Annual Evaluation Training

1. Annual Evaluation Training Fall 2009

2. Presenters Academic Assembly Council - Personnel Committee Members Thanks to: Andra Strads and Regional Directors Linda Manton, Peggy Mauk and Kim Rodrigues University of California Agriculture and Natural Resources

3. 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. • Press *6 to mute and *7 to unmute University of California Agriculture and Natural Resources

4. Desired Outcomes • Increased understanding of the Annual Evaluation (AE) process. • Knowledge of how the AE will support the new thematic PR • Understanding that we have a shared responsibility for the success of AE as a performance evaluation tool. University of California Agriculture and Natural Resources

5. Agenda • Benefits of Annual Evaluations • Recent Changes to 2009 • General Directions • The AE Templates • Supervisor Review • Deadlines • “Themes” and Examples • Questions • DANRIS-X retrieval demo University of California Agriculture and Natural Resources

6. Benefits of the Annual Evaluation • Allows academics to clearly know what is expected of them throughout the performance cycle not just at the end of 2 or 3 years. • Provides opportunity to “shift gears” as needed. • Provides opportunity for mentoring. • Enables eligible academics to use optional streamlined merit process. University of California Agriculture and Natural Resources

7. AE and Streamlined Merits • Advisors on indefinite status who are seeking advancement in the Assistant, Associate or Full title I-V ranks are eligible to submit a streamlined merit. • Participation in this process, if eligible, is optional. • See e-book for description of eligibility factors. • Streamlined merits consist of AEs from period of review plus a self-statement A streamlined merit requires the academic to submit an AE covering 2008-2009 by November 17 and for the supervisor to give the AE a positive review

8. Recent Changes to the AE • Two templates (changed last year): • Advisors, County Directors or non-campus based CE Specialists. • Academic Coordinators or Academic Administrators. • Addition of process for the academic to electronically sign AE and upload a response as desired • Narrative section is shorter and focused on “themes”. • Affirmative Action: describe achievements (no more importing of CASA). • Section B: All tables. • Section B: Added “Extension Activities” table. University of California Agriculture and Natural Resources

9. General Directions • Must be submitted by all academics who have been in their position 6 months or longer • Do not submit AE if writing a dossier for merit/promotion • EXCEPT streamlined merit • Include work from October 1, 2008 through September 30, 2009. • Be brief and concise. University of California Agriculture and Natural Resources

10. AE Using DANRIS-X • Academics may use DANRIS-X to complete their AE • DANRIS-X link is on your portal now • DANRIS-X can be used to generate an AE template • DANRIS-X is due October 19th • Can be retrieved as AE on October 22nd Note: Demo will follow this slide show

11. AE Template & Guidelines • Template and Guidelines will be on your portal by October 5. When you click on it you will be routed to the Academic Personnel website. http://groups.ucanr.org/Academic_Personnel/Annual_Review University of California Agriculture and Natural Resources

12. Overview - AE Template Sections • Section A – PD & Narrative • Limit of 8 pages • Section B – Tables & Appendices • No page limit • Section C – Self-assessment • No page limit • Section D – Supervisor Review • No page limit

13. Advisors - Section A Position Description Narrative section • Statement of Assignment-DANRIS-X • Be sure to state what impact budget cuts have made to your work • Research, Extension and Creative Activity • Affirmative Action Complete Guidelines at: http://groups.ucanr.org/Academic_Personnel/Annual_Review/ University of California Agriculture and Natural Resources

14. Advisors - Section B This section only includes tables. Fill in the “blanks” as applicable. • Professional Competence & Activity • University and Public Service • Grant and Program Support Summary List (optional) • Extension Activities • Bibliography • Include only those publications published or in press this year and not previously reported. Complete Guidelines at: http://groups.ucanr.org/Academic_Personnel/Annual_Review/ University of California Agriculture and Natural Resources

15. Coordinators & AdministratorsSection A Position Description Narrative section • Statement of Assignment • Be sure to state what impact budget cuts have made to your work • Administration and Coordination of Programs • Affirmative Action Complete Guidelines at: http://groups.ucanr.org/Academic_Personnel/Annual_Review/ University of California Agriculture and Natural Resources

16. Coordinators & AdministratorsSection B This section only includes tables. Fill in the “blanks” as applicable. • Professional Competence & Activity • University and Public Service • Grant and Program Support Summary List (optional) • Extension Activities (optional) • Bibliography • Include only those publications published or in press this year and not previously reported. Complete Guidelines at: http://groups.ucanr.org/Academic_Personnel/Annual_Review/ University of California Agriculture and Natural Resources

17. All Academics - Section C • Self-Assessment of your program • These may be retrieved from DANRIS-X • Barriers/Obstacles in accomplishing your goals • These may be retrieved from DANRIS-X • Goals for coming year: • October 1, 2009-September 30, 2010 Note: This section is confidential between academic and supervisor unless the academic checks a box stating their desire to share it University of California Agriculture and Natural Resources

18. All Academics - Section D • Supervisor evaluates academic and provides a narrative: • Indicates the areas that the academic is or is not meeting expectations for his/her level in each of the advancement criteria. • Provides suggestions for improvement and for advancement. Complete Guidelines at: http://groups.ucanr.org/Academic_Personnel/Annual_Review/ University of California Agriculture and Natural Resources

19. Review Process Overview • Academic supervisor next level supervisor Cross-county advisors: • Academic supervisors (headquarter supervisor gathers info from other CDs and uploads as one file) next level supervisor University of California Agriculture and Natural Resources

20. Supervisor Review • 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. University of California Agriculture and Natural Resources

21. Supervisor Review 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. University of California Agriculture and Natural Resources

22. Supervisor Review • Navigate towards positive change(s) • Develop shared goals • Update PDs, as needed • Establish periodic check-ins throughout the year, as needed University of California Agriculture and Natural Resources

23. Supervisor Review NEW! • After your discussion, the academic needs to electronically “sign” that s/he discussed the AE with you. • If the academic disagrees with the AE, s/he may write and upload a rebuttal.

24. Next Level Supervisor Review • Assist academics and supervisors during process. • Ensure consistency in review process. • If you decide to comment on AE, write comments comparing performance to stated academic criteria and position description. University of California Agriculture and Natural Resources

25. Deadlines University of California Agriculture and Natural Resources

26. Annual Evaluation Timeline

27. Coming soon….. Thematic PR’s University of California Agriculture and Natural Resources

28. Thematic PR is Mandatory in 2011 • Beginning in 2011, thematic PR’s will be required. • In 2010, either format may be used • Training and more information • October 28, 2009 • 10:30 – 11:45 (indefinite status) • 1:30 – 2:45 (definite status) • November 10, 2009 • 10:30 – 11:45 (indefinite status) • 1:30 – 2:45 (definite status) University of California Agriculture and Natural Resources

29. Describing your work according to themes: • Advisors: • Research, Extension and Creative Activity • Coordinators & Administrators: • Administration and Coordination of Programs University of California Agriculture and Natural Resources

30. Shift to To integrating multiple activities under themes From writing a one-page description of each project/activity Performance Review Shift University of California Agriculture and Natural Resources

31. 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. University of California Agriculture and Natural Resources

32. Theme ExamplesFarm Advisor, 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) University of California Agriculture and Natural Resources

33. 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 University of California Agriculture and Natural Resources

34. 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. University of California Agriculture and Natural Resources

35. Theme ExampleAcademic Coordinator III This position has three major areas of programmatic emphasis: information systems, administration, and agricultural meteorology. In the past year, my work has been heavily directed to administrative work in support of the UC IPM Program Director's initiatives and responsibilities. University of California Agriculture and Natural Resources

36. QUESTIONS? University of California Agriculture and Natural Resources

37. Important Dates