1. Merit & Promotion Review Training for Full Title Advisors Advancing to Steps VI, VII, VIII, and IX January 2011

2. Agenda  Welcome/Introductions  Agenda/Training Agreements/Outcomes  Overview of Process  New for 2010-2011  PR Dossier E-book: walk through thematic guidelines  Questions/Wrap-up

3. Presenters Academic Personnel Unit Kim Rodrigues – Host Members of AAC – Steve Koike, Chair

4. 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.

5. 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 Tina Jordan, Personnel Analyst David White, Personnel Analyst Pam Tise, Personnel Assistant

6. 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.

7. Outcomes  Increased knowledge of new procedures.  Understanding of the thematic PR format.  Increased knowledge of how to develop a well written PR.  Answers to your PR questions.

8. New UC ANR Organization  Structure(s) with respect to academic review process.  Peer Review Committee – chaired by Kim Rodrigues, ED APU – composed of 7 peers: Chris Greer, John Harper, Janet Hartin, Chuck Ingels, Shirley Peterson, Lynn Schmitt- McQuitty, Eta Takele

9. Peer Review Committee  Reviews terms, promotions, accelerations, and upper level merits (Full Title Step VI, VII, VIII and IX) as well as any special cases upon request of the candidate or supervisor.

10. 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.

11. Any more questions regarding Peer Review Committee?

12. Ad hoc  Ad hocs will be streamlined this year to ensure consistent review for all program areas and expectations for each rank and step.  Two Ad hoc committee(s) have been established to review all promotions from Full Title V to Full Title VI in order to accommodate the large number of cases this cycle.

13. APU AAC  Academic Personnel worked with AAC Personnel Committee to make recommendations for the Ad hocs to AVP-P Barbara Allen Diaz. Committees have been confirmed including the one reviewing Step V to Step VI Promotions.

14. 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.

15. Path For Advisors Merits: Advisors CD PRC CDs Supervisor (Barbara, Bill or Don) PRC Promotions: Advisors CD Ad hoc PRC Accelerations: Advisors CD PRC

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

17. 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.

18. 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!

19. 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.

20. 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.

21. 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.

22. Timeline for PR Process  Access is now available 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.

23. 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 (Steps VII, VIII, IX) 10 page maximum – promotion (Step VI) 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.

24. 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.

25. 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

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

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

28. 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

29. 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

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

31. 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)

32. 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.

33. 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?

34. Full Title VII - IX Performance Expectations  Exceptional contributions in their program area or discipline.  Significant impacts/benefits to California, the nation and UC.  Demonstrate continued superior performance and professional stature.  Demonstrate peer leadership and effective collaboration with others.

35. Advancement to Step IX  This advancement is reserved for persons of the highest distinction whose work has been nationally recognized and acclaimed.  Must demonstrate well-balanced program with outstanding performance in all four academic criteria.

36. 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

37. 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 all merits, 10 for promotions.  Use bullets, indentation, and subheadings to make your statement more readable.

38. 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.

39. 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

40. 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).

41. 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.”

42. Bibliography (continued)  For Full Title V to Full Title VI (promotion) o Clearly highlight all publications developed in the Full Title rank. o Additionally, highlight all publications developed since your last salary action.  For Full Title VII, VIII IX (upper level merit) o Highlight all publications since your last salary action

43. 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

44. 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.  For higher Full Title cases, letters showing collaboration with out-of-state researchers or industry contacts demonstrate growth and influence of your program and beyond California. It is helpful if those who are solicited for letters understand the evaluation criteria.

45. Project Summary Table (since last salary action)  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.

46. Extension Activities (since last salary action)  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.

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

48. Full Title V - VI Coverage  Program Summary Narrative for your entire career within the Full Title rank.  Bibliography from your entire career: o Clearly highlight all publications developed in the Full Title rank. o Additionally, highlight all publications developed since your last salary action.  Years since last review: Extension Activities Table and Program Summary 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.

49. Full Title VII - IX Merit Coverage  Review period – since most recent salary action.  6 page maximum narrative which documents performance in four academic criteria and Affirmative Action.  Project Summary Table.  Extension Activities Table.  Bibliography.  Letters of Evaluation.  3 Sample Publications.

50. 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.

51. 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....

52. Theme Example (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 Workgroup), 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  Posted on the Academic Personnel website-merit and promotion o http://ucanr.org/meritpromotion http://ucanr.org/meritpromotion

55. Need More Help? Questions:  Andra Strads @ aistrads@ucdavis.eduaistrads@ucdavis.edu 530-752-7532  Pam Tise @ pdtise@ucdavis.edupdtise@ucdavis.edu 530-754-8509  Kim Rodrigues @ karodrigues@ucdavis.edu 530-754-8509karodrigues@ucdavis.edu

56. Important Dates TopicDateAction Confidential Letters1/21/11Deadline for submission PR Dossiers Due2/1/11Academic must upload by 11:59 PM

57. Outcomes Check-in  Has your knowledge of new procedures increased?  Has your knowledge of how to develop a well written PR increased?  How can we best support your success?

58. Additional Questions?