1. Merit & Promotion Review Training for Indefinite Status Academics Fall 2010

2. 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

3. 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

4. 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

5. Presenters Academic Assembly Council Personnel Committee Members Academic Personnel Unit Kim Rodrigues

6. 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.

7. 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

8. 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.

9. 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.

10. 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 Schmitt- McQuitty, Eta Takele

11. Peer Review Committee  Reviews terms, promotions, accelerations, and upper level merits as well as any special cases upon request of the candidate or supervisor.

12. 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.

13. Any more questions regarding Peer Review Committee?

14. 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

15. APU AAC  Academic Personnel will work with AAC Personnel Committee to recommend the Ad hocs to AVP-P Barbara Allen-Diaz

16. 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.

17. 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 CD PRC Accelerations: Advisors CD PRC

18. Decisions  AVP-P receives recommendations and makes decisions.  All appeals go to VP Dooley.

19. 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.

20. 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!

21. 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.

22. 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 http://uncanr.org/pr-ebook Tip: Be kind to your readers – use a format that makes your PR readable.

23. 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.

24. 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.

25. 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.

26. 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.

27. A Bit More Detail INPUTSOUTPUTSOUTCOMES Program Investments ActivitiesParticipationShortMedium What we invest What we do Who we reach What results SO WHAT?? What is the VALUE? Long- term

28. Examples of Themes from 2009-2010 Cycle  Healthy Families and Communities: 4H Youth Development  Life Skills  Adolescent Development  Extension Education  Science, Engineering and Technology

29. Examples of Themes from 2009-2010 Cycle  Food, Nutrition: Childhood Obesity Healthy Individuals, Families and Communities Consumer Food Safety Food Security

30. 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

31. 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

32. Examples of Themes from 2009-2010 Cycle  Landscape Management: Wildland/Urban Interface Wildfire Education

33. Questions about general directions or format?

34. 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

35. 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.

36. 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

37. Streamlined Merits Deadlines  Must complete AE & upload by Nov 19 th  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.

38. Questions about streamlined merits?

39. Program Review Sections Advisors 1.Position Description 2.Acceleration Statement (if applicable) 3.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)

40. 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.

41. 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?

42. 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

43. 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.

44. 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.

45. 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

46. 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).

47. 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.

48. 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.

49. 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....

50. 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 4 th and 5 th 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.

51. 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.

52. 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.

53. 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....

54. Additional Examples of PR Will be posted on the website  http://ucanr.org/meritpromotion http://ucanr.org/meritpromotion

55. Questions about these dossier components?

56. 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.”

57. 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

58. Letters of Evaluation  Needed for: Promotions Accelerations Merits Advisor FT VII to FT IX 3 rd 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.

59. 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.

60. 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.

61. Other Documents  Letters of publication acceptance. (if applicable)  Sabbatical leave plan and report. (if applicable)  Definitions of acronyms. (if applicable)

62. Additional Questions?

63. Need More Help? Questions: Kim Rodrigues @ karodrigues@ucdavis.edu 530-754-8509karodrigues@ucdavis.edu OR Andra Strads @ aistrads@ucdavis.eduaistrads@ucdavis.edu 530-752-7532

64. Important Dates TopicDateAction AE template available10/1/2010Available via your portal DANRIS-X completion DANRIS-X retrieval 10/25/10 10/29/10 Everyone must complete PR Training –indefinite status PR Training – definite status PR Training – indefinite status PR 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 due11/19/10Academic must upload by 11:59 PM AE review by supervisor due12/17/10Supervisor meets with academic first Confidential Letters1/21/11Deadline for submission PR Dossiers Due2/1/11Academic must upload by 11:59 PM

65. 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?