Outcomes - UC Agriculture and Natural Resources

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Merit & Promotion Review
Training for
Indefinite Status Academics
Fall 2010
PR Training
Are 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
PR Training
Are 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
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
Presenters
Academic Assembly Council
Personnel Committee Members
Academic Personnel Unit
Kim Rodrigues
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 reports for constructive,
mentoring advice that helps an academic improve in
the future.
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
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.
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.
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 SchmittMcQuitty, Eta Takele
Peer Review Committee
Reviews terms, promotions,
accelerations, and upper level merits as
well as any special cases upon request of
the candidate or supervisor.
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.
Any more questions regarding
Peer Review Committee?
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
APU
AAC
Academic Personnel will work with AAC
Personnel Committee to recommend the
Ad hocs to AVP-P Barbara Allen-Diaz
CD Review
Advisors 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.
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
• Accelerations: Advisors
CD
CD
PRC
PRC
Decisions
 AVP-P receives recommendations and
makes decisions.
All appeals go to VP Dooley.
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.
Make Your Dossier Enjoyable
to 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!
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.
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.
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.
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.
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.
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.
A Bit More Detail
INPUTS
OUTPUTS
Program
Investments
What we
invest
Activities
What we do
SO WHAT??
What is the VALUE?
Participation
Who we
reach
OUTCOMES
Short
Medium
What results
Longterm
Examples of Themes from
2009-2010 Cycle
 Healthy Families and Communities:
• 4H Youth Development
 Life Skills
 Adolescent Development
 Extension Education
 Science, Engineering and Technology
Examples of Themes from
2009-2010 Cycle
 Food, Nutrition:
•
•
•
•
Childhood Obesity
Healthy Individuals, Families and Communities
Consumer Food Safety
Food Security
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
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
Examples of Themes from
2009-2010 Cycle
 Landscape Management:
• Wildland/Urban Interface
• Wildfire Education
Questions about general directions
or format?
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
Streamlined Merits
Components
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.
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
Streamlined Merits
Deadlines
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.
Questions about streamlined merits?
Program Review Sections
Advisors
1.
2.
3.
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)
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.
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?
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
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.
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.
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
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).
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.
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.
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. . . .
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.
Conserving water in agricultural systems (Theme)
•
•
•
Water supplies are under increasing pressure in many parts of California; in particular the groundwater
basins supplying many coastal grape production areas are facing increasing withdrawals. For the
production of irrigated crops to be sustainable in such areas, irrigation water needs to be used as
efficiently as possible. Growers will require improved tools to help them manage irrigation more
efficiently, and better knowledge of the optimum irrigation requirements for their crops.
To fulfill the need to improve water use efficiency, I have been working on projects designed to improve
the information available for making irrigation decisions. In one project I have developed a novel method
for measuring the canopy shaded area of winegrapes; this is used to calculate the irrigation crop
coefficient specific to a vineyard. My lightweight solar panel acts like a large light meter, and offers very
quick, inexpensive, and practical measurements of this important parameter, and is in the early stages of
adoption by the major winegrape companies in the state. I have given numerous field demonstrations of
the method, have presented posters and abstracts, and have constructed six devices for use by industry
cooperators. This method is impacting the industry by allowing growers to have site-specific crop
coefficients to improve irrigation decisions and thus increase water use efficiency.
In another project, I have been evaluating the effects that various levels of deficit irrigation have on the
production and quality of winegrapes. In collaboration with Dave Goldhamer, UCCE Water Management
Specialist, I established irrigation trials to evaluate four different levels of deficit irrigation over five
seasons. Only minimal differences were noted in the first three seasons, but by the fourth season the
yields of the two drier treatments showed significant yield declines. This information was presented at an
international winegrape conference, and has also been presented in local extension meetings. This work
demonstrates that sustainable production requires that growers change their irrigation practices to supply
a certain minimum amount of irrigation water. These projects will ensure that winegrape production is
economically and environmentally sustainable by optimizing irrigation water use efficiency.
Finished Product
(example borrowed and modified from S. Murdock)
Support Adolescent Leadership Development (1 of 3 themes)
• Includes 3 projects: Develop and deliver summer program;
Develop workshops and handouts; Conduct statewide
survey re: youth leadership.
• Background and rationale: Strong leadership is a
characteristic of healthy communities. It is critical to
identify and develop leadership potential in our youth. . . .
• Goal and purpose: Develop programs to build teen
leadership.
Sample Outline
• Role: I identified stake-holders (such as County Office of Ed.)
for this effort, joined relevant workgroups (Adolescent
Development Wkgp), organized programs focused on
leadership. . . .
• Creative activity/extension: Developed a summer program,
delivered program (including Family Science Night
presentation), developed materials in Spanish, developed
survey to discover other leadership programs in California. . . .
• Outputs: Program outline in English and Spanish, survey data
on other leadership programs for teens. . . .
• Outcomes/impacts: Documentation from teens regarding
increased teaching skills, interest in science. . . .
Additional Examples of PR
• Will be posted on the website
 http://ucanr.org/meritpromotion
Questions about these dossier
components?
Bibliography
 Include a Bibliography Summary that indicates the number of
publications in each category.
 Present your bibliography according to the appropriate
categories described in the e-book.
 You do not have to rearrange your current bibliography.
Instead, you may simply indicate the category (A-E) next to
each entry, if you choose to use these categories.
 For citations added during the current review period,
annotate each multi-author citation with a sentence
identifying your activity/role.
 Highlight (e.g. bold) or separate (e.g. enclose with border)
citations for this review.
 You must scan and upload a letter of acceptance for any
publication listed as “in press.”
Publication Examples
Required for:
Promotions
Accelerations
Merits to Advisor FT VII – IX
Choose 3 that best represent your work
• Describe all 3 on a single page preceding the examples
Letters of Evaluation
 Needed for:
•
•
•
•
Promotions
Accelerations
Merits Advisor FT VII to FT IX
3rd Term Reviews
 Candidate provides names of up to 6 references;
may also give names of those not suitable to serve
as reference.
 Supervisor uses these and may add ones of their
own.
 All letters received are included with dossier.
 You will not see the letters.
Project Summary Table
 Use the themes/goals you used to organize your narrative
to subdivide the Project Summary table.
 List projects, including the ones that do not have specific
grants or financial support.
 Include: title of project and duration; your role; first initial
and last name, and institutional affiliation of collaborators;
amount of support and its duration (and type if other than
money); and the source.
Extension Activities
Only list activities directly related to your
program clientele.
List activities for non-clientele groups (e.g.
students, foreign visitors, scientific
colleagues) in Professional Competence or
University and Public Service sections.
Format examples appear in e-book.
Other Documents
 Letters of publication acceptance. (if applicable)
 Sabbatical leave plan and report. (if applicable)
 Definitions of acronyms. (if applicable)
Additional Questions?
Need More Help?
Questions:
Kim Rodrigues @ karodrigues@ucdavis.edu
530-754-8509
OR
Andra Strads @ aistrads@ucdavis.edu
530-752-7532
Important Dates
Topic
Date
Action
AE template available
10/1/2010
Available via your portal
DANRIS-X completion
DANRIS-X retrieval
10/25/10
10/29/10
Everyone must complete
PR
PR
PR
PR
Training –indefinite status
Training – definite status
Training – indefinite status
training – definite status
10/25 - 10:30
10/25 - 1:30
10/28 – 1:30
10/28 - 10:30
Adobe Connect + Ready Talk
Annual Evaluation due
11/19/10
Academic must upload by
11:59 PM
AE review by supervisor due
12/17/10
Supervisor meets with
academic first
Confidential Letters
PR Dossiers Due
1/21/11
2/1/11
Deadline for submission
Academic must upload by
11:59 PM
Outcomes Check-in
Has your knowledge of new procedures
increased?
Do you understand the streamlined merit
process?
Has your knowledge of how to develop a
well written PR increased?
Have all your PR questions been
answered?
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