Suggestions on Preparing Continuing Status and Promotion Packets for Cooperative Extension Agents

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Suggestions on Preparing Continuing Status and
Promotion Packetsfor Cooperative Extension Agents
Updated May, 2011
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• The following are some observations from the
  review of numerous previous packets

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Formatting
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Neatness Counts!

• Format document for ease of reading and clarity
  use indentation, paragraph blocking to show
  separate entries
• Watch for widows/orphans
• (one sentence hanging by itself at the bottom or
  top of the page).
• Submit a neat packet

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Spelling Counts!

• Use spell check
• Spelling and proper grammar are a must
• Ask someone fastidious to proofread your packet
• Carelessness detracts and distracts
• It can (and will) appear as if you are not taking
  the process seriously
• Your dossier should be treated with the same care
  as a submitted, peer-reviewed publication

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More Neatness

• Use the same font as the Provosts instructions
  Times Roman, 12 pt. (but you can get away with 11
  pt)
• Or, you may use the personal font of your choice,
  but take into account unusual typefaces make you
  stand out

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No Cover Sheet

• Section I does not need a cover sheet.

Continuing Status and Promotion Dossier Six-Year
Review Name Title The University of
Arizona Cooperative Extension XXX County 9/7/11
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Cover page for your dossier is the one in the
Provosts Guidelines
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Divider Sheets

• Use these sheets provided by the Provosts office
  - do not retype.
• Pages should be downloaded from their site
  http//facultyaffairs.arizona.edu/promotionCont_S
  tatus_Promotion.

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Divider Sheets

• Do not bind or place dividers in the packets
  other than the provosts section pages.

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Divider Sheets

• If a section does not apply to you, include the
  divider page and indicate N/A on the page. Either
  put it at the top right hand side or insert a
  sheet with Section Not Applicable

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No Addenda or Samples

• Addenda are not acceptable nor appropriate.
• Do not include samples of work or newspaper
  articles, etc.
• If you do, they will not be forwarded past this
  office.
• At the 6 year review, samples are required to be
  sent to outside reviewers, but they are not sent
  to anyone else. You do submit samples to your CED
  (or director in the case you are a CED).
• They make the decision what to send to
  evaluators.

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Page Numbering

• Number your pages number each section
  separately.
• Do not use page numbers for the entire dossier.

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Watch Your Acronyms

• Do not use, or minimize use of acronyms and
  initials... spell out the words.
• No buzz words.
• Remember that some of the reviewers may have
  little or no knowledge of Cooperative Extension.

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Previous Service

• Those wishing to apply previous service at
  another university should include 1) a statement
  of the nature of the previous service as a part
  of the Job Description section, including rank
  obtained and status at previous university and 2)
  use the products of previous service (at least
  some significant items) in the CV ... as deemed
  important to the current position.

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Summary Data Sheet
EmpID EIN Date date submitted to
CED Name Address where the Provost will mail
their determination Current Rank Area is not a
rank, it is a title College Agriculture Life
Sciences Department Cooperative Extension, xxx
County Terminal Degree, Month Year
obtained Know your clock date! (refer to offer
letter) FACULTY Service other than UA After
terminal degree, including present fiscal
year FACULTY Service _at_ UA (Cooperative Extension,
xxx County) Include any clock delays or
approved LOA
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Section II Job Description

• All job descriptions for the period under
  consideration should be included IF there were
  significant changes.
• These must have been signed and dated by the
  candidate, the unit head (CED), the Extension
  director and the dean.

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Section II Job Description

• The job description should explain the
  candidates workload, including importance and
  percentage of time devoted to teaching and
  advising, research, service/outreach or other
  activities as appropriate.
• Check your current one, and if you need to change
  it, do it now! Do not wait until the last minute
  if at all possible some faculty and their heads
  may have differing opinions on what is expected.
  If there is a disagreement, an explanation of
  differences should be prepared and signed by the
  candidate.
• This is a direct quote from the Provosts April
  guidelines. The college recommends the shorter
  format contained in the APROL system, with a
  maximum of 2 pages in length. Make sure all
  position descriptions are signed and dated. Your
  original documents are kept in this office and
  when your packet is submitted, I replace your
  copy with the original one.

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Section II Job Description

• What is usually included is the long one that
  contains lines of responsibility, etc.,
  modified from the position/recruiting
  announcement, and the subsequent one(s) using the
  APROL format.
• There should be an effective date at the bottom

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Provosts Position Description Page

• Check these boxes to indicate that you have seen
  them.
• It is not necessary for typical agents to have
  any reason to fill this out.

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Long Position Description
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APROL Format

• The APROL format is
• one-two pages, fully signed,
• with effective date at bottom for clarity.
• Succinctly and broadly stated. Too many details
  are too many.
• Dont forget, you will be held accountable for
  each statement.

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Criteria
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Section III Criteria

• Pay close attention to the Departmental and the
  College criteria for Continuing Status and
  Promotion
• (http//ag.arizona.edu/dean/Abstrext5.pdf)
• and
• http//cals.arizona.edu/extension/profdev/criteria
  _04.pdf).These criteria, along with the Context
  Statement, need to be included and are
  specifically designed for use in the dossier. 

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Criteria contd

• The longer version of the CALS guidelines and
  criteria may be sent to outside reviewers to
  provide greater detail if you think it will
  benefit your application.
• The Extension criteria is 5 pages, and fully
  explains the differences in expectations for
  different ranks.

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Criteria contd

• The Cooperative Extension Context Statement is
  inserted between the College criteria and the
  Extension criteria.
• http//cals.arizona.edu/extension/profdev/context_
  statement1.pdf

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Section IV Curriculum Vitae

• Follow the outline Curriculum Vitae categories
  use the same headings and if there is no entry
  under a heading, omit the heading.

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Curriculum Vitae

• Use care in reporting, do not duplicate, do not
  mis-classify products, publications, etc.
• The CV in the correct order is critical.
• Positions of employment should be listed in
  reverse chronological order (most recent first)
  publications and other categories following
  should be listed in chronological order (oldest
  to most recent).
• A suggested format is also listed on the
  Provosts page
• http//facultyaffairs.arizona.edu/sites/default/fi
  les/Suggested_Format_for_Curriculum_Vitae.pdf

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Percent Effort

• Percentage of effort on grants is interpreted
  differently across campus.
• Committees at the college and university level
  prefer that each candidate define what percent
  effort means in their area.
• It is essential that an individuals effort in
  terms of grants, publications, etc. with multiple
  authors is spelled out.

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Curriculum Vitae

• In Section IV, the Curriculum Vitae, under
  Outreach use a statement like the following
• The candidate is a faculty member of Arizona
  Cooperative Extension, College of Agriculture and
  Life Sciences, whose primary responsibility is
  outreach educational programs. These outreach
  programs are presented in Section Vb.

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Publications

• If publications do not fit categories place in
  Other Publications or put as a product of
  Extension Programs in Section Vb.
• Be clear about publications, use Extension
  Program area to relate publications to program.

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Publications

• Note carefully the items under Publications/Creat
  ive Activity.
• This item is for peer-reviewed publications as
  defined in the outline.
• Do not mis-state the level of your publications.
• Most of our publications are in the Other
  Publications category.

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Publications/Creative Activity (contd)

• The CV should not include abstracts, research
  reports, or conference proceedings unless
  peer-reviewed
• These types of publications may be referenced in
  Extension Section Vb
• Clearly indicate peer-reviewed where applicable

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Publications

• The Work in Progress is not a place to identify
  current activities or projects. It is a place to
  identify writing or similar output not yet
  accepted for publication.
• Something that has been submitted.
• Do not include works that have not been submitted.

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Presentations

• Community Presentations should be those
  presentations not to be included under Extension
  Programs in Section Vb
• Program items can be included in Section Vb as a
  part of program implementation
• Do not list each presentation separately
  summarize, be succinct
• a table format is preferable

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Grants and Contracts

• Grants and contracts should be clearly designated
  as to the candidates participation... a table
  with funding level and agency, duration,
  candidates participation, etc., could usefully
  display the information.
• Explain why an award or grant is prestigious or
  important.

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Grants Contracts (continued)

• More documentation and accountability in grants
  and collaborative work should be cited.
• Although teamwork is highly valued, information
  contained in some packets was unclear as to the
  role and responsibility of the candidate in these
  collaborative efforts.

Suggestions/comments from the 2003 CALS Promotion
and Continuing Status Appointment Committee
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Sign your C.V.

• Your signature should appear on the last page of
  the curriculum vitae with the following
  statement

This is a true and accurate statement of my
activities and accomplishments. I understand that
misrepresentation in securing continuing status
and promotion may lead to dismissal or suspension
under ABOR Policy 6-301 I.2.b.
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Candidate Statement of Objectives on Teaching,
Research and Service

• The Personal Statement should be concise and
  direct, related to your position and how your
  work matters.
• To the extent possible, the statement taken as a
  whole should show how the candidate integrates
  these areas toward achieving his/her objectives.

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Candidate Statement

• Make sure the statement is clearly presented
• Ask colleague(s) to read/critique it for content,
  readability, and grammatical accuracy
• The characteristics of a good candidate statement
  are clarity, organization, sense of purpose,
  clear goals, and honesty

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Candidate Statement (continued)

• The 2003 CALS Promotion Continuing Appointment
  Committee suggested that too many (statements)
  reflected broad philosophical statements that
  lacked relevancy to their responsibilities or
  duplicated information already contained in the
  packet. They encourage more focus and objectives
  in this section.

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Candidate Statement (continued)

• Statement of accomplishments and objectives on
  teaching, research and service/outreach tells
  your story, and provides context for reviewers.

Many candidate statements are poorly
written. A clear, well-organized candidate
statement is critical. The outreach statement
is often just as critical (as the CV).

- Comments from the 2005 UA CSP
Committee
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Candidate Statement

• The statement is meant to identify professional
  goals, explain how research, teaching or
  extension objectives have evolved over time, and
  show how accomplishments support future
  objectives and direction.
• One of the biggest mistakes candidates make is
  going into too much detail on the accomplishments
  themselves rather than how they support
  objectives.
• Dont do a laundry list of accomplishments,
  illustrate your impact on clientele/stakeholders.

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Candidate Statement (still continued)

• This is YOUR statement of yourself.
• Write in the first person.
• This section can be a huge determining factor in
  the final decision.

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Candidate Statement (still still continued)

• State your case
• Be specific as to what you did, what it means,
  what was your contribution and its relevance why
  you are important!
• The trick is to do this without restating what is
  already in your packet.

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Candidate Statement

• It has been suggested that you start by
  considering
• Why are you doing your job?
• Who are you doing it for? Who are you trying to
  please?
• What did you intend to do? What did you do to
  start something? What did you accomplish?
• Where do you hope to be now and in the future?
• How do you plan to do things to get what you want?

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Candidate Statement

• Concentrate on concepts and how they are
  important in the field, not on specific technical
  details.
• Remember that some readers will be outside the
  discipline statements containing too many
  technical terms may be less effective.

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Candidate Statement

• If you have an administrative appointment (CED
  duties) they should be presented here. It is
  important for the committees to know what this
  commitment is in terms of helping them gauge your
  other work. In these and most cases, they are
  really after quality of work, not quantity.

Note from 2005 UA Committee Chair
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Section Va Evaluation of Teaching Advising

• Most Agents do not have teaching appointments,
  however a very few do, and the Provost suggests
  the following

Evaluation of Teaching Advising is Prepared
Jointly by Head and Candidate

• List all courses taught in past 5 years.
• List awards, grants.
• Document individual student contact.
• Describe development activities.
• Include peer observation, if available.
• Summarize and include Teacher Course Evaluation
  (TCE) results (available at http//oire.arizona.ed
  u).

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Section Vb Evaluation of Educational Outreach

• Clearly distinguish programs in Section Vb.
• A description of three or four major components
  of the candidate's program should be clearly
  stated. These efforts should coincide with the
  stated program thrusts in the position
  description. Include the purpose and objectives
  of the program, the target group, and expected
  results. Specify indicators by which objectives
  can be measured.
• It is suggested that each program of the
  candidate not exceed 3 pages with the entire
  section no longer than 10 pages. Even that may be
  too long, but if you are adding some of the
  outputs as a part of the implementation, more
  space may be needed.

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Section Vb Evaluation of Educational Outreach

• Make sure there is a demonstrated link between
  programs and research. We say research-based
  programming but need to show it.
• Linkages among agents and specialists are also
  important!

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Section Vb Evaluation of Educational Outreach

• Place components of each Extension program
  together, i.e., for each program area you are
  reporting on, do a section on planning,
  implementation, and evaluation (performance
  measures and program accomplishments) and results
  (impacts!) before you begin the next program
  discussion.

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Section Vb Evaluation of Educational Outreach

• Make Extension educational program statements
  direct and brief. Do not over-do it. Program
  justification should not be very long and have
  only the very essential facts.

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Section Vb Evaluation of Educational Outreach

• Extension Program implementation should include
  presentations, publications and any other output
  that is directly related to the program. However,
  do not duplicate.
• If a peer reviewed journal article is developed,
  include in Curriculum Vitae, not in program
  implementation.

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Section Vb Evaluation of Educational Outreach

• The table format could also be used to present
  numbers of demonstrations, presentations,
  workshops, etc. and these should be identified by
  the program to which they contribute.
• Again, consolidate the table.
• Program Awards Grants are also reported here,
  if not already listed in the CV portion.
• If listed in the CV, reference to that section.

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Section Vb Evaluation of Educational Outreach

• Program accomplishments should include outcomes
  or effects, changes that resulted and/or long
  term impact of the program.
• Outside evaluators, as well as college and
  university committee members, invariably comment
  on demonstrated impact or lack thereof in
  discussions of a candidates programs.

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Section VII Letters from Outside Evaluators

• You may submit names of outside referees, but
  less than half might be chosen. The university
  requires independent referees, so please do not
  submit anyones name with who you have a close or
  personal affiliation. At the university committee
  level, this is one area in particular that they
  look at closely.
• 3-8 letters of evaluation are needed for a
  complete packet.
• If you submit more than 6, this will limit your
  heads ability to adhere to the 50 policy no
  more than half can be from your list

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For County Directors

• Independence of outside reviewers must be clear
  and unequivocal.
• Make sure the dossier meets the very clear
  university guidelines in every detail.
• Units must provide clear arguments for why
  outside reviewers were selected and the nature of
  their relationship to the candidate.

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Really Serious Stuff

• Have someone (or two) else read/critique your
  packet before submitting.
• Ask your unit head
• You might consider asking someone not in your
  field do this.
• THIS IS HIGHLY RECOMMENDED!

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Take advantage of information available to you

• http//cals.arizona.edu/extension/profdev/promotio
  n.htm
• Extension Administration

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Designing a Strong Dossier
Collective Wisdom http//ag.arizona.edu/dean/cwin
dex.html http//ag.arizona.edu/dean/cwdossierdesi
gn.html
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Finis

• The completed packet should be submitted to
  Extension Administration as unstapled standard
  size 81/2 x 11 sheets in a folder or envelope.
  Packets will be duplicated/scanned in the state
  office for review at the departmental, college
  and university levels.

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Calendar of Events Also on the Professional
Development Website http//ag.arizona.edu/extensi
on/profdev/calendar.pdf
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Calendar continued

• September 7
• Complete dossier is due to Extension
  Administration including outside reviewers
  letters.

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Questions?

• Patti B., Departmental Liaison

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The End