OKLAHOMA COOPERATIVE EXTENSION SERVICE CAREER LADDER TRAINING FEBRUARY 2015 Joyce Martin Sherrer Jan Maples Cindy Conner Max Gallaway 1

Introductory Remarks  Welcome  Introductions  Overview 2

Career Ladder Guidelines 3

Career Ladder  Reward educators who demonstrate sustained professional growth and significant programmatic accomplishments  Level I  Level II  Level III  Significant career milestones 4

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 5

Portfolio Narrative and Documentation  All standards must be addressed in the narrative  3 categories, 9 sub-categories  12 standards for Level II  13 standards for Level III 6

Minimum Requirements for Current Educators  Level I Bachelor’s degree required  Level II Bachelor’s (or higher degree) in an appropriate field Minimum of 5 years of OCES experience Last 3 annual performance reviews – no unsatisfactory or needs improvement ratings 7

Requirements for Current Educators  Level III 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 8

Requirements for Educators Separated prior to , then rehired  Educators may apply for Levels II and III under the following requirements  Applicants must be employed at least 3 years before applying  Level II 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 9

Minimum Requirements for Educators Separated prior to , then rehired  Level III 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 10

Financial Rewards for Advancement $$$$ 2014  Advancement from Level I to Level II $2,500  Advancement from Level II to Level III $3,000  Budget permitting, the dollar amount will be adjusted as the general salary level rises 11

QUESTIONS? 12

Application Process  Submit intent to apply by February 17, 2015  Submit hard copy of portfolio and electronic copy (CD or flash drive) by April 9, 2015 no later than by 4:00 p.m.  Documentation must be on one PDF file. Hard copy and electronic copy must be identical 13

Standards of Achievement  All categories must be discussed  Professionalism  Programming  Professional Development 14

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. 15

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. 16

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, PowerPoints, hand-outs, etc. 17

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. 18

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. 19

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. 20

Programming  Program Development and Impact Assessment 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. 21

Programming  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. Show Cause/Effect – Cause = PAC input; Effect = educational program to address expressed needs 22

Programming Level II (Cont)  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, lists, etc. 23

Programming  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. 24

Programming  Program Development and Impact Assessment Level III  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. 25

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 PowerPoints, handouts, educational materials and programs you developed. Tie to “expressed needs.” 26

Programming Level III (Cont)  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. 27

Programming  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. 28

Programming Level III (Cont)  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. What did you report and to who? 29

Programming  Partnerships Level II  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. 30

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. 31

Programming  Volunteers 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.. Level III  Effectively integrated volunteers into an active role within OCES programming Example List the roles and responsibilities of volunteers in OCES programming. 32

Professional Development  Professional Organizations 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. 33

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. 34

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. 35

Professional Development  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. 36

Questions? 37

Portfolio Development and Review Process District Director Determines Eligibility By March 2 Educator Files Intent to Apply Form By February 17 Educator Develops Portfolio Due April 9 at 4 p.m. Apply Next Year ? Assoc. Director Announces Review Process Schedule Yes No 38

Portfolio Guidelines  Narrative Format A brief biographical paragraph 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 (front of page 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 39

Documentation Items  12 standards for level II = 12 documentation items  13 standards for level III = 13 documentation items 40

Portfolio Guidelines  Documentation labeled & tabbed to identify standards Maximum of one page/sheet of documentation 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: Joyce Martin Sherrer 139 Ag Hall (mail) Stillwater, OK or hand deliver to 255 Ag Hall 41

Portfolio Guidelines  Submit in three-ring notebook and electronic copy on CD/ Flash drive  Title Page (Appendix V ) Must be placed on outside of notebook and as first page of portfolio (be sure to include in electronic copy)  Table of Contents  Resume´ (2-page maximum)  Include brief biographical paragraph 42

OKLAHOMA COOPERATIVE EXTENSION SERVICE CAREER LADDER Name County District Level applying for Year 43

Tips for Writing an Effective Portfolio  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) 44

Tips for Writing an Effective Portfolio  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 (front page only)  Documentation must be in written format only 45

Failure to follow all directions may disqualify your portfolio! 46

Questions? 47

Peer Review Committee  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 48

Appeals Procedure  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 Sherrer, Director of Staff and Program Development,

Portfolio Development and Review Process Peer Review April 27 - May 15 Educator’s Portfolio Due April 9 at 4 p.m. District Director Validation April 27 – May 15 Associate Director Review May 18 - June 12 Vice President Review June 15 - June 29 Educator Informed of Decision 50

2015 Timeline and Due Dates  January 12The Vice President, Dean, and Director and Associate Director, through the District Ext. Directors, will initiate the promotion process through distribution of promotion information  February 3Career Ladder Training via Adobe Connect  February 17“Intent to Apply for Promotion” form submitted by Extension Educators to District Ext. Directors  March 2Due date for return of “Intent to Apply for Promotion” from the District Extension Director  April 9Extension educators will submit a completed portfolio (one hard copy at 4 p.m. and an electronic copy) to the Staff & Program Dev. Office. Submit an electronic copy to the immediate supervisor  April 27-May 15 The Peer Review Committee will review all portfolios of candidates for advancement, identify strengths, weaknesses, and then record their vote and justification  April 27 -May 15 District Extension Directors will validate the portfolios  May 18-June 12 The Associate Director will review portfolios and make recommendations on promotion  June 15-29The Vice President, Dean, and Director will make decision regarding promotion of educators and will send notifications of status  July 1Promotion decisions are effective July 1 51

Notification  Notification of promotion will follow completion of all reviews  Raises will be effective July 1 52

Summary 53

Points to Remember  Promotions must be earned  All educators may not receive their desired application level  Reward educators who demonstrate sustained professional growth and significant programmatic accomplishment 54

Questions? 55