ad hoc committee orientation a lauc-sd capa workshop january 2015
TRANSCRIPT
Why have this workshop?
• All those in the librarian series with Career Status are eligible to serve on Ad Hocs
• YOU are highly likely to be called to serve on an Ad Hoc
• The responsibilities of an Ad Hoc may be found in ARPM IV.D 2-4.
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Why have Ad Hoc Committees (AHCs)?
• An Ad Hoc is a peer review group.
• Its report is as important as the other reviewers.
The role of the AHC
• Evaluates the candidate’s file documentation & reports its findings to CAPA
• Concurs/does not concur with PD recommendation
• AHC Report advises
• CAPA
• University Librarian
• Supervisory AUL
• Program Director
• Candidate
Which review actions require AHCs?
• Career Status
• Promotion
• Greater than standard merit increase (additional points)
• Termination
• When requested by the Candidate, CAPA, PD, UL or AUL
• For non-represented librarians only:
• Off-cycle review
• Self-initiated action
Who serves on an AHC?
• Every UC San Diego academic staff member in the Librarian Series is eligible
ARPM II.D: PROFESSIONAL RESPONSIBILITY It is a professional responsibility for each Librarian at UC San Diego to serve on Ad Hoc Committees. Some Librarians may serve on several such committees each year. A person may disqualify himself/herself, but only if s/he questions his/her ability to make an objective judgment in a particular case.
• Assistant, Associate and Librarian ranks
• Career status
Who cannot serve on an AHC?
• Librarians whom the candidate excludes on the Candidate’s Letter Request Form
• Current CAPA members
• CAPA members from the previous year
• Librarians who contribute confidential documentation to a review file, for two years
How do you benefit by serving on AHCs?
• Learn how peer review process works
• See different ways one can write for and submit packet contents
• Appreciate colleagues’ accomplishments
• Meet and work with other librarians at UC San Diego
How are AHCs constituted?
• CAPA recommends teams of three plus one alternate for each file that needs an AHC
• Considers rank, functional areas of expertise of candidate and potential AHC members
• Considers academic review experience of potential AHC members
• UL appoints AHC for each file
• CAPA consults with UL on AHC composition, negotiates as needed
• Once CAPA & UL agree, CAPA notifies LHR (Doug)
• LHR (Doug) sends out the call
When you receive a call:
• Reply ASAP
• The slow responder convenes the first meeting!
• Consider: Are you available/unavailable to serve?
• Availability
• Objectivity
ARPM IV.D.2: A person may disqualify himself/herself, but only if s/he questions his/her ability to make an objective judgment in a particular case, and CAPA shall recommend an alternate.
• Some years, you may serve more than once
Timing & Time Commitment
• AHCs typically are called from March-May
• Process typically takes 1-2 weeks, sometimes longer for complex files:
• Deliberation happens face to face, usually 1+ meetings
• Collaboration on writing happens via email and/or face to face
• Signature on final copy done in LHR
Quick Turn-around is Essential
• AHC is an essential part of peer review & provides important input to CAPA.
• Treat AHC work as a priority.
• Do not dawdle: The rest of the process halts until the AHC report is in!
• If the AHC needs to request additional information, that request needs time to accommodate
• Act with the alacrity you’d want others to use if it were your AHC.
AHC duties
• Respond promptly to messages
• Read the review file
• Deliberate with the other AHC members
• Collaborate in writing the report
• Delete/destroy notes, drafts and file materials after process is complete
Confidentiality & Impartiality
• Keep all file information confidential
• Keep names of AHC members confidential
• Do not make copies of any part of a review file
• Maintain impartiality
• Limit consideration to what is included in the file and for the relevant review period
How to Prepare for an AHC Meeting
• Read:
• Your email call to participate
• ARPM Section IV.D 2-4 (everything you want to know about AHCs)
• ARPM Appendix VII – Guidelines & Expectations for Merit Increases
• ARPM Appendix VIII - The AHC Report
• The Candidate’s current file
• Any retrospective material (available for cases of Promotion, Career Status or Termination)
Process
• Convene ASAP
• Elect a Chair (facilitates meetings, coordinates drafts, communicates with CAPA, reports out to LHR, assures notes and previous drafts are destroyed/deleted)
• Assess the performance
• Complete a report
• Sign report (in LHR)
• Reply to any further request from CAPA for more information or clarification
Assessing the Performance
• Look at Candidate’s rank and proposed rank
• Consider the activity within the Criteria: IA and IB, IC or ID
• Appropriate for the rank? (the CAPA self review packet training materials can be helpful)
• Appropriate for the Candidate’s years of service and activity level of the Candidate’s peer group?
• Form an opinion, discuss specific evidence with the group
• Need more evidence? Ask for it.
• Agree or disagree with the PD’s recommendation
• Write a report citing evidence for AHC’s conclusion
Typical Report
• Face-to-face discussion takes about one 2-hour meeting
• Complicated reviews take longer, more face-to-face meetings
• Report is usually 1-2 paragraphs in length, citing evidence within the file
• Evidence?: use specifics and map to the Appendix VII language
• What demonstrates of high achievement and excellent performance?
• If addressing additional salary points: what indicates “unusual performance or exceptional contribution”
Possible Options• Request further information from CAPA (via LHR)
• Ask for amplification or additional documentation
• AHC may specify from whom and what, specifically
• For PD & Candidate, ARPM Appendix III applies for additional information submitted
• Candidate, upon request, will have access to non-confidential content added to file
• Candidate and PD have opportunity to submit written statement in response to additions in the review record, before it goes back to AHC
• Consider your request carefully & professionally:
• This material becomes part of the official file
• Extra time & effort involved for several people vs. will the new information help with a decision?
Possible Options
• Everyone on AHC may not agree
• If not unanimous:
• Where there is a minority opinion, it may be written and submitted with the AHC Report
What Happens to the AHC Report?
• AHC report content becomes a part of the review file
• Candidate receives a copy of the report (without signatures) and/or may request it in future years
How are AHCs and CAPA alike?
• Both see confidential review files
• Both can ask for additional information and/or provide comments to the PD, Supervisory AUL, UL and Candidate
• Both write a report that is included in the Candidate’s file
• Both maintain confidentiality regarding the content of individual files
How do AHCs and CAPA differ?
• AHC membership is known only to CAPA, Admin Team and LHR
• AHCs only see individual files
• CAPA sees AHC report, but AHC does not see CAPA report
Questions about AHC
• Examples of inappropriate activity that should be reported:
• Non-objectivity, e.g., anti-candidate bias or undisclosed conflicts of interest
• Compromised confidentiality at any level of the process
• Report to CAPA Chair or LHR