peer review ad hoc chair training

January 18, 2006January 18, 2006

University of California Agriculture and Natural Resources COOPERATIVE EXTENSION

Peer Review Peer Review Ad Hoc Chair TrainingAd Hoc Chair Training

Developed by: Academic Assembly Council Personnel Committee

AgendaAgenda Welcome!Welcome! Electronic Review Electronic Review

(no slides)(no slides) Program Review Program Review

ProcessProcess Performance level, Performance level,

criteria and criteria and expectationsexpectations

LunchLunch Ad Hoc ReportsAd Hoc Reports LogisticsLogistics EvaluationEvaluation

Requesting Help & Additional Requesting Help & Additional InformationInformation

If you have any If you have any questionsquestions, or need to , or need to clarify issues contact:clarify issues contact:

Carolyn Frazier (510)987-0082,Carolyn Frazier (510)987-0082,[email protected]@ucop.edu

Do notDo not contact the candidate, contact the candidate, CD, RD CD, RD or Personnel Committeeor Personnel Committee directly!! directly!!

Personnel Committee Members

July 05 - June 06

Fe Moncloa, 4H YD (CC&S) – ChairMike De Lasaux, FA (NC&M) – Chair elect

Glenn Nader, FA (CV) – Past ChairDennis Pittenger, FA (CC&S)Rachel Elkins, CD, FA (NC&M) Jeff Mitchell, Specialist, KACLinda Garica, CD, FA (NC&M)Martha L. López, NFCS (CC&S)Mario Moratorio, FA (CV) Teresa Ward, FA (CV)

Role of Personnel CommitteeRole of Personnel Committee

CoordinatesCoordinates academic merit & academic merit & promotion process.promotion process.

A resource for training A resource for training workshopsworkshops..

NominatesNominates ad hoc review ad hoc review committeecommittee

Role of Personnel CommitteeRole of Personnel Committee for ad hoc committee for ad hoc committee

Chair trainingChair training

Reviews ad hoc committee reportsReviews ad hoc committee reports for readability, positive comments for readability, positive comments and thoroughness in addressing and thoroughness in addressing review criteria.review criteria.

Ad Hoc Review Committee Ad Hoc Review Committee Selection CriteriaSelection Criteria

Composed of at least Composed of at least three academic staffthree academic staff..

When possibleWhen possible, two members are at or , two members are at or above rankabove rank the candidate is seeking. the candidate is seeking.

At least At least twotwo committee members work in committee members work in the the discipline of the candidatediscipline of the candidate..

Ad Hoc Review Committee Ad Hoc Review Committee Selection CriteriaSelection Criteria

At least At least oneone person should be person should be familiar with candidate’s programfamiliar with candidate’s program..

A committee with A committee with ethnicity and ethnicity and gender balancegender balance is sought. is sought.

No one may serve as committee No one may serve as committee chair chair twotwo consecutive years. consecutive years.

SupervisorsSupervisors of candidates of candidates may notmay not serve serve on committee.on committee.

Committee members can not be from the Committee members can not be from the same countysame county as the candidate(s). as the candidate(s).

Candidates for advancementCandidates for advancement may not may not serve as serve as committee chairscommittee chairs in the same in the same year. May serve on committees.year. May serve on committees.

Ad Hoc Review Committee Selection Criteria

Role of PC with Ad Hoc Review Role of PC with Ad Hoc Review Committee ReportsCommittee Reports

Intent of Intent of ad hocad hoc reports be reports be mentoringmentoring in nature in nature and/or provide constructive comments. and/or provide constructive comments.

PC PC reviews all ad hocreviews all ad hoc committee committee reportsreports prior to prior to administrative review.administrative review.

PC does not approve or disapprove reports.PC does not approve or disapprove reports.

PC checks for PC checks for clarityclarity and constructive comments and constructive comments to candidate.to candidate.


If If inappropriate statementsinappropriate statements are found in are found in the report, ad hoc committee chairs will the report, ad hoc committee chairs will be contacted and be contacted and asked to modifyasked to modify themthem..

not changednot changed then the PC attaches a then the PC attaches a disclaimer statement:disclaimer statement:


““It is the intent of the Personnel Committee It is the intent of the Personnel Committee that the that the ad hocad hoc reports be mentoring in reports be mentoring in nature and/or provide constructive nature and/or provide constructive comments. The Personnel Committee does comments. The Personnel Committee does not approve or disapprove ad hoc reports, not approve or disapprove ad hoc reports, but does occasionally suggest some but does occasionally suggest some changes to improve the clarity and the changes to improve the clarity and the advice or information that is conveyed. advice or information that is conveyed. Personnel Committee members were Personnel Committee members were unable to obtain the changes to the unable to obtain the changes to the contents of this report that they thought contents of this report that they thought were needed.”were needed.”

Program Review ProcessProgram Review Process

Promotion is an AdvancementPromotion is an Advancement• Assistant to AssociateAssistant to Associate• Associate to Full TitleAssociate to Full Title• Full Title from Step V to VIFull Title from Step V to VI

AccelerationAcceleration• May be requested for Merit or May be requested for Merit or

Promotion that occurs earlier Promotion that occurs earlier than normal.than normal.


Vice PresidentVice President

Appeals Appeals Ad HocAd Hoc

Associate Vice PresidentAssociate Vice President

(final decision)(final decision)

Senior Administrative CouncilSenior Administrative Council

Ad HocAd Hoc

All CasesAll Cases

Regional Director Prepares RecommendationRegional Director Prepares Recommendation

All CasesAll Cases

CD and SSP Director Prepares RecommendationCD and SSP Director Prepares Recommendation

All CasesAll Cases

Promo/AccelerationPromo/Acceleration

Candidate Prepares PR DossierCandidate Prepares PR Dossier

Senior Administrative Council Senior Administrative Council (SAC) Roles(SAC) Roles

RD completes evaluation of all Merit, RD completes evaluation of all Merit, Promotion and Acceleration dossiersPromotion and Acceleration dossiers

Process used by SACProcess used by SACPL presents packet and makes PL presents packet and makes

recommendationrecommendationRD Adds comments/defendsRD Adds comments/defendsDiscussion by all SAC membersDiscussion by all SAC membersRecommendation made to AVP Recommendation made to AVP

StandifordStandiford


Vice PresidentVice President

Appeals Appeals Ad HocAd Hoc

Associate Vice PresidentAssociate Vice President(final decision)(final decision)

Definite Appointments & Term Reviews

Ad Hoc Committees

2nd Cycle1st Cycle 3rd Cycle

Unless negative by CD or RD which triggers appointment of Ad Hoc comm.

Can not be considered for an acceleration.

Merit

Term Review only

Period since last salary action

Promotion

Promotion & Term Review

Entire periodin rank

Acceleration

Acceleration & Term Review

For merit: since last merit,

For promotion: since last promotion

2005-06 Timeline for Merit, Promotion, 2005-06 Timeline for Merit, Promotion, and Acceleration Actionsand Acceleration Actions

Oct.Oct. CD Requests Letters of Evaluation for Promotions.CD Requests Letters of Evaluation for Promotions.

CD Requests letters for Merit to Full VII and above CD Requests letters for Merit to Full VII and above

Dec.Dec. Deadline for Request of Optional Regional Ad hoc Deadline for Request of Optional Regional Ad hoc ReviewReview

Feb.Feb. Completed Package to SupervisorCompleted Package to Supervisor

Feb.Feb. CD -> RD -> Academic Personnel Office CD -> RD -> Academic Personnel Office

Mar.Mar. CD and SSP Director -> Evaluation of CD and SSP Director -> Evaluation of Candidate to RD Candidate to RD

Timeline Merit/Promotion/Acceleration Timeline Merit/Promotion/Acceleration Actions (continued)Actions (continued)

Mar.Mar. RD -> Pkg w/ RD Evaluation to APORD -> Pkg w/ RD Evaluation to APO

Apr.Apr. Ad Hoc Committee Report due to APOAd Hoc Committee Report due to APO

Apr.Apr. Personnel Committee Review and Personnel Committee Review and Evaluation of Ad Hoc ReportsEvaluation of Ad Hoc Reports

MayMay SAC Review All Dossiers and Makes SAC Review All Dossiers and Makes Recommendations to Assoc Recommendations to Assoc

VP VP

JuneJune Final Decision Made by AVP Final Decision Made by AVP

By JulyBy July Final Decisions Provided to RDs; Final Decisions Provided to RDs; notification notification letters mailed to Advisors letters mailed to Advisors

and County Directors. and County Directors.

Years atRank Step Step Annual Monthly

Assistant I 2 41,400$ 3,450.00Advisor II 2 43,500$ 3,625.00

III 2 45,600$ 3,800.00IV 2 48,500$ 4,041.67V 2 51,300$ 4,275.00 Overlap stepVI 2 54,100$ 4,508.33

Associate I 2 51,400$ 4,283.33Advisor II 2 54,200$ 4,516.67

III 2 56,700$ 4,725.00IV 3 61,000$ 5,083.33 Overlap stepV 3 65,400$ 5,450.00

Advisor I 3 61,100$ 5,091.67

II 3 65,500$ 5,458.33III 3 71,800$ 5,983.33IV 3 78,500$ 6,541.67V -- 84,700$ 7,058.33VI -- 92,100$ 7,675.00VII -- 101,300$ 8,441.67VIII -- 111,500$ 9,291.70IX -- 121,200$ 10,100.00

COOPERATIVE EXTENSION ADVISOR

FISCAL YEAR SALARY SCALES EFFECTIVE 10/01/05

MERITS & PROMOTIONSMERITS & PROMOTIONS2000 2001

2002Prom-Acc 80%(5) 50%(10) 50%(4)

Prom-Norm 79%(24) 63%(16) 65%(20)Merits-Acc 73%(11) 67%(15)70%(20)Merits-Norm 90%(63) 88%(49) 93%(54)

2003 20042005Prom-Acc 25%(4) 100%(3)42%(12)Prom-Norm 80%(20) 78%(23) 76%(17)Merits-Acc 89%(9) 75%(8)67%(12)Merits-Norm 90%(78) 91%(56) 93%(41)

Acceleration Statistics2005

Promotion+Accel. 42% (12)

Promotion+Normal 76% (17)

Merits+Accel. 67% (12)

Merits+Normal 93% (41)

OTHER 2004 ACTIONSOTHER 2004 ACTIONS

Retroactive 1 yearRetroactive 1 year• 3 merits3 merits

Off ScaleOff Scale• 3 cases3 cases

Other 2004 ObservationsOther 2004 Observations County Directors similar to other advisorCounty Directors similar to other advisor

• 5050% of CD promotion accelerations positive % of CD promotion accelerations positive (vs. (vs. 4242% for other advisors)% for other advisors)

• 100100% of CD merits positive (vs. % of CD merits positive (vs. 9393%)%)• 6767% of CD actions positive (vs. % of CD actions positive (vs. 7878%)%)

Large number of Large number of accelerationsaccelerations ( (29% of all 29% of all casescases))

4747% negative actions received % negative actions received some some salary increasesalary increase (overlapping step, normal (overlapping step, normal merit step, etc.)merit step, etc.)

2001 2002 2003 2005 Filed 11 3 2 5 Approved 1 1 1

Appeals- 2001-2005

1) Acceleration Statement 2) Position Description 3) Self Statement 4) Extension, Research, and

Creative Activity 5) Professional Competence 6) University and Public

Service 7) Affirmative Action

8) Bibliography 9) Publication examples

(promotions only) 10) Letters of Evaluation

(when required) 11) Appendix

(a) Extension Activities (b) Other

Overall PR OrganizationOverall PR Organization

Acceleration Statement

Greater than normal productivity in all four criteria for individual’s rank

Exceptional achievement in at least one criteria.

From the “Blue (E) Book”

An acceleration … is intended to recognize exemplary efforts beyond what is normally considered …

Emphasize activities that represent an unusual or exceptional effort or contribution beyond what is expected for your rank…

Activity Must Be:

Above and beyond in all categories

Such as:

Major educational effort

Research break through

Major service component

For CD’s, increased support for county

Remember

Each case is different

SAC does attempt to equalize across requests

The “driver” needs to be very clear

Your Evaluation is Based on Position Description

• All position descriptions that apply to the period of review must be included.

Self-StatementSelf-Statement

Candidate may include:Candidate may include:• programs’ overall goalprograms’ overall goal• issues addressedissues addressed• summary of major results and impactssummary of major results and impacts• external factors that influenced the external factors that influenced the

balance of their program balance of their program

Extending knowledge, research Extending knowledge, research and creative activityand creative activity

One page project descriptions One page project descriptions

Candidate may include:Candidate may include: Outline at the beginning of each sub-Outline at the beginning of each sub-

section section A 1/2 page describing each category with A 1/2 page describing each category with

overall results and impactsoverall results and impacts

Extending knowledge, Extending knowledge, research and creative activityresearch and creative activity

Format for project descriptions:Format for project descriptions:

1. Project title1. Project title

2. Collaborators (if applicable)2. Collaborators (if applicable)

3. Grant and program support (if applicable)3. Grant and program support (if applicable)

4. Background, Rationale, Objective(s)4. Background, Rationale, Objective(s)

5. Methods5. Methods

a. Research (if applicable)a. Research (if applicable)

b. Extension (if applicable)b. Extension (if applicable)

6. My role6. My role

7. Results7. Results

8. Impact8. Impact

Affirmative ActionAffirmative Action AA should be described in self-AA should be described in self-

statement and the four criteria areas statement and the four criteria areas (where relevant)(where relevant)

In the stand alone AA section, efforts In the stand alone AA section, efforts and accomplishments should be and accomplishments should be highlightedhighlighted

Methods used to reach under- Methods used to reach underrepresented clientele represented clientele

Not exceed two pagesNot exceed two pages

Bibliography

4. “In press” publications must include acceptance letter in an appendix.

1. Chronological order and serialized

2. Candidates are expected to identify their activity/role for items during current review period and to highlight them.

3. Should be divided into peer reviewed & non-peer reviewed

Peer review means “ subject to possibility of rejection”

Publication examples

For promotions, accelerations and merits to FT VII to FT IX only

Performance Level for Academic RanksPerformance Level for Academic RanksAssistant RankAssistant Rank

Entry levelEntry level Demonstrate ability to assess needs and set Demonstrate ability to assess needs and set

priorities, plan, organize, implement and priorities, plan, organize, implement and evaluateevaluate

Positive AA commitmentPositive AA commitment Evidence of professional competence and Evidence of professional competence and

activity and dedication to continue activity and dedication to continue professional improvementprofessional improvement

All four criteria All four criteria needneed NOT BENOT BE equally equally developeddeveloped

Emphasis will be on extending knowledge and Emphasis will be on extending knowledge and applied/creative activity.applied/creative activity.

Performance Level for Academic Performance Level for Academic Ranks-Ranks-

Associate RankAssociate Rank

Reserved for academics who demonstrate significant Reserved for academics who demonstrate significant potential for a potential for a productive careerproductive career in CE in CE

Must have demonstrated an ability to set program Must have demonstrated an ability to set program prioritiespriorities

Relate and interact well w/ colleagues/clienteleRelate and interact well w/ colleagues/clientele Demonstrated initiative and leadership in total Demonstrated initiative and leadership in total

program development and deliveryprogram development and delivery Positive AA commitment and effortPositive AA commitment and effort Becoming a career staff employee & demonstrate Becoming a career staff employee & demonstrate

movement towardsmovement towards balanced program. balanced program.

Performance Level for Academic Ranks-Performance Level for Academic Ranks-Full RankFull Rank

Must have developed an excellent program in the Must have developed an excellent program in the four criteria and AAfour criteria and AA

Successful in terms of Successful in terms of positive contributionspositive contributions to their to their discipline, intellectual development, program discipline, intellectual development, program growth, depth, clientele and colleague respect, AA growth, depth, clientele and colleague respect, AA accomplishment and professional improvementaccomplishment and professional improvement

Program results show Program results show excellenceexcellence in education in education Should include peer reviewed publications and Should include peer reviewed publications and

county and/or statewide publications for clientelecounty and/or statewide publications for clientele Expected to have demonstrated Expected to have demonstrated long range planninglong range planning

leadership w/in their program area.leadership w/in their program area.

Full Rank, Step VIFull Rank, Step VI

Documented evidence of an outstanding Documented evidence of an outstanding program which shows a program which shows a balancebalance of of significant and continuous growth in the significant and continuous growth in the four criteriafour criteria

Within the criteria there must be Within the criteria there must be demonstrated effort & demonstrated effort & commitment in AAcommitment in AA

Evidence that the candidate’s influence Evidence that the candidate’s influence has continued to grow and that s/he is has continued to grow and that s/he is widely widely recognizedrecognized in his/her specialty. in his/her specialty.

Full Rank, Step VII, VIII, IXFull Rank, Step VII, VIII, IX Reserved for persons who have made Reserved for persons who have made exceptionalexceptional

contributionscontributions to a major program area, resulting in to a major program area, resulting in significant benefits to the people of CA and significant benefits to the people of CA and contributing favorably to the prestige of UC and contributing favorably to the prestige of UC and UCCEUCCE

Evidence of continuing Evidence of continuing superiorsuperior ability, ability, professional attainment and growth in the professional attainment and growth in the individual’s fieldindividual’s field

Also demonstrate peer Also demonstrate peer leadershipleadership, originality, and , originality, and ability to work effectively with othersability to work effectively with others

Continued Continued Full Rank, Step VII, VIII, IXFull Rank, Step VII, VIII, IX

Advancement to Step IX is reserved for Advancement to Step IX is reserved for persons of the highest distinction whose persons of the highest distinction whose work has been work has been nationallynationally recognized and recognized and acclaimedacclaimed

Show strong evidence of a well-balanced Show strong evidence of a well-balanced program w/ program w/ outstanding performanceoutstanding performance in all in all four criteria areas and AAfour criteria areas and AA

Strong evidence of a wide scope of Strong evidence of a wide scope of recognition and highly recognition and highly meritorious servicemeritorious service..

Academic CoordinatorsAcademic Coordinators

They administer academic research or They administer academic research or educational programs that are intended educational programs that are intended to serve the general public.to serve the general public.

Types of coordinating activities in these Types of coordinating activities in these positions are quite diversepositions are quite diverse

Updated position description including Updated position description including salary changes are listed in APM-375 salary changes are listed in APM-375 found at:found at:

http://www.ucop.edu/acadadv/http://www.ucop.edu/acadadv/acadpers/apm/apm-375.pdfacadpers/apm/apm-375.pdf

Review Criteria for Academic Review Criteria for Academic CoordinatorsCoordinators

Administrative PerformanceAdministrative Performance Professional competence and ActivityProfessional competence and Activity University and Public ServiceUniversity and Public Service Affirmative ActionAffirmative Action Questions: Questions: Contact Carolyn FrazierContact Carolyn Frazier

County DirectorsCounty Directors

Performance in Extending Knowledge & InfoPerformance in Extending Knowledge & Info

Leadership, management, and Leadership, management, and organizational skills should include:organizational skills should include:• Development, motivation and evaluation of Development, motivation and evaluation of

staffstaff• Evidence of efforts related to local and regional Evidence of efforts related to local and regional

issuesissues• Relationships with Co. government and Relationships with Co. government and

agenciesagencies• Activity in cross-discipline or regional programsActivity in cross-discipline or regional programs


Performance--Applied Research/Creative Performance--Applied Research/Creative ActivityActivity

Accomplishments related to administrative Accomplishments related to administrative innovations should include such areas as:innovations should include such areas as:• Leadership w/ staff/programs to reach new audiencesLeadership w/ staff/programs to reach new audiences• Procurement and management of budget resourcesProcurement and management of budget resources• Procurement and management of facilitiesProcurement and management of facilities• Techniques of personnel evaluationTechniques of personnel evaluation• Public relation effortsPublic relation efforts• Creative staffingCreative staffing• Leadership in encouraging applied research in all Leadership in encouraging applied research in all subject subject

areas addressed by CEareas addressed by CE


Professional Competence and ActivityProfessional Competence and Activity

There should be evidence of:There should be evidence of:• Leadership in professional societies and Leadership in professional societies and

groupsgroups• In local boards and advisory groupsIn local boards and advisory groups• Staff involvement in professional Staff involvement in professional

developmentdevelopment• Also include recognition by colleagues/clientele Also include recognition by colleagues/clientele

for administrative leadership providedfor administrative leadership provided


University and Public ServiceUniversity and Public Service

There should be evidence of:There should be evidence of:• Activity on Regional and/or Division Activity on Regional and/or Division

Committees and workgroupsCommittees and workgroups• Contributions to county, community, regional, Contributions to county, community, regional,

and statewide activitiesand statewide activities


Affirmative ActionAffirmative Action

There should be evidence of:There should be evidence of:• Efforts of CD and of Staff in reaching Efforts of CD and of Staff in reaching

underrepresented clienteleunderrepresented clientele• Outreach programs and of training providedOutreach programs and of training provided• Initiating innovative programs which Initiating innovative programs which

effectively impact underserved and minority effectively impact underserved and minority issuesissues

• Describe staff efforts regarding Describe staff efforts regarding parity/compliance.parity/compliance.

Term ReviewsTerm Reviews

An evaluation of a An evaluation of a term review PRterm review PR dossier is completed to show that the dossier is completed to show that the candidate is performing at a level candidate is performing at a level appropriate to rank and step and shows appropriate to rank and step and shows promise for a productive career in promise for a productive career in Cooperative Extension.Cooperative Extension.

A negative ad hoc report in the final term A negative ad hoc report in the final term maymay result in the result in the terminationtermination..

Term ReviewsTerm Reviews

PRs for individuals up for second and third PRs for individuals up for second and third term reviews will consist of a PR covering term reviews will consist of a PR covering the present review period, together with the present review period, together with copies of PRs from the previous review copies of PRs from the previous review period(s).period(s).

If either of these term reviews is If either of these term reviews is concurrent with a promotion action, the concurrent with a promotion action, the promotion dossier covers the entire promotion dossier covers the entire period in present rank so no other dossier period in present rank so no other dossier will be submitted.will be submitted.

Periods of ReviewPeriods of Review Term reviewTerm review:: 2 years 2 years

Merit at Assistant and Associate levelsMerit at Assistant and Associate levels:: 2 2 yearsyears

Merit at Full Title LevelsMerit at Full Title Levels:: 3 years 3 years

Accelerated MeritAccelerated Merit:: Since end of evaluation Since end of evaluation period resulting in the last salary actionperiod resulting in the last salary action

Periods of ReviewPeriods of Review

Promotion to Associate RankPromotion to Associate Rank: Entire : Entire careercareer

Promotion to Full TitlePromotion to Full Title: : Since promotion to Since promotion to Associate rankAssociate rank

Promotion to Full Title VIPromotion to Full Title VI: : Entire career for Entire career for Self-statementSelf-statement, , Since promotion to Full Since promotion to Full Title for the four Academic criteria Title for the four Academic criteria and Affirmative Actionand Affirmative Action

Periods of ReviewPeriods of Review Acceleration StatementAcceleration Statement : : Since end of Since end of

evaluation period resulting in the last evaluation period resulting in the last salary action.salary action.

BibliographyBibliography:: Chronological for entire Chronological for entire career, with period since end of career, with period since end of evaluation period resulting in the last evaluation period resulting in the last salary action salary action highlightedhighlighted..

Extension Activities AppendixExtension Activities Appendix::Since end Since end of evaluation period resulting in the of evaluation period resulting in the last salary action.last salary action.

Evaluating the PREvaluating the PR

Base your Base your report on the PR documentreport on the PR document not not on what you think you know about the on what you think you know about the candidate’s program!!candidate’s program!!

Position description Position description is basis for evaluationis basis for evaluation

Use your best judgement and Use your best judgement and professional professional opinionopinion - give the same careful - give the same careful consideration that you would want your PR consideration that you would want your PR dossier to receive.dossier to receive.

Evaluating the PREvaluating the PR

Your role is to evaluate the content of the Your role is to evaluate the content of the document, document, not the formatnot the format..

For ex. Several items in the PR have For ex. Several items in the PR have page limitations, you do not evaluate page limitations, you do not evaluate on conformance. on conformance.

ConfidentialityConfidentiality

Keep all communications among your Keep all communications among your committee and Oakland committee and Oakland confidential!confidential!

Use discretion with fax or e-mail--Use discretion with fax or e-mail--confidentiality can be easily compromised.confidentiality can be easily compromised.

Telephone communications are best.Telephone communications are best.

Writing Effective Ad hoc Reports

Suggested Format & ApproachSuggested Format & Approach

Offer objective Offer objective mentoringmentoring along with a along with a recommendation.recommendation.

State candidate’s State candidate’s strengthsstrengths and areas that and areas that need improvementneed improvement for future advancement for future advancement

Criticism should be Criticism should be constructive constructive

Statements & evaluative Statements & evaluative comments mustcomments must support support recommendationrecommendation

Do’s and Don’tsDo’s and Don’ts

Do’s Don’t s

Spell candidate’s name correctly. Spell check.

Write a report that is more than 2 pages

Be consistent with rank and step that candidate is seeking.

Criticize the PR without providing constructive feedback

Write a meaningful and substantive report on the quality of candidate’s program.

Don’t nit pick

Committee Logistics and Committee Logistics and ProceduresProcedures

TimelineTimelineDeadline for report to be in Oakland: Deadline for report to be in Oakland: ApApril 5thril 5th

Schedule committee meetings or Schedule committee meetings or teleconference calls during Marchteleconference calls during March

Provide enough time to:Provide enough time to:

ScheduleSchedule (calendars are crowded) (calendars are crowded)

MeetMeet (one day depending on number of (one day depending on number of candidates & travel time)candidates & travel time)

WriteWrite report and upload it On line report and upload it On line

Meeting venuesMeeting venuesChair determinesChair determines meeting or telephone meeting or telephone

conference call format.conference call format.

Select sites that are Select sites that are convenientconvenient for all for all travel members, travel members, BUT discrete and BUT discrete and securesecure..

Avoid sites where other ANR employees Avoid sites where other ANR employees will congregate or be encountered.will congregate or be encountered.

Avoid sites near candidates’ locations.Avoid sites near candidates’ locations.

Committee BusinessDiscuss/develop comments on candidate’s program

Always review with Position Description in mind

Keep notes, check with members to ensure accuracy of interpretation of group’s thoughts and assessment

Develop consensus and outline committee report

Draft document with key findings and recommendations spelled out

If consensus is not possible, minority report may be submitted

Minority reports

A committee member who does not agree with evaluation of candidate’s review has the right to file a minority report.

Minority report must:

•Be a stand alone analysis of the candidate’s program

•Review the critical points of disagreement

•Support the alternative view presented

•Be submitted in Hard copy in 2006

Special Actions

In rare cases where a candidate’s program & performance are considered “exemplary”, the Ad Hoc committee can recommend SAC take special action to reward the individual.

•Special Actions include off-scale & retroactive salary increases, etc.

•Recommendations for Special Action should:

- Provide specific documentation showing why a special action is warranted

- Not specify what special action should be taken

Committee Sign-off

On Line

To protect confidentiality by reducing exposure of documents

Travel claimsFor confidentiality, inform committee that claims are made directly to ANR, Oakland

Provide instructions, forms and contacts to committee members

Lessons learned from past Lessons learned from past Ad hoc Committees that strayed from Ad hoc Committees that strayed from

their assignmenttheir assignment

Do not:Do not: Blame CDBlame CD or anyone else for not reviewing or anyone else for not reviewing

PRPR Review based on Review based on personalitypersonality or personal or personal

knowledge of candidateknowledge of candidate RepeatRepeat what candidate has done back to what candidate has done back to

them (need to mention strengths and them (need to mention strengths and areas of improvement)areas of improvement)

WaitWait too long to meet as a committee and too long to meet as a committee and develop reportdevelop report

What if?What if?

The project descriptions go longer The project descriptions go longer than a page?than a page?

The PR document needs editing, The PR document needs editing, spell check, etc.?spell check, etc.?

A candidate presents incorrect A candidate presents incorrect information or it is grossly information or it is grossly exaggerated?exaggerated?

Any questions?Any questions?

Requesting Help & Additional Requesting Help & Additional InformationInformation

If you have any If you have any questionsquestions, or need to , or need to clarify issues contact:clarify issues contact:

Carolyn Frazier (510)987-0082Carolyn Frazier (510)[email protected]@ucop.edu

Do notDo not contact the candidate, contact the candidate, CD, RD CD, RD or Personnel Committeeor Personnel Committee directly!! directly!!

peer review ad hoc chair training

Documents

review committee reportsit

committee chairs

personnel committee

review criteria

electronic review

peer review

administrative review

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