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Annual Evaluation Training. Fall 2010. ACADEMIC PERSONNEL UNIT Kimberly Rodrigues Executive Director Carolyn Frazier, Director Tina Jordan, Analyst Andra Strads, Analyst Pam Tise, Administrative/Executive Assistant David White, Analyst - PowerPoint PPT Presentation
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Annual Evaluation Training
Fall 2010
ACADEMIC PERSONNEL UNITKimberly RodriguesExecutive Director
Carolyn Frazier, Director Tina Jordan, Analyst Andra Strads, Analyst Pam Tise, Administrative/Executive Assistant David White, Analyst
For specific unit responsibilities, please visit our website at: http://ucanr.org/academicpersonnel
Presenters
o Executive Director Kim Rodrigues and UC ANR Academic Personnel Unit, with assistance from the AAC Personnel Committee
Conference Call Agreementso One person speak at a time.o When asking questions, state
your name first.o Put your cell phones on vibrate.o Mute your phone if you are not
speaking.
Desired Outcomes
o Increased understanding of the elements of the Annual Evaluation (AE).
o Knowledge of how the AE will support the thematic PR.
o Understanding that we have a shared responsibility for the success of AE as a performance evaluation tool.
Agendao Process Guideo Benefits of Annual Evaluationso Recent Changeso General Directionso Guidance
The AE Template “Themes” and Examples Guidance for Supervisors
o Questions
Process Guide
o AE – Advisor CD – No higher level review
o AE – County Director Bill, Barbara, or Don
Benefits of the Annual Evaluationo Creates a transparent system where
academics know clearly what is expected of them throughout the performance cycle not just at the end of two or three years.
o Provides opportunity to “shift gears.”o Provides a context for academic’s work within
the strategic vision for the coming year.o Positions academics to use streamlined merit
process.
Recent Changes to the AEo Two templates:
Advisor/County Director (also non-campus based CE Specialists)
Academic Coordinators/Academic Administrators
o Self-Assessment/Narrative section (Section A) covers all 4 elements and is focused on “themes.”
o Tables in Section B contain supporting detail.o Affirmative Action: describe achievements. (no more
importing of CASA)o Section B: All tables.o Similar to the PRs – thematic focus/format is
required this year.
Change to Section Co It is no longer necessary to chose
whether or not to have Section C be confidential.
o This information remains confidential. The change only makes it available to your immediate supervisor(s).
o Sections A, B, and C can now be loaded together as a single document.
General Directionso Include work from October 1, 2009 through
September 30, 2010.o Be brief and concise. o Section A: limited to 8 pages.o Bibliography: include only those publications
developed during the period under review and not previously reported.
o Sabbatical Leave – upload sabbatical report completed during the review period if applicable
AE Template & Guidelineso Template and Guidelines will be in your portal
as soon as possible. When you “click” on it, it takes you to the Academic Personnel Annual Evaluation information found at: http://ucanr.org/annualevaluation
o AE Template is generated when you use DANRIS-X retrieval.
Sample DANRIS-X Retrieval
Position Description Discussion
Annual Evaluation Template-AdvisorsSection A – Self-Assessment
o Narrative Section – Program Summary Statement of Assignment – if there have been changes
to your assigned responsibilities or programmatic assignment (not yet in your position description).
Research, Extension and Creative Activity – describe major themes and goals of programs and the accomplishments and evidence of impact in past year.
Professional Competence/University and Public Service - 1-2 paragraph summary further supported by tables in Section B.
Affirmative Action – 1-2 paragraphs highlighting specific efforts and accomplishments.
Complete Guidelines at:http://ucanr.org/annualevaluation
Section Bo This section only includes tables.o Fill in the “blanks” as applicable.o DANRIS-X
Advisors may use DANRIS-X. Designed to be easily imported. Find it in your portal. Due October 18th.
Complete Guidelines at:http://ucanr.org/annualevaluation
Section C (4 page limit recommended)o Goals for Coming Year: October 1, 2010-
September 30, 2011 Advisors have the option to use DANRIS-X
o Barriers/Obstacles in Accomplishing your Goals
Complete Guidelines at:http://ucanr.org/annualevaluation
Section D
Supervisors evaluate academic and provide a narrative:o Indicate the areas that the academic is or is not meeting
expectations for his/her level in each of the advancement criteria.
o Provide suggestions for improvement and for advancement.
Complete Guidelines at:http://ucanr.org/annualevaluation
Thematic PR is Mandatory in 2011o Beginning this year, thematic PR’s are
required.
o In 2010, both formats were accepted.
Describing your Work According to Themes
Advisors Research, Extension and Creative Activity
Coordinators & AdministratorsAdministration and Coordination of Programs
Shift
ShiftFrom writing a
section on each project/activity
To integrating several activities
under themes
Organizing your Work into Themes
o List all of your projects/programs first, and then group projects that target the same issue together. Each of these groups is a theme. You can look at these closely and identify the common goals, accomplishments and impacts.
o Use initiatives from the Strategic Vision (or challenges described in the Vision) for your themes.
Theme ExamplesFarm Advisor, FT Advisor Step VII
My research and extension program is based on the major theme of interactions between plants and microorganisms. Because of my interest, training and experience with plant pathology and microbial ecology, I focused my activities on three areas of plant-microbe interactions:
o Pathogens of plants (summary of 16 projects)o Microbial ecology in strawberry (summary of 7
projects) o Foodborne pathogens and ecology of E. coli.
(summary of 2 projects)
Theme Example4-H YDA, Assistant IV
I addressed challenges and needs by conducting research and extending knowledge in three themes aligned with ANR’s Strategic Vision:
o Promote Positive Youth Development o Support Adolescent Leadership
Development o Increase Science Literacy Among Youth
Theme ExampleNFCS Advisor, Assistant IV
I expanded the scope of my activities in research, extension, and creative activity while at the same time ensuring I was strategically positioning my administrative and programmatic efforts in ways that integrated the local county needs with the UC ANR Strategic Vision: human nutritional status, child obesity, food safety, and food security.
Guidance to Supervisorso Use the AE as formal feedback. Give it the
same consideration you would give a PR.o Provide mentoring.o IMPORTANT - Review AE and meet early with
academics who may be eligible to submit Streamlined Merits.
o Contact advisors who are on sabbatical and suggest they submit an AE if they may be eligible for a Streamlined Merit in the near future.
Guidance to SupervisorsWhen writing your recommendation:
o Prepare your letter with care – provide context, clarify anomalies - do not just restate what is already said.
o Evaluate academic against position description and academic criteria.
o Inform academic of your recommendation in writing before you upload it.
o Navigating towards positive change(s).
o Developing shared goals.
o Updating PDs, as needed.
o Establishing periodic check-ins throughout the year, as needed.
Guidance to Supervisors
DeadlinesDeadlines
DeadlinesDeadlines
Annual Evaluation TimelineSteps Due Date Action
Annual Evaluation 11/19/10Uploaded sections A, B, and
C of AE by Academic.
Review of AE by Supervisor 12/17/10
Supervisor meets with Academic and completes Section D.
APU Reviews AE’s for Eligibility to submit
Streamlined Merits
12/21/10 Notify Advisors
Questions??
