Office of Academic Personnel Update Meeting - November 30, 2017

1. Office of Academic Personnel Update MeetingNovember 30, 2017Education Building, Lecture Hall 1222

2. Agenda • Introductions/Staff Updates • Faculty Development and Diversity Updates • Recruitment Updates • Academic Actions Updates

3. Introductionsand Staff Updates Brent Seifert

4. Welcome • Khoban Kochai, Faculty Development & Diversity • Rebecca Moncada, Faculty Development & Diversity • Huda Mustafa, Academic Personnel • Melissa Leary, Academic Personnel

5. Faculty Development and DiversityHendry Ton, Associate Dean Khoban Kochai, Operations Manager, Supervisor Cheryl Busman, Program ManagerRoberta Campbell, AnalystRebecca Moncada, AnalystGene Crumley, Leadership Program Director Cheryl Busman cdbusman@ucdavis.edu/ 916.703.9230Roberta Campbell (FDD/Mentoring) rcampbell@ucdavis.edu/ 916.703.9109 Rebecca Moncada (FDD/WIMHS) rmoncada@ucdavis.edu/ 916.734.4974

6. Faculty Development and Diversity • Our Vision: Foster and sustain a diverse and inclusive community of lifelong learners capable of meeting the present and future challenges of academic medicine in a collegial manner • What we do: Serve the professional and career needs of faculty at all levels. Committed to improve faculty diversity and advancement of underrepresented groups. • http://www.ucdmc.ucdavis.edu/facultydev/

7. Faculty Development and Diversity Programs • Women in Medicine and Health Sciences (WIMHS) • Mentoring Academy • Interprofessional Teaching Scholars Program (ITSP) • Deans’ Awards • Leadership Development • Diversity DRIVE (Discovering, Resilience, Inclusion, academic Vitality, and Excellence) • Faculty Newsletter (published quarterly) http://www.ucdmc.ucdavis.edu/facultydev/newsletter.html

8. Women in Medicine and Health Sciences • Mission: Ensure the full participation and success of women faculty and women in the biomedical training pipeline in all roles within academic medicine • Leadership: Amparo Villablanca, MD; Melissa Bauman, PhD • WIMHS Scholar/Mentee Program

9. Upcoming Women in Medicine and Health Sciences December 7th  5-7p AMWA Speed Mentoring MIND Institute Register online January 19th 12-1:30pm Upcoming Speaker Series & Panel Discussion CHT 1341 Author Reshma Jagsi, M.D. to speak on sexual harassment in academic medicine

10. Mentoring Academy • Vision: Reorient the culture of the institution to support, reward, and enhance quality mentoring in the human health sciences • Strategic Priorities: • Create and environment that values and supports the essential role of mentoring • Build off of best practices • Develop a reward and recognition system • Leadership: Julie Schweitzer, PhD

11. Upcoming Mentoring Academy IDP Submission deadline 1/15/18 Mentor Workshops – Modules 1,2,4,5 February 10, 2018 – 10am-3pm Mentee Workshops: January 10, 2018 11am-1pm https://www.ucdmc.ucdavis.edu/mentoring

12. Interprofessional Teaching Scholars Program • Mission: Foster a collaborative and innovative interprofessional learning community • Application: The next call will go out in January 2018. Health professionals in all series and career levels are encouraged to apply • Leadership: Kupiri Ackerman-Barger, PhD, RN; Craig Keenan, MD, FACP

13. Deans’ Awards Deans’ Awards for ExcellenceNomination Deadline: December 1, 2017 • Deans' Award for Excellence • Deans' Award for Excellence in Equity, Diversity and Inclusion -Faculty Member • Deans' Award for Excellence in Mentoring • Deans' Team Award for Excellence • Deans' Team Award for Inclusion Excellencehttp://www.ucdmc.ucdavis.edu/facultydev/Awards/awards.html

14. Leadership Development • Series of workshops designed to provide faculty with opportunities to develop and refine their leadership skills • Types of Development: • Group facilitation/teaching • Departmental retreats • Individual coaching • Leadership Development Workshops http://www.ucdmc.ucdavis.edu/facultydev/leadership.html • Leadership: Gene Crumley, M.Div

15. Upcoming Faculty Search Committee Trainings: Enhance training for faculty search committee members Tuesday, December 12, 2017 3:00pm – 5:00pm Education Building, Room 3205 Schedule and registration information available at: http://www.ucdmc.ucdavis.edu/facultydev/faculty-search-committee-training.html New Faculty Workshop May 8, 2018 MIND Auditorium Flyer & Registrationhttp://www.ucdmc.ucdavis.edu/facultydev/new-faculty-workshop.html

16. Diversity DRIVE Discovering Resilience, Inclusion, Academic Vitality, and Excellence Enhance Faculty Experience, Improve Diversity, and Promote Inclusion

17. Recruitment Updates

18. Recruitment Departmental Checklist Reminders: • Please do noteditany search information after a recruitment has been approved. This includes changes to advertising, search committee and/or recruitment dates. • Please make sure you are using the candidate status of “Serious Consideration” for Preliminary Interviews and “Recommend for Interview” for In-Person Interviews. • Please ensure Conflict of Interest (COI) Forms are uploaded at the time of Shortlist submission – must be repeated if new applicants included on a Shortlist. • Evidence of Advertising: please ensure the entire posting is included, (JPF information, posting site web address and/or web link).

19. Recruitment Faculty Excellence in Diversity Recruitment Pilot Program • We are committed to coming alongside departments to assist in their searches for new faculty. • Academic Personnel (AP) and the Office for Equity, Diversity and Inclusion (OEDI) will provide resources/funds to broaden the candidate pools. • AP will actively seek and make contact with excellent candidates. • AP will collaborate with departments on the selection of the search committee. • Dr. Colleen Clancy will serve as an equity advisor on the search committee. • Search committee best practices will be followed (recruitment toolkit). • Search committee will provide an unranked list of finalists for discussion with the department Chair.

20. Recruitment Faculty Excellence in Diversity Recruitment Pilot Program • 3 departments have opted in this year, and the Dean’s Office has approved a total of 5 for the Pilot Program. Don’t miss out! • If your department is interested in exploring this option, please contact: Melissa Leary Academic Personnel mnleary@ucdavis.edu 916-734-7243

21. Recruitment FTE Requisition Process Overview • Department identifies the need to initiate a recruitment for a Ladder/Regular Rank position. • Department Chair/CAO prepares an FTE request that includes amount of FTE (.5, 1.0) requested and source (Chair package, VC/Dean’s Office), brief description of department need and position description (including additional administrative titles), start-up package and/or space needs, as applicable. • Submit request via email to Brent Seifert and Annie Caruso. • Academic Personnel prepares request for review by the FTE Review Committee. • Request is reviewed, as agenda permits, at monthly Committee Meeting. • Committee provides recommendation in consultation with VC/Dean for decision. • Academic Personnel (Annie Caruso) notify the Department Chair and CAO of the final decision via email. *NOTE: ALL approved requests for Ladder Rank recruitments require the inclusion of In Residence series in the search plan and advertising. * Approvals are valid for 1 year.

22. Recruitment Junior Specialist Changes & Updated Guidelines AA2017-01 Advisory to Deans – Rescission of Delegation for Search Plans and Search Waivers for Junior Specialist positions Effective April 10, 2017 – All Search Plans and Search Waivers for Junior Specialists have additional approval levels in the Vice Provost’s Office Junior Specialist Position Description Guidance Provides series criteria (APM 330) Provides questions to consider for duties Does the position include academic duties? Search Plan reviews currently occur every Friday

23. Recruitment Junior SpecialistSearch Waiver Changes Search Waiver Guiding Principles • http://academicaffairs.ucdavis.edu/local_resources/docs/Search Waiver_Guiding_Principles.pdf • Categories: Senate Faculty; Non-Senate Faculty and Other Academics; Exemptions. • Delegation of Authority Chart to help outline the draft criteria. The use of ‘Other’ is by exception only! Junior Specialist Search Waiver Criteria • Emergency Hires : Junior Specialist, limited to two months.

24. Recruitment Partner Opportunities Program (POP) Program eligibility is limited to the partners/spouses of prospective or current full-time Academic Senate Ladder Rank faculty (Assistant, Associate or Full Professor). New 2-Step process is required due to new Search Waiver Guiding Principles • Step 1: Hiring department of primary recruit (Ladder Rank faculty member) submits POP request via Forms Online – see Funding and Duration Chart. If funding is not needed, please proceed to step 2. • Step 2: Hiring department of spouse/partner submits Search Waiver request via UCD Recruit. Resource Portal (Kerberos login required): https://academicaffairs.ucdavis.edu/Applications/POP/index.cfm

25. Training Information Faculty Search Committee Training Sessions Sacramento Campus TrainingEnhanced Training for Faculty Search Committee MembersTuesday, December 12, 2017 from 3:00pm – 5:00pm Schedule and registration information available at: http://www.ucdmc.ucdavis.edu/facultydev/faculty-search-committee-training.html Davis Campus Training STEAD Faculty Search Committee Workshop Friday, January 19, 2018, 3:00-5:00 PM Schedule and registration information available at: http://academicaffairs.ucdavis.edu/training-and-development/stead/index.cfm

26. Ebony HeavenAcademic Personnel Websitehttp://www.ucdmc.ucdavis.edu/academicpersonnel/

27. Please email Ebony Heaven with feedback or suggestions to the AP Website.eheaven@ucdavis.edu

28. Brian DarnellDossier workflow and lifecycle

29. Dossierworkflow and lifecycleNavigation on our website Let’s examine each of these

30. Helpful tips for preparing/sending academic actions: • An action is not considered received until complete dossier received with email notice to:hs-somapteam@ucdavis.edu • If the action is ready, please send it forward. No need to wait until the deadline! • Extramural letters are the most time consuming part so keep close tabs on anyone with upcoming actions that require letters and start early! • Please turn around corrections quickly as we have deadlines as well. • Delegation by series: http://academicaffairs.ucdavis.edu/dofa.cfm

31. Jennifer Gastineau and Diana Roman Voting website and how to count the votes

32. VOTING WEBSITE Voting website and how to count the votes https://somapp.ucdmc.ucdavis.edu/merit_review/XXXXXXXXXX/secure/review/review.cfm Insert your dep’t name here.

33. Manage Faculty User Accounts Add new faculty See Attributes Chart: https://academicaffairs.ucdavis.edu/local_resources/docs/Attributes_Chart.pdf

34. Manage Faculty Vote Postings Add faculty vote Suggestion: activate after you upload your documents and you are ready to send an email to your voting faculty.

35. Manage Documents for Faculty Add Documents i.e.. draft department letter, extramural letters if required and a copy of MIV packet. Choose Dep’t Letter, click “Browse”, find your letter and click “Upload Files”, one at a time. Follow same process for other documents.

36. Topreview vote listing:

38. View Voting Results once voting period closes

39. Voting Results

40. HOW TO COUNT VOTES Majority and counting votes in Step Plus • Majority*: 50% or more of the total votes support the outcome (only count actual votes). • Counting Votes: We want to find the highest outcome that has majority support. Start by checking for the majority support at the highest step, which is normally for 2step. If no majority support, move to next lower (1.5). If no majority support for 1.5 then check 1.0 (vs. No votes). When checking a certain outcome, if votes exist for a higher outcome, count those as support. • *50% is not a strict majority but ties go to the higher outcome so we count it as majority.

41. Examples - How to count votes • Example 1: 6 voted for 2.0 steps increase, 6 voted for 1.5, and 6 voted for 1.0 = 18 total votes. • First, check for majority at the highest step – 6 supported a 2 step advancement, so out of 18 total votes, this is not the majority. Move to the next step, add the votes for 2.0 steps and the votes for 1.5 steps, which equals 12 votes, this supports the majority of the votes, so the action goes forward as 1.5 steps. • Example 2: 2 vote for 2.0 steps, 7 vote for 1.5, 9 vote for 1.0 = 18 total votes. • First we check the vote for 2.0 steps, not enough support. Then we check 1.5 (adding the 2.0 step votes as support for 1.5) Tied, 9 to 9. We have found at least 50% support. This action should be put forward as 1.5. • Example 3: 0 votes for 2.0 steps, 1 vote for 1.5, 5 votes for 1.0, 6 Abstained, 6 voted No = 12 total votes. • In this case, 6 Abstained, please do not include these in the total votes. Check for any 2.0 step votes, no support. Check 1.5, not enough support. Now check 1.0 (vs. No), counting the higher votes (2.0 steps + 1.5) as support for 1.0 – 6 for 1.0 vs. 6 for No. 50% support the action as 1.0 step, since the votes are tied. (make sure to include comments for No votes in department letter, and any other comments added by faculty.)

42. Extension RequestsSarah Johnson

43. Reminder: Actions should include only achievements prior to September 30th of 2017, with the exception of 7th year cases.Dean’s Office deadlines for actions reflect both volume of actions and our deadlines to the Vice Provost’s office for non-redelegated actions. When an extension is requested, please provide a justification, an estimated date to our office, and preferably the date your department received materials from the faculty member. Send these requests to your AP analyst directly.For next year, please determine any upcoming non-redelegated actions in advance and begin collecting names of potential letter writers. Ideally at the start of the new year.Link to our deadlines:http://www.ucdmc.ucdavis.edu/academicpersonnel/documents/administrators-managers/academic-adv-actions/2017-2018_deadlines.pdf For this year’s actions….

44. Questions?