Merit & Promotion Review Training for Indefinite Status Academics

1. Merit & Promotion Review Training for Indefinite Status Academics Fall 2010

2. PR TrainingAre You in the Right One? Indefinite status Successfully completed all term reviews Advisors only Training: October 25th 10:30 – 12:00 PM October 28th 1:30 – 3:00 PM

3. PR TrainingAre You in the Right One? Definite status All Academic Coordinators/Administrators Newer Advisors Training: October 25th 1:30 – 3:00 PM October 28th 10:30 – 12:00 PM

4. Agenda Welcome/Introductions Agenda/Training Agreements/Outcomes Overview of Process New for 2010-2011 Streamlined Merits PR Dossier E-book: walk through thematic guidelines Questions/Wrap-up

5. Presenters Academic Assembly Council Personnel Committee Members Academic Personnel Unit Kim Rodrigues

6. AAC Personnel Committee Work with UC ANR Academic Personnel Unit to Coordinate the academic merit & promotion process. Assures process is fair and understandable. Facilitates training with UC ANR APU. Nominates Ad hoc review committees. Provides Ad hoc committee chair training. Reviews Ad hoc committee reportsfor constructive, mentoring advice that helps an academic improve in the future.

7. Thank You for Your Support and Expertise: AAC PC Committee Mary Bianchi, Dave Campbell, Allan Fulton, Pam Geisel, Janine Hasey, Gerald Higginbotham, Marilyn Johns, Steve Koike, David Shaw, Dorothy Smith, Scott Stoddard Academic Personnel Unit Kim Rodrigues, Executive Director Andra Strads, Personnel Analyst Pam Tise, Executive Assistant

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. Outcomes Increased knowledge of new procedures. Understanding of the thematic PR format. Understanding of streamlined merit process. Increased knowledge of how to develop a well written PR. Answers to your PR questions.

10. New UC ANR Organization Structure(s) with respect to academic review process. Peer Review Committee – chaired by ED APU – composed of 7 peers: Chris Greer, John Harper, Janet Hartin, Chuck Ingels, Shirley Peterson, Lynn Schmitt-McQuitty, Eta Takele

11. Peer Review Committee Reviews terms, promotions, accelerations, and upper level merits as well as any special cases upon request of the candidate or supervisor.

12. Peer Review Committee 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 /or members of Peer Review Committee. Reviewers may not be familiar with you or your specific program.

13. Any more questions regarding Peer Review Committee?

14. Ad hoc Ad hocs will be streamlined this year to ensure consistent review for all program areas and expectations for each rank and step. Ad hocs will be established for all promotions: Assistant to Associate Associate to Full Title Full Title V to Full Title VI

15. APU AAC Academic Personnel will work with AAC Personnel Committee to recommend the Ad hocs to AVP-P Barbara Allen-Diaz

16. CD ReviewAdvisors with CD Assignments CD’s are reviewed by Bill Frost, Barbara Allen-Diaz or Don Klingborg in the Annual Evaluation and Merit and Promotion Process. AVP-P Barbara Allen-Diaz receives all recommendations in order to make informed decisions.

17. For Advisors Merits: Advisors CD PRC CDs Supervisor (Barbara, Bill or Don) PRC Promotions: Advisors CD Ad hoc PRC Ad hocs to be developed for specific actions: Assistant to Associate, Associate to Full Title and Full Title V to Full Title VI. Term Reviews: Advisors CD PRC Accelerations: Advisors CD PRC

18. Decisions AVP-P receives recommendations and makes decisions. All appeals go to VP Dooley.

19. A Good PR is… ACCURATE:Be factual, tell how impacts were achieved. BRIEF:Make every word work. CLEAR:Say what you mean. SPECIFIC:Use examples. PROFESSIONAL:Make it look professional – adhere to format guidelines.

20. Make Your Dossier Enjoyableto Read! Reviewers find it less enjoyable to read if they have to tease out information. State your overarching program themes. Identify your clientele/audiences. Write clear goals and objectives. Summarize your accomplishments. Remember what is obvious to you, may not be obvious to all readers -- make it obvious!

21. General Tips Start as early as possible. Use your records. Use web examples referenced in e-book. Review and edit; then review and edit some more. Ask questions. Ask peers to review your work.

22. General Directions Font: Times New Roman 11 or 12 Margins: 1 inch all around Adhere to page limits Please refer to the e-book found at http://uncanr.org/pr-ebook Tip: Be kind to your readers – use a format that makes your PR readable.

23. Fostering Your Success An excellent presentation, along with high quality work, greatly helps your supervisor write a strong evaluation. The multi-disciplinary ad hoc(s) will benefit from a concise well-written PR that demonstrates the importance of your program outcomes and/or impacts.

24. Timeline for PR Process Access will be available as soon as possible through your portal. Deadline for uploading your PR dossier: 11:59 PM, February 1, 2011 (note: you may upload your documents and make corrections/revisions up until the deadline). Results by the end of June 2011 for July 1, 2011 actions.

25. What’s New in the PR Process? New in 2010-2011 Only one format: Thematic. Peer Review Committee (PRC) replaces SAC. Program Summary Narrative replaces Self Statement 6 page maximum – merit 10 page maximum – promotion Supported by tabular lists (Extending Knowledge/Applied Research) Acceleration Statement limited to 1 page. Professional Competence and University and Public Service Sections limited to 1-2 paragraph summary supported by documenting lists. Affirmative Action limited to 1-2 paragraphs highlighting effort.

26. Thematic Format - our chance to explain our program • Theme: your program focus; subject matter expertise; etc. • Themes may or may not relate to Strategic Initiatives • Clientele: People or group of people that a program aims to serve. • Goals: The purpose towards which an effort is directed. • Inputs: The efforts that provide information from which to develop products (technology, methodology, etc.). • Outputs: Products we create from research inputs. • Outcomes: Changed knowledge, attitudes, skills, behavior/practices resulting from effort. • Impacts: Social/health, economic, environmental/physical benefits to individuals, organizations, populations, communities.

27. A Bit More Detail INPUTS OUTPUTS OUTCOMES Long-term Activities Participation Short Medium Program Investments Who we reach What we do What we invest What results SO WHAT?? What is the VALUE?

28. Examples of Themes from 2009-2010 Cycle • Healthy Families and Communities: • 4H Youth Development • Life Skills • Adolescent Development • Extension Education • Science, Engineering and Technology

29. Examples of Themes from 2009-2010 Cycle • Food, Nutrition: • Childhood Obesity • Healthy Individuals, Families and Communities • Consumer Food Safety • Food Security

30. Examples of Themes from 2009-2010 Cycle • Sustainability and Viability of Agriculture: • Sustainable Food Systems • Science and Agriculture Literacy • Organic Crop Production • Ag Productivity, Efficiency and Sustainability • Waste Management

31. Examples of Themes from 2009-2010 Cycle • Sustainable Use of Natural Resources: • Sustainable Natural Ecosystems • Sustainable Natural Resources • Water Quality, Quantity and Security • Water Conservation and Irrigation Quality

32. Examples of Themes from 2009-2010 Cycle • Landscape Management: • Wildland/Urban Interface • Wildfire Education

33. Questions about general directions or format?

34. Streamlined Merits • Who Currently Qualifies for a Streamlined Merit? • Academic Coordinators with one positive AE and Supervisor Support • Assistant, Associate or Full Title I-V Advisors with positive AE(s) and Supervisor Support

35. Streamlined MeritsComponents Upload (by November 19, 2010): This year’s annual evaluation (AE) Upload (by 11:59 PM February 1, 2011): Position description(s) for period under review Program Summary Narrative (6 pages maximum) Bibliography for entire career Note: Your previous annual evaluations for the period under review are already on your portal.

36. Streamlined Merits • Provide a Program Summary Narrative to Accompany Positive Annual Evaluations • Follow the general format for a Program Summary for PRs (themes, context, goals) • Highlight major accomplishments, notable achievements, outcomes or impacts

37. Streamlined MeritsDeadlines Must complete AE & upload by Nov 19th Supervisor reviews – if AE is favorable and other eligibility criteria are met, then you may use the streamlined process. Streamlined merit due on February 1, 2011 at 11:59 PM.

38. Questions about streamlined merits?

39. Program Review Sections Advisors Position Description Acceleration Statement (if applicable) Program Summary Narrative Performance in Applied Research and Creative Activity Performance in Extending Knowledge and Information Professional Competence University and Public Service Affirmative Action 4. Professional Competence (documenting lists) 5. University and Public Service (documenting lists) 6. Bibliography 7. Publication Examples and Summary (if applicable) 8. Letters of Evaluation (if applicable) 9. Appendices: Project Summary Table Extension Activities Table Letters of Publication (if accepted) Sabbatical Leave Plan and/or Report (if applicable)

40. Position Description 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.

41. 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. Focus only on the period since the last review. Why do you deserve an acceleration?

42. Program Summary Narrative • SUMMARIZE THEMES • 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. • Describe Activities, Research Efforts, Outputs, Outcomes, and Impacts • BUILD PROFESSIONAL COMPETENCE • Describe professional activities that supported or were derived from themes. • Include other elements of professional development, competence • SERVICE • Describe University and Public Service

43. Program Summary Narrative (cont.) • Affirmative Action • Describe how Affirmative Action tied into program themes and activities. • Highlight your major accomplishments, notable achievements. • Maximum length is 6 pages for merits, 10 for promotions. • Use bullets, indentation, and subheadings to make your statement more readable.

44. Full Title V - VI Coverage Program Summary Narrative for your entire career within the Full Title rank. Bibliography from your entire career. Years since last review: Extension activities table. Years in FT rank: all other components. Publication examples can be those submitted in other PR’s in Full Title rank. Include all PD’s from all years in Full Title rank.

45. Professional Competence In the Program Summary Narrative you summarize activities (in one to two paragraphs) that you: • Participated in training to become more competent • Are viewed as competent by peers & clientele In this Professional Competence section, list items by themes presented in your Program Summary. • 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

46. University and Public Service • In the Program Summary Narrative you summarize (in one to two paragraphs) that you served the university and the public (all of which generally do not pertain to clientele). In this Service section, list items in two categories: • University Service • Committees, task forces, workgroups, etc. • Leadership roles. • Public Service • Activities and events in which you used your professional expertise to benefit groups or efforts outside the University. • Indicate who benefited. • Indicate recognition you received. (note: activities listed here should relate to your field of expertise or your ANR assignment).

47. Affirmative Action This is a place to describe your efforts and successes in reaching under-served audiences. Summarize your AA accomplishments as related to your position description. Limit this section to 1-2 paragraphs.

48. Theme Example (examples borrowed from UC Delivers) Conserving water in agricultural systems (Theme) • Description of Theme: 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 to address theme: Devise improved systems of irrigation and . . • Research projects: New method for canopy shading measurements; erosion reduction in watersheds; vineyard cover crop and water usage; polymer additives reduce sediment and nutrient losses.

49. Sample Outline (examples borrowed from UC Delivers) • Role: very brief description (your summary table will provide the details). • Outputs: Findings, writings/publications, new methods and products. • Extension: Brief summary of extension activities related to outputs. How did you extend your products/information to clientele? • Outcomes/impacts as related to overall theme: 20 growers changed practices . . . . Runoff reduced in this watershed . . . . 12 growers used canopy measurement system and altered irrigation scheduling in this manner. . . . Positive impacts on long-term, broader environmental issues. . . .

50. Merging Projects Into One Theme Project 1 Developing a canopy shaded area measurement method - The goal was to develop a practical method for estimating irrigation crop coefficients. I conceived of this novel method and developed it fully into a practical device (a lightweight solar panel which is used like a large light meter). I presented a poster about the solar panel, published an abstract on the method, and gave field demonstrations. Outcomes: This method has proven to be efficient, accurate, and above all practical for growers. This work has enabled growers to gain site-specific data to improve irrigation management decisions.  Impacts: Having accurate crop coefficients will increase the efficiency of irrigation water use, ensuring economically and environmentally sustainable use of limited ground water supplies. Project 2 Deficit irrigation trial - The goal was to determine the effects of various levels of irrigation deficits. I designed the experiments and conducted every aspect of the field work. I established an irrigation trial at a commercial vineyard and took detailed measurements for 5 years. I presented the results at four extension meetings and at an international conference. Outcomes: By the 4th and 5th seasons there were lower yields in the drier treatments. This showed that optimum production requires growers to change irrigation practices to supply sufficient water. Impacts: This information increases the economic sustainability of production by optimizing irrigation water use from limited ground water supplies.