10 Indefinite status Advisors only Successfully completed 3 term reviews May be eligible to use streamlined merit Training 1:30 – 2:45 Oct 28 & Nov 10

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

4. 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 reportsfor appropriate, mentoring language.

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 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 PR Dossier Walk through Advisor & Academic Coordinator thematic format Provide overview of “one-page” format Questions/Wrap-up Note: These slides will be posted on the Academic Personnel website

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 members of SAC. Reviewers may not be familiar with your program area.

10. Make Your Dossier Enjoyableto 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. Definite Appointments & Term Reviews Processes and review periods vary. Work with your immediate supervisor to understand which process to use.

15. Any more questions for RD’s?

16. 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) 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

17. 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.

18. 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

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

20. E- Books http://groups.ucanr.org/Academic_Personnel/Merit_Promotion_Process/ • Thematic Format - Advisors • Thematic Format - Academic Coordinators and Academic Administrators • One Page Format - Advisors • One Page Format - Academic Coordinators and Academic Administrators

21. General DirectionsE-books: http://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.

22. Questions about general directions or format?

23. Program Review SectionsAdvisors Components are similar for Thematic and One Page Formats Position Description Acceleration Statement OR Self-statement Fiscal crisis impact statement Extension, Research, and Creative Activity Professional Competence University and Public Service Affirmative Action Bibliography 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 – not needed in thematic)

24. Program Review SectionsAcademic Coordinators & AdministratorsComponents are similar for Thematic and One-Page Formats Position Descriptions Acceleration Statement OR Self-Statement Fiscal crisis impact statement Coordination of Academic Programs/Administrative Experience Professional Competence University and Public Service Affirmative Action Bibliography(if appropriate) 9. Summary of Publication Examples (when appropriate) 10. Publication Examples (when appropriate) 11. Letters of Evaluation (for acceleration) Letters of Publication Acceptance (when needed) 13a. Project summary table – Thematic format 13b. Grant & Program Support (optional—one-page format) 14. Extension Activities (optional) 24

25. Position DescriptionSame 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

26. Acceleration Need to 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 criteria for your rank and step. Highlight activities that you believe warrant special attention -- do not just repeat descriptions you provide in other sections. Basis of acceleration is accomplishments since last review (not a substitute for career equity review) Note: May not apply for acceleration during first term 14

27. 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 • Major 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. 27 15

28. 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 one page per year being reviewed. Use bullets, indentation, and subheadings to make your statement more readable. 15

29. 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

30. Thematic: Extension, Research, & Creative ActivityAdvisors A strategy for writing this section: 1. List the research projects or creative activities that you will cover in the PR. 2. 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). 3. This sorting process is a good opportunity to identify unifying concepts and see accomplishments more globally. You can visualize how our individual projects interconnect with your overarching goals and provide insights for planning future projects with these goals in mind. 30 17

31. Thematic: Extension, Research, & Creative ActivityAdvisors 4. Create an appropriate title (theme) for each grouping of projects. 5. 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. 6. Minimize the amount of detail used to describe the projects and methods. Do not repeat the information included in the project summary table. 17

32. Thematic: Extension, Research, & Creative ActivityAdvisors • 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. 32 17

33. 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 . . . .

34. 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 . . . . 12 growers used canopy measurement system and altered irrigation scheduling in this manner. . . .

35. Thematic: Coordination of Programs/Administrative ExperienceAcademic Coordinators/Administrators A strategy for writing this section: 1. List all projects or areas of responsibility. 2. Sort entries according to common features (nature of the issue, need, methodology, ANR division priority or Strategic Vision goal). 3. Create an appropriate title (theme) for each grouping. 35 17

36. Thematic: Coordination of Programs/Administrative ExperienceAcademic Coordinators/Administrators 4. For each theme, synthesize the various projects so that the following information is included and integrated: background and rationale for projects, problem being addressed, your role, outputs/outcomes, impacts. 5. Don’t include all the details, let the project summary table speak to them. 36 17

37. One Page: Self-StatementAdvisor or Academic Coordinator/Administrator Focus on the big picture: Organize by themes. Integrate rationale, results, and impacts. Where possible, relate your program accomplishments to priorities for ANR. Include brief descriptions of: Program goals and objectives Clientele/audiences served Methods used to determine clientele needs Major program impacts 15

38. One Page: Self-Statement (con’t) Advisor or Academic Coordinator/Administrator Length is one page per year being reviewed. Use bullets, indentation, and subheadings to make your statement more readable. 15

39. One Page: Extension, Research, & Creative ActivityAdvisor You may include an outline organized into the subsections described in your self statement. You may add a short (½ page) description to introduce each subsection. Describe each project in a single page. Research and/or creative activities are combined with extension activities. 17

40. One Page:Sample OutlineAdvisor 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 ……………………………………………………………………... 23 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 Advisors 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 DescriptionAdvisor Each activity/project is summarized in ONE page. Format: Project Title and Duration (dates) Collaborators (if applicable) - provide name of PI Grant/Program Support (if applicable) Background/Rationale & Objective(s) Methods A. Research/creative activity B. Extension My role Results Impact

44. One Page: Coordination of Academic Programs/Administrative ExperienceAcademicCoordinator/Administrator 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.

45. One Page:Project Description Academic Coordinator Each activity/project is summarized in ONE page. Format: Administrative Areas/Program/Project Title and Duration (dates) Collaborators (if relevant) Grant/Program Support (if relevant) Background/Rationale & Objective(s) Results Impact Other: include research methods or extension/outreach methods (if relevant)

46. Differentiate Results/Outputs from Outcomes/ImpactsSame for both formats • Results may include: • Products you developed (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)

47. 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. 19-20

48. Impact Examples 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)

49. Questions about these dossier components?

50. Professional Competence & ActivitySame 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 50 21