Annual Evaluation Training

1. Annual Evaluation Training Fall 2010

2. ACADEMIC PERSONNEL UNIT • Kimberly Rodrigues • Executive Director • Carolyn Frazier, Director • Tina Jordan, Analyst • Andra Strads, Analyst • Pam Tise, Administrative/Executive Assistant • David White, Analyst • For specific unit responsibilities, please visit our website at: http://ucanr.org/academicpersonnel

3. Presenters • Executive Director Kim Rodrigues and UC ANR Academic Personnel Unit, with assistance from the AAC Personnel Committee

4. 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.

5. DesiredOutcomes • Increased understanding of the elements of the Annual Evaluation (AE). • Knowledge of how the AE will support the thematic PR. • Understanding that we have a shared responsibility for the success of AE as a performance evaluation tool.

6. Agenda • Process Guide • Benefits of Annual Evaluations • Recent Changes • General Directions • Guidance • The AE Template • “Themes” and Examples • Guidance for Supervisors • Questions

7. Process Guide • AE – Advisor CD – No higher level review • AE – County Director Bill, Barbara, or Don

8. Benefitsof the Annual Evaluation • Creates a transparent system where academics know clearly what is expected of them throughout the performance cycle not just at the end of two or three years. • Provides opportunity to “shift gears.” • Provides a context for academic’s work within the strategic vision for the coming year. • Positions academics to use streamlined merit process.

9. RecentChanges to the AE • Two templates: • Advisor/County Director (also non-campus based CE Specialists) • Academic Coordinators/Academic Administrators • Self-Assessment/Narrative section (Section A) covers all 4 elements and is focused on “themes.” • Tables in Section B contain supporting detail. • Affirmative Action: describe achievements. (no more importing of CASA) • Section B: All tables. • Similar to the PRs – thematic focus/format is required this year.

10. Change to Section C • It is no longer necessary to chose whether or not to have Section C be confidential. • This information remains confidential. The change only makes it available to your immediate supervisor(s). • Sections A, B, and C can now be loaded together as a single document.

11. General Directions • Include work from October 1, 2009 through September 30, 2010. • Be brief and concise. • Section A: limited to 8 pages. • Bibliography: include only those publications developed during the period under review and not previously reported. • Sabbatical Leave – upload sabbatical report completed during the review period if applicable

12. AE Template & Guidelines • Template and Guidelines will be in your portal as soon as possible. When you “click” on it, it takes you to the Academic Personnel Annual Evaluation information found at: • http://ucanr.org/annualevaluation • AE Template is generated when you use DANRIS-X retrieval.

13. Sample DANRIS-X Retrieval

14. Position Description Discussion

15. Annual Evaluation Template-AdvisorsSection A – Self-Assessment • Narrative Section – Program Summary • Statement of Assignment – if there have been changes to your assigned responsibilities or programmatic assignment (not yet in your position description). • Research, Extension and Creative Activity – describe major themes and goals of programs and the accomplishments and evidence of impact in past year. • Professional Competence/University and Public Service - 1-2 paragraph summary further supported by tables in Section B. • Affirmative Action – 1-2 paragraphs highlighting specific efforts and accomplishments. • Complete Guidelines at: • http://ucanr.org/annualevaluation

16. Section B • This section only includes tables. • Fill in the “blanks” as applicable. • DANRIS-X • Advisors may use DANRIS-X. • Designed to be easily imported. • Find it in your portal. Due October 18th. Complete Guidelines at: http://ucanr.org/annualevaluation

17. Section C (4 page limit recommended) • Goals for Coming Year: October 1, 2010-September 30, 2011 • Advisors have the option to use DANRIS-X • Barriers/Obstacles in Accomplishing your Goals Complete Guidelines at: http://ucanr.org/annualevaluation

18. Section D • Supervisors evaluate academic and provide a narrative: • Indicate the areas that the academic is or is not meeting expectations for his/her level in each of the advancement criteria. • Provide suggestions for improvement and for advancement. Complete Guidelines at: http://ucanr.org/annualevaluation

19. Thematic PR is Mandatoryin 2011 • Beginning this year, thematic PR’s are required. • In 2010, both formats were accepted.

20. Describing your Work According to Themes • Advisors • Research, Extension and Creative Activity • Coordinators & Administrators • Administration and Coordination of Programs

21. Shift Shift From writing a section on each project/activity To integrating several activities under themes

22. 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.

23. Theme ExamplesFarm Advisor, FT 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)

24. Theme Example4-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

25. Theme ExampleNFCS 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.

26. Guidance to Supervisors • 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.

27. Guidance to Supervisors 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.

28. Guidance to Supervisors • Navigating towards positive change(s). • Developing shared goals. • Updating PDs, as needed. • Establishing periodic check-ins throughout the year, as needed.

29. Deadlines Deadlines Deadlines Deadlines

30. Annual Evaluation Timeline

31. Questions??