LHS Academic Personnel

1. LHS Academic Personnel Catherine Halversen Lynn Tran Kevin Cuff December 12 & Dec 19, 2018

2. Academic Case Info Session • Powerpoint (2018) will be posted on • Lawrence Hall of Science/staff website: • Human Resources/Performance Expectations & Academic Cases • You can email Lynn or Kevin with questions if they come up later OR make an appointment with one of us for an individual follow-up session • lynn.tran@berkeley.edu • kcuff@berkeley.edu

3. Topics • Series: Specialist vs. Coordinator • Rank vs step • Reappointment/merit/promotion • Time (normal period of service) at step • Benchmarks and “popups” • Preparing your case • Review of your case • After review

4. Academic Personnel • UCB Academic Personnel Site • Policies: Academic Personnel Manual • https://www.ucop.edu/academic-personnel-programs/academic-personnel-policy/ • Salary Scales • https://apo.berkeley.edu/compensation/2018-19-academic-salary-scales

5. Academic Positions • Two academic series at LHS • Coordinator of Public Programs • CPP series has eight ranks: CPP I through CPP VIII • Each rank is divided into four steps, 1 through 4 • Specialists • Series has four ranks: Junior - Assistant - Associate - Specialist • Each rank is divided into steps, e.g. • 2 steps (I-II) at Junior Specialist • 9 steps (I-IX) at Specialist

6. Reappointment • Extends your appointment at your current rank and step for an additional period of time

7. Merits and promotions • A merit increase is an increase in step at the same rank. • A promotion is a jump to a higher rank. • Merits and promotions depend on both: • Quality of accomplishments • Level of job duties and responsibilities • Promotions in particular require evidence of an increased level of responsibility in addition to meritorious performance. • Each series has recommended minimum periods at each step/rank. Acceleration in step/rank is possible, however acceleration in time is not.

8. Merits and promotions • Specialists • A merit increase is an increase in step • from I to IX • A promotion is an increase in rank from Junior, Assistant, or Associate Specialist to the next higher rank. For example, Assistant to Associate Specialist.

9. Merits and promotions • Specialists’ salary scales • https://www.ucop.edu/academic-personnel-programs/_files/1718/1718-adj-scales/t24.pdf • The last increase was July, 2018

11. Merits and promotions Coordinators • A merit increase is an increase in step from 1 to 4 • A promotion is an increase in rank from I to VIII

12. Merits and promotions • Coordinators’ salary scales • https://www.ucop.edu/academic-personnel-programs/_files/1819/2018-19-adj-scales/t30.pdf • The last increase was July, 2018

14. Academic Benchmarks and Popups • Specialists http://staff.lawrencehallofscience.org/human_resources/performance_expectations

17. Academic Benchmarks and Popups • Coordinators http://staff.lawrencehallofscience.org/human_resources/performance_expectations

21. Preparing case documents for Reappointment • Your one-year case will need to include the following: • Updated Job Card • Updated CV • APP (Accomplishments During Performance Period): • 1 page summary highlighting key accomplishments since last case review • Can reference CV for details as needed • VCRO Reappointment Form for Non-Senate Academics • Distributed by Jasmine Lopez for review & signature after you’re informed of committee recommendation

22. Preparing case documents for Merit or Promotion • Your multiyear case will need to include the following: • Updated Job Card • Updated CV • APP (Accomplishments During Performance Period): • 3-5 page memo to your supervisor describing your accomplishments in the performance period, including: • Key accomplishments & contributions to the Hall, the University & the field at large addressing the Academic Personnel Benchmarks documents • Recommendation Memo from Supervisor/PI • VCRO Reappointment Form for Non-Senate Academics and the Fairness Safeguard • Distributed by Jasmine Lopez for review & signature after you’re informed of committee recommendation

23. Performance Period • Reappointments: The performance period is 1 year • Merits & Promotions: The performance period is all years since your last merit, promotion or hiring: • First year after hire, merit or promotion:  e.g., July 1, 2017 to June 30, 2018 • Year 2: e.g., July 1, 2017 to June 30, 2019 • Year 3: e.g., July 1, 2017 to June 30, 2020 • Note: • The dates above are an example. Please use your own dates when building your case. You may need to project to the end of the year. • You will need to project for the January to June period since your case is submitted in January.

24. The process with your supervisor • Prepare your case and deliver it to your supervisor • Meet with your supervisor to discuss your case and his/her recommendation • Revise case documents as needed and submit on Basecamp • The case is reviewed by your supervisor, who writes a memo containing the recommendation and provides you with a copy • Optional: Meet with your supervisor for counseling in preparation for upcoming year

25. The process: Review of your case • Your Group Director reviews the supervisor’s memo and your case documents and presents the case to the Director and members of the Leadership Team (+ Lynn and Kevin). • The evidence presented in the case is discussed by the Leadership Team, and the Director makes a decision and prepares final recommendation. • Appeals and Case Edits may occur. • Merit and Promotion Cases are submitted to Academic Personnel on campus. Reappointment cases stay in-house.

26. Preparing your case • Job card • Review what you do and revise your job card, if necessary. • If your job card has changed significantly, discuss the changes in your APP. • This is important, as you are evaluated based on your duties as described on the job card.

27. Preparing your case • Accomplishments during Performance Period (APP) • Be specific in describing what you have accomplished in the performance period • 1 page for reappointments • 3-5 pages in narrative form for merits and promotions • The year is considered to be from July 1 to June 30. • Who is your audience? • Your supervisor, your Group Director, the LHS Academic Personnel Committee, the Director, and ultimately Academic Personnel on Campus (for merits and promotions) • Do not include statements such as: • “I request a merit increase from CPP IV, step I to CPP IV, step 4” (Your supervisor knows what you are eligible for, and the committee/supervisor may even suggest an acceleration for you.)

28. Examples of Academic Accomplishments • Published a curriculum unit, module, assessment system or collection of activities • Co-author on a paper in a peer reviewed journal • Led the development of a funded proposal • Served on an invited NRC or NSF panel or advisory committee • Designed and conducted a new (or major revision) exhibit or public experience • Coached and mentored a first time PI to write their first successful proposal.

29. Making your strongest case • Be as strong as you can in discussing your accomplishments, as long as you are accurate. Would your co-workers agree with your description? • With minimal advice from my supervisor, I. . . • I was on a team that. . . My specific contributions were_____ • I worked with XXX to ___ • I had full responsibility for ____ • I led the team that ______

30. Examples of non-academic accomplishments (don’t include in APP) • Author of a note in a newsletter • Organized a meeting with project partners • Put together the Powerpoint presentation used for a conference presentation • Cleaned up after yourself in in the B-Level Conference Room Kitchen • Performed the most successful, funniest Halliday Skit EVER

31. Ways to organize your APP • Based on your job card • Based on your projects • Based on the criteria for your series • Whichever of the above you choose, consider including evidence related to the LHS Core Values and Performance Expectations (upcoming slide)

32. How long should your APP be? • It depends on. . . • The nature of your job and how many different things you do • The level of your job and the length of time you have been in it • The period of time covered • Whatever it takes to clearly build your case (but not more than ~ 5 pages)

33. Core Values • Equity  • Learning  • Innovation  • Leadership  • Excellence  Lawrence Hall of Science/staff website: • Life at the Hall/Committees & LHS Values • http://staff.lawrencehallofscience.org/life_at_the_hall/committees_and_lhs_values

34. Performance Expectations • Ensure quality of Hall services and programs through Service Excellence, Innovation, and Equitable Procedures and Policies; • Maintain professional interpersonal interactions through Teamwork, Leadership, Communication, and Cultural Competence; and • Pursue continuous learning and growth through Professional Growth, Ongoing Organizational Reflection and Performance Lawrence Hall of Science/staff website: • Human Resources/Performance Expectations & Academic Cases

35. Timelines • Candidate Case Preparation: Now-1/21/19 • Candidate Case Due on Basecamp: 1/21/19 • Supervisor Recommendation Due: 1/25/19 • Group Associate Director Recommendation Due: 2/1/19 • Hall Academic Personnel Committee Case Review: 2/6/19 • Candidate informed of committee recommendations, Appeal Period* and Case Edits (if needed): 2/6/19-2/20/19 • Deliver to VCRO for review and concurrence: 3/1/19 • All Actions (reappointments, merits, promotions) effective, following campus approval: 7/1/19 *Appeal Process: If you would like to appeal the committee’s recommendation, you will need to submit a Justification Memo for consideration to the LHS Director during the appeal period. 

36. Planning your career • This process can be very helpful to you as you engage in long-term planning about your own career. • Opportunity to discuss with your supervisor and consider options. • Opportunity to let the LHS leadership know what you have accomplished.

37. Need more input? • Email us with questions • Sign up for an individual appointment with Lynn or Kevin to discuss your case • lynn.tran@berkeley.edu • kcuff@berkeley.edu • QUESTIONS?