Annual Evaluation Training

Annual Evaluation Training

Fall 2009

University of CaliforniaAgriculture and Natural Resources 2

Presenters

Academic Assembly Council - Personnel Committee Members

Thanks to: Andra Strads and Regional Directors Linda Manton, Peggy Mauk and Kim Rodrigues


Conference Call Agreements

One person speak at a time. When asking questions, state your

name first. Put your cell phones on vibrate. Mute your phone if you are not

speaking. Press *6 to mute and *7 to unmute


Desired Outcomes

Increased understanding of the Annual Evaluation (AE) process.

Knowledge of how the AE will support the new thematic PR

Understanding that we have a shared responsibility for the success of AE as a performance evaluation tool.


Agenda

Benefits of Annual Evaluations Recent Changes to 2009 General Directions The AE Templates Supervisor Review Deadlines “Themes” and Examples Questions DANRIS-X retrieval demo


Benefits of the Annual Evaluation

Allows academics to clearly know what is expected of them throughout the performance cycle not just at the end of 2 or 3 years.

Provides opportunity to “shift gears” as needed.

Provides opportunity for mentoring.

Enables eligible academics to use optional streamlined merit process.

AE and Streamlined Merits

Advisors on indefinite status who are seeking advancement in the Assistant, Associate or Full title I-V ranks are eligible to submit a streamlined merit.

Participation in this process, if eligible, is optional. See e-book for description of eligibility factors. Streamlined merits consist of AEs from period of

review plus a self-statement

A streamlined merit requires the academic to submit an AE covering 2008-2009 by November 17 and for the supervisor to give the AE a positive review


Recent Changes to the AE

Two templates (changed last year): Advisors, County Directors or non-campus based

CE Specialists. Academic Coordinators or Academic

Administrators. Addition of process for the academic to

electronically sign AE and upload a response as desired

Narrative section is shorter and focused on “themes”.

Affirmative Action: describe achievements (no more importing of CASA).

Section B: All tables. Section B: Added “Extension Activities” table.


General Directions

Must be submitted by all academics who have been in their position 6 months or longer

Do not submit AE if writing a dossier for merit/promotion EXCEPT streamlined merit

Include work from October 1, 2008 through September 30, 2009.

Be brief and concise.

AE Using DANRIS-X

Academics may use DANRIS-X to complete their AE

DANRIS-X link is on your portal now DANRIS-X can be used to generate an AE

template DANRIS-X is due October 19th Can be retrieved as AE on October 22nd

Note: Demo will follow this slide show


AE Template & Guidelines

o Template and Guidelines will be on your portal by October 5. When you click on it you will be routed to the Academic Personnel website.

http://groups.ucanr.org/Academic_Personnel/Annual_Review

Overview - AE Template Sections

Section A – PD & Narrative Limit of 8 pages

Section B – Tables & Appendices No page limit

Section C – Self-assessment No page limit

Section D – Supervisor Review No page limit


Advisors - Section A

Position DescriptionNarrative section Statement of Assignment-DANRIS-X

Be sure to state what impact budget cuts have made to your work

Research, Extension and Creative Activity

Affirmative Action

Complete Guidelines at:http://groups.ucanr.org/Academic_Personnel/Annual_Review/


Advisors - Section B

This section only includes tables. Fill in the “blanks” as applicable.

Professional Competence & Activity University and Public Service Grant and Program Support Summary List (optional) Extension Activities Bibliography

Include only those publications published or in press this year and not previously reported.



Coordinators & AdministratorsSection A

Position DescriptionNarrative section Statement of Assignment

Be sure to state what impact budget cuts have made to your work

Administration and Coordination of Programs Affirmative Action



Coordinators & AdministratorsSection B

This section only includes tables. Fill in the “blanks” as applicable.

Professional Competence & Activity University and Public Service Grant and Program Support Summary List (optional) Extension Activities (optional) Bibliography

Include only those publications published or in press this year and not previously reported.



All Academics - Section C

Self-Assessment of your program These may be retrieved from DANRIS-X

Barriers/Obstacles in accomplishing your goals These may be retrieved from DANRIS-X

Goals for coming year: October 1, 2009-September 30, 2010

Note: This section is confidential between academic and supervisor unless the academic checks a box stating their desire to share it


All Academics - Section D

Supervisor evaluates academic and provides a narrative: Indicates the areas that the academic is or is

not meeting expectations for his/her level in each of the advancement criteria.

Provides suggestions for improvement and for advancement.



Review Process Overview

Academic supervisor next level supervisor

Cross-county advisors: Academic supervisors

(headquarter supervisor gathers info from other CDs and uploads as one file) next level supervisor


Use the AE as formal feedback. Give it the same consideration you would give a PR.

Provide mentoring. IMPORTANT - Review AE and meet early with

academics who may be eligible to submit Streamlined Merits.

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.

Supervisor Review


When writing your recommendation: Prepare your letter with care – provide

context, clarify anomalies - do not just restate what is already said.

Evaluate academic against Position Description and academic criteria.

Inform academic of your recommendation in writing before you upload it.

Supervisor Review


Navigate towards positive change(s) Develop shared goals Update PDs, as needed Establish periodic check-ins throughout

the year, as needed

Supervisor Review

Supervisor Review

NEW! After your discussion, the academic

needs to electronically “sign” that s/he discussed the AE with you.

If the academic disagrees with the AE, s/he may write and upload a rebuttal.


Assist academics and supervisors during process.

Ensure consistency in review process. If you decide to comment on AE, write

comments comparing performance to stated academic criteria and position description.

Next Level Supervisor Review


Annual Evaluation Timeline

Steps Due Date Action

AE template available 10/05/09 Available on portal for input

DANRIS-X completionDANRIS-X retrieval

10/19/0910/22/09

Note: Must complete DANRIS-X even if not using for AE

Annual Evaluation 11/17/09 Academic uploads sections A, B & C

AE review by Supervisor 12/17/09 Supervisor meets with academic and completes Section D

AE review by next level supervisor

1/23/10 Next-level supervisor confirms review of AE


Coming soon…..


Thematic PR is Mandatory in 2011

Beginning in 2011, thematic PR’s will be required.

In 2010, either format may be used Training and more information

October 28, 2009 10:30 – 11:45 (indefinite status) 1:30 – 2:45 (definite status)

November 10, 2009 10:30 – 11:45 (indefinite status) 1:30 – 2:45 (definite status)


Describing your work according to themes:

Advisors: Research, Extension and Creative

Activity Coordinators & Administrators:

Administration and Coordination of Programs


Performance Review Shift

From writing a one-page description of each project/activity

To integrating multiple activities under themes

ShiftShift

to


Organizing your work into themes

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.

Use initiatives from the Strategic Vision (or challenges described in the Vision) for your themes.


Theme ExamplesFarm Advisor, 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: Pathogens of plants (summary of 16 projects), Microbial ecology in strawberry (summary of 7

projects) 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: Promote Positive Youth Development Support Adolescent Leadership

Development 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.


Theme ExampleAcademic Coordinator III

This position has three major areas of programmatic emphasis: information systems, administration, and agricultural meteorology. In the past year, my work has been heavily directed to administrative work in support of the UC IPM Program Director's initiatives and responsibilities.


Important Dates

Topic Date Action

AE template available 10/05/09 Available via your portal

DANRIS-X completionDANRIS-X retrieval

10/19/0910/22/09

Everyone must complete

PR Training –indefinite statusPR Training – definite statusPR Training – indefinite statusPR training – definite status

10/28 - 10:30 10/28 - 1:3011/10 - 10:3011/10 - 1:30

Adobe Connect + Ready Talk

Annual Evaluation due 11/17/09 Academic must upload by 11:59 PM

AE review by supervisor due 12/17/09 Supervisor meets with academic first

AE review by next level supervisor 1/23/10 Next level supervisor confirms review

PR Dossiers Due 2/1/10 Must be uploaded by 11:59

Documents

Annual Evaluation Training