OKLAHOMA COOPERATIVE
EXTENSION SERVICE
CAREER LADDER TRAINING
FEBRUARY 2013
Joyce Martin
Jan Maples
Cindy Conner
Leland McDaniel
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Introductory Remarks
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Welcome
Introductions
Overview
Career Ladder Guidelines
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Career Ladder
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Reward educators who demonstrate
sustained professional growth and
significant programmatic accomplishments
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Level I
Level II
Level III
Significant career milestones
Hiring Assignment Procedure
All new hires enter at Level I
Assignment of rank upon re-hire
- Return to Career Ladder at the same level when separated
- Cannot apply until in new position at least three years
- May apply for level II or III, based on qualifications
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Portfolio Narrative and Documentation
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All standards must be addressed in the
narrative
3 categories, 9 sub-categories
12 standards for Level II
13 standards for Level III
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Minimum Requirements for
Current Educators
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Level I
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Level II
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Bachelor’s degree required
Bachelor’s (or higher degree) in an appropriate field
Minimum of 5 total years of OCES experience
Last 3 annual performance reviews – no
unsatisfactory or needs improvement ratings
Requirements for
Current Educators
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Level III
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Master’s degree in an appropriate field
Minimum of five continuous years at Level II
Last 3 performance reviews – no unsatisfactory or
needs improvement ratings
Requirements for Educators
Separated prior to 1-1-2006, then rehired
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Educators may apply for Levels II and III under the
following requirements
Applicants must be employed at least 3 years before
applying
Level II
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Bachelors (or higher degree) in an appropriate field
Minimum of 5 total years of OCES Service – does not need to
be continuous and does not require 5 years services at Level I
Last 3 annual performance reviews - no unsatisfactory or
need improvement ratings
Minimum Requirements for Educators
Separated prior to 1-1-2006, then rehired
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Level III
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Master’s Degree (or higher degree) in
appropriate field
Minimum of 10 total years of OCES
experience (does not need to be continuous
and does not require 5 years of service at
Level II)
Last 3 annual performance reviews - no
unsatisfactory or needs improvement
ratings
Financial Rewards for
Advancement $$$$
2013
 Advancement from Level I to Level II
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Advancement from Level II to Level III
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$2,500
$3,000
Budget permitting, the dollar amount will be
adjusted as the general salary level rises
QUESTIONS?
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Application Process
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Submit intent to apply by February 18,
2013
Submit hard copy of portfolio and
electronic copy (CD or flash drive) by
April 9, 2013 by 4:00 p.m.
Documentation must be on one PDF file.
Hard copy and electronic copy must be
identical
Standards of Achievement
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All categories must be discussed
Professionalism
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Programming
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Professional Development
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Professionalism
 Teamwork/Cooperation
 Level II
 Demonstrated ability to cooperate effectively
as a team with OCES co-workers within the
assigned county/area
Example
Participate in office conferences, joint
programming, and shared responsibilities.
Describe efforts and provide appropriate
documentation.
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Professionalism
 Teamwork/Cooperation (Cont)
 Level III
 Demonstrated ability to cooperate effectively
as a team with OCES co-workers on a
county, multi-county, district and state
level
Example
Cooperate with other county staff, area staff, or
state specialists to conduct programs that
impact diverse clientele. List programs
conducted beyond subject matter area and/or
regular audiences.
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Professionalism
 Networking
 Level II
Established and maintained relationships
with non-OCES professionals, individuals
and groups
Example
Cooperate with agencies, businesses, chamber of
commerce, consumer groups and/or commodity
groups to conduct programs. Describe and
provide documentation of agendas, brochures,
PowerPoint, hand-outs, etc.
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Professionalism
 Networking (Cont)
 Level III
Expanded and sustained relationships with
non-OCES professionals, individuals and
groups (discuss your role)
Example
Demonstrated involvement with elected officials,
coalitions, networking groups, commodity
groups, chambers, and/or other agencies or
organizations.
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Professionalism
 Mentoring
 Level II
Sought and utilized the assistance of informal
and/or formal mentors
Example
Asked other educators to answer questions and
share resources.
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Professionalism
 Mentoring (Cont)
 Level III
Provided informal and/or formal mentoring to
fellow educators and/or peers
Example
Advised other educators through mentoring,
County Extension Director experiences, new
educator visits, or other experiences.
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Programming
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Program Development and Impact Assessment
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Level II
 Developed a needs assessment for planning and
implementing programs
Example
Describe use of Program Advisory Committee advisory groups and
other resources in development of programming needs
Adapted and effectively used appropriate educational
programs, including a variety of educational teaching
methods and techniques (describe your role)
Example
List and/or describe educational methods/techniques used and
document with examples.
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Show Cause/Effect –
Cause = PAC input; Effect = educational program to address expressed needs
Programming
 Level II (Cont)
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Utilized appropriate marketing techniques and provided
visibility to OCES programming
Example
List and explain marketing tools used. Provide examples of
documentation such as newsletters, news releases, email
lists, etc.
 Consistently evaluated the effectiveness of
programming and reported documented outcomes
and impact on selected programs
Example
Describe impact and outcomes obtained by evaluation
and discuss how results were reported.
Programming
 Program Development and Impact Assessment
 Level III
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Expanded the needs assessment used for
planning and implementing programs
Example
List committees, individuals, communication groups,
agencies and others utilized in determining program
areas and identify how efforts contributed to
programming.
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Programming
 Level III (Cont)
 Aided in development of a variety of
instructional materials and consistently
taught educational programs that addressed
expressed needs (describe your role)
Example
Discuss your role in the development of materials and
programs taught. Document with PowerPoint,
handouts, educational materials and programs you
developed. Tie to “expressed needs.”
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Programming
 Level III (Cont)
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Expanded appropriate marketing techniques and
provided visibility to OCES programming
Example
List and explain how you expanded the use of marketing
tools. Provide examples of regular newspaper columns,
weekly radio or TV spots/shows, and/or internet, etc.
 Demonstrated ability to acquire funding and
resources to enhance programming
Example
List grants, donations and other dollars acquired and how
they were used in programming
Programming
 Level III (Cont)
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Consistently evaluated the long-term
effectiveness of programming through a variety
of evaluation techniques used to show impact
on clientele; reported impact to decision
makers and others
Example
Describe long term impact and methods of reports.
Who to, and what did you report?
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Programming
 Partnerships
 Level II
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Developed partnerships with clientele, sponsors,
donors, commodity groups, and other agencies
to complement programming
Example
List and describe specific partnerships formed and
submit documentation to support such as program
brochures, agendas, grants written, etc.
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Programming
 Partnerships (Cont)
Level III
 Expanded and sustained effective working
partnerships with clientele, sponsors, donors,
commodity groups, and other agencies to
enhance programming
Example
Identify long term efforts of partnerships formed. List by
year and/or contribution. Tell how partnerships
strengthened programs.
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Programming
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Volunteers
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Level II
Recruited, trained and recognized volunteers to enhance
educational outreach
Example
List and describe efforts to reach volunteers. Provide
documentation of training sessions, news articles, pictures,
volunteers lists, etc.
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Level III
Effectively integrated volunteers into an active role within
OCES programming
Example
List the roles and responsibilities of volunteers in OCES
programming.
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Professional Development
 Professional Organizations
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Level II
Participated in appropriate professional associations
Example
List memberships and participation in professional associations
such as educator professional societies, technical specialty
scientific societies, etc.
 Level III
 Contributed to the strengthening of appropriate
professional associations through leadership and/or active
service
Example
List and describe leadership roles on committees, offices held,
national meetings attended, etc.
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Professional Development
 Professional Skill and Subject Matter
Development
 Level II
Developed competency and knowledge in areas of
program responsibility and process skills
Example
Describe efforts to improve competencies through
education, in-service training, workshops offered
through OCES and other avenues. Describe how
information was utilized.
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Professional Development
 Professional Skill and Subject Matter
Development (Cont)
 Level III
Updated and applied expertise in areas of
program responsibility and process skills
Example
List opportunities to facilitate, speak or provide
leadership in a professional training opportunity at
district, state or national level. Describe efforts to
update skills and the application of information
gained from professional development training.
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Professional Development
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Recognition/Awards
 Level II
Earned recognition at county level by clientele, peers and
others for expertise in program area
Example
List awards and recognition earned at specific levels. Document
with letters, certificates, etc. to demonstrate recognition.
 Level III
 Earned recognition at district, state, or national level by
clientele, peers and others for expertise in program area
Example
List awards and recognition earned at specific levels. Document
with letters, certificates, etc. to demonstrate recognition.
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Questions?
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Portfolio Development
and Review Process
Assoc. Director
Announces
Review Process
Schedule
Educator
Develops
Portfolio
Educator Files
Intent to Apply
Form By
February 18
District Director
Determines
Eligibility
By March 1
Yes
Due April 9 at 4 p.m.
No
Apply Next
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Year ?
Portfolio Guidelines
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Submit in three-ring notebook 1 ½ inch
maximum and electronic copy
Title Page
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Form Appendix V
Must be placed on outside of binder and as
first page of portfolio (be sure to include in
electronic copy)
Table of Contents
Resume´ (2-page maximum)
OKLAHOMA COOPERATIVE
EXTENSION SERVICE
CAREER LADDER
Name
County
District
Level applying for
Year
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Portfolio Guidelines Cont.
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Narrative Format
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All standards of achievement in each category and
sub-category are to be addressed for all program
areas and appropriately identified in order listed
20 page maximum (one side only)
Georgia, font size 12 minimum
1 ½ line spacing
1 inch margins
Pages must be numbered
Graphs, tables and charts are acceptable to
supplement written narrative
Portfolio Guidelines Cont.
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Documentation labeled to identify standards
 Maximum of one page/sheet of documentation item per
standard (can be front and back)
 Must be neat, organized, clean, and concise
Provide electronic copy of narrative to immediate
supervisor
Submit one hard copy and a CD or flash drive containing
one PDF file of all information in the portfolio to:
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Joyce Martin
139 Ag Hall (mail)
Stillwater, OK 74078
or hand deliver to 255 Ag Hall
Documentation Items
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12 standards for level II = 12
documentation items
13 standards for level III = 13
documentation items
Tips for Writing an
Effective Portfolio
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Avoid acronyms and abbreviations
Use first person
Keep sentences and paragraphs short
Proof-read
Have it reviewed informally
Follow directions
Include information about all program areas that
you have responsibility (split appointments)
Tips for Writing an
Effective Portfolio
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Help the reviewers understand the challenges
you face, work completed, and impacts made
Don’t use plastic sleeves on narrative pages
Sleeves may be used on documentation pages
Narrative can not exceed 20 pages
Documentation must be in written format only
Failure to follow all directions
may disqualify your portfolio!
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Questions?
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The 2013 Peer Review Committee
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One committee to review both Level II and III
District Directors nominate two Level III
educators for the committee
7 members on committee
At least one representative from each district
Will have county, district, and/or area
representation
At least two committee members will have
program responsibilities in Ag, FCS
and 4-H
Appeals Procedure
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You have the right to present grievances
concerning progression through the
professional career ladder
Questions about the appeals procedure
should be referred to: Joyce Martin,
Director of Staff and Program
Development, 405-744-7969
Portfolio Development
and Review Process
Educator’s
Portfolio Due
April 9 at 4 p.m.
Educator
Informed
of Decision
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Peer
Review
April 22 May 10
Vice President
Review
June 15
- June 28
District Director
Validation
May 13 - June 14
Associate Director
Review
May 13 - June 14
2013 Timeline and Due Dates
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January 14
The Vice President, Dean, and Director and Associate Director,
through the District Ext. Directors, will initiate the promotion process
through distribution of promotion information
February 5
Career Ladder Training via Centra
February 18 “Intent to Apply for Promotion” form submitted by Extension
Educators to District Ext. Directors
March 1
Due date for return of “Intent to Apply for Promotion” from the District
Extension Director
April 9 at 4 p.m. Extension educators will submit a completed portfolio (one hard copy
and an electronic copy) to the Staff & Program Dev. Office. Submit
an electronic copy to the immediate supervisor
April 22-May 10 The Peer Review Committee will review all portfolios of candidates
for advancement, identify strengths, weaknesses, and then record
their vote and justification
April 22-May 10 District Extension Directors will validate the portfolios
May 13-June14 The Associate Director will review portfolios and make
recommendations on promotion
June 15
The Vice President, Dean, and Director will make decision
regarding promotion of educators and will send notifications
of status
July 1
Promotion decisions are effective July 1
Notification
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Notification of promotion will follow
completion of all reviews
Raises will be effective July 1
Summary
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Points to Remember
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Promotions must be earned
All educators may not receive their
desired application level
Reward educators who demonstrate
sustained professional growth and
significant programmatic accomplishment
Questions?
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