OKLAHOMA COOPERATIVE EXTENSION SERVICE

CAREER LADDER TRAININGFEBRUARY 2013

Joyce MartinJan Maples

Cindy ConnerLeland McDaniel

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Introductory Remarks

Welcome Introductions Overview

2

Career Ladder Guidelines

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Career Ladder

Reward educators who demonstrate sustained professional growth and significant programmatic accomplishments

Level I Level II Level III

Significant career milestones

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Hiring Assignment Procedure

All new hires enter at Level I

Assignment of rank upon re-hire- Return to Career Ladder at the same level when separated

- Cannot apply until in new position at least three years

- May apply for level II or III, based on qualifications

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Portfolio Narrative and Documentation

All standards must be addressed in the narrative

3 categories, 9 sub-categories 12 standards for Level II 13 standards for Level III

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Minimum Requirements forCurrent Educators

Level I Bachelor’s degree required

Level II Bachelor’s (or higher degree) in an appropriate field Minimum of 5 total years of OCES experience Last 3 annual performance reviews – no

unsatisfactory or needs improvement ratings

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Requirements forCurrent Educators

Level III Master’s degree in an appropriate field Minimum of five continuous years at Level II Last 3 performance reviews – no unsatisfactory or

needs improvement ratings

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Requirements for EducatorsSeparated prior to 1-1-2006, then rehired

Educators may apply for Levels II and III under the following requirements

Applicants must be employed at least 3 years before applying

Level II Bachelors (or higher degree) in an appropriate field Minimum of 5 total years of OCES Service – does not need to

be continuous and does not require 5 years services at Level I Last 3 annual performance reviews - no unsatisfactory or need improvement ratings

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Minimum Requirements for EducatorsSeparated prior to 1-1-2006, then rehired

Level III Master’s Degree (or higher degree) in

appropriate field Minimum of 10 total years of OCES experience

(does not need to be continuous and does not require 5 years of service at Level II)

Last 3 annual performance reviews - no unsatisfactory or needs improvement

ratings10

Financial Rewards for Advancement $$$$

2013 Advancement from Level I to Level II

$2,500

Advancement from Level II to Level III $3,000

Budget permitting, the dollar amount will be adjusted as the general salary level rises

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QUESTIONS?

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Application Process Submit intent to apply by February 18,

2013 Submit hard copy of portfolio and

electronic copy (CD or flash drive) by April 9, 2013 by 4:00 p.m.

Documentation must be on one PDF file. Hard copy and electronic copy must be identical

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Standards of Achievement

All categories must be discussed Professionalism

Programming

Professional Development

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Professionalism Teamwork/Cooperation

Level II Demonstrated ability to cooperate effectively

as a team with OCES co-workers within the assigned county/area

ExampleParticipate in office conferences, joint

programming, and shared responsibilities. Describe efforts and provide appropriate documentation.

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Professionalism Teamwork/Cooperation (Cont)

Level III Demonstrated ability to cooperate effectively

as a team with OCES co-workers on a county, multi-county, district and state level

ExampleCooperate with other county staff, area staff, or

state specialists to conduct programs that impact diverse clientele. List programs conducted beyond subject matter area and/or regular audiences.

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Professionalism Networking

Level II Established and maintained relationships

with non-OCES professionals, individuals and groups

ExampleCooperate with agencies, businesses, chamber of

commerce, consumer groups and/or commodity groups to conduct programs. Describe and provide documentation of agendas, brochures, PowerPoint, hand-outs, etc.

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Professionalism

Networking (Cont) Level III

Expanded and sustained relationships with non-OCES professionals, individuals and groups (discuss your role)

ExampleDemonstrated involvement with elected officials,

coalitions, networking groups, commodity groups, chambers, and/or other agencies or organizations.

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Professionalism

Mentoring Level II

Sought and utilized the assistance of informal and/or formal mentors

Example

Asked other educators to answer questions and share resources.

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Professionalism

Mentoring (Cont) Level III

Provided informal and/or formal mentoring to fellow educators and/or peers

Example

Advised other educators through mentoring, County Extension Director experiences, new educator visits, or other experiences.

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Programming Program Development and Impact Assessment

Level II Developed a needs assessment for planning and

implementing programsExampleDescribe use of Program Advisory Committee advisory groups and

other resources in development of programming needs

Adapted and effectively used appropriate educational programs, including a variety of educational teaching methods and techniques (describe your role)

ExampleList and/or describe educational methods/techniques used and

document with examples.

Show Cause/Effect –Cause = PAC input; Effect = educational program to address expressed needs21

Programming

Level II (Cont) Utilized appropriate marketing techniques and provided

visibility to OCES programming

Example

List and explain marketing tools used. Provide examples of documentation such as newsletters, news releases, email lists, etc. Consistently evaluated the effectiveness of programming and

reported documented outcomes and impact on selected programs

Example

Describe impact and outcomes obtained by evaluation

and discuss how results were reported.

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Programming Program Development and Impact Assessment

Level III Expanded the needs assessment used for

planning and implementing programs

Example

List committees, individuals, communication groups, agencies and others utilized in determining program areas and identify how efforts contributed to programming.

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Programming

Level III (Cont) Aided in development of a variety of

instructional materials and consistently taught educational programs that addressed expressed needs (describe your role)

Example

Discuss your role in the development of materials and programs taught. Document with PowerPoint, handouts, educational materials and programs you developed. Tie to “expressed needs.”

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Programming

Level III (Cont) Expanded appropriate marketing techniques and

provided visibility to OCES programming

Example

List and explain how you expanded the use of marketing tools. Provide examples of regular newspaper columns, weekly radio or TV spots/shows, and/or internet, etc. Demonstrated ability to acquire funding and resources

to enhance programming

Example

List grants, donations and other dollars acquired and how they were used in programming

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Programming Level III (Cont)

Consistently evaluated the long-term effectiveness of programming through a variety of evaluation techniques used to show impact on clientele; reported impact to decision makers and others

Example

Describe long term impact and methods of reports.

Who to, and what did you report?

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Programming Partnerships

Level II Developed partnerships with clientele, sponsors,

donors, commodity groups, and other agencies to complement programming

Example

List and describe specific partnerships formed and submit documentation to support such as program brochures, agendas, grants written, etc.

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Programming Partnerships (Cont)

Level III Expanded and sustained effective working

partnerships with clientele, sponsors, donors, commodity groups, and other agencies to enhance programming

Example

Identify long term efforts of partnerships formed. List by year and/or contribution. Tell how partnerships strengthened programs.

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Programming Volunteers

Level II Recruited, trained and recognized volunteers to enhance

educational outreachExampleList and describe efforts to reach volunteers. Provide

documentation of training sessions, news articles, pictures, volunteers lists, etc.

.

Level III Effectively integrated volunteers into an active role within

OCES programmingExampleList the roles and responsibilities of volunteers in OCES

programming.

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Professional Development Professional Organizations

Level II Participated in appropriate professional associations

ExampleList memberships and participation in professional associations

such as educator professional societies, technical specialty scientific societies, etc.

Level III Contributed to the strengthening of appropriate

professional associations through leadership and/or active service

ExampleList and describe leadership roles on committees, offices held,

national meetings attended, etc.

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Professional Development Professional Skill and Subject Matter

Development Level II

Developed competency and knowledge in areas of program responsibility and process skills

Example

Describe efforts to improve competencies through education, in-service training, workshops offered through OCES and other avenues. Describe how information was utilized.

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Professional Development Professional Skill and Subject Matter

Development (Cont) Level III

Updated and applied expertise in areas of program responsibility and process skills

ExampleList opportunities to facilitate, speak or provide

leadership in a professional training opportunity at district, state or national level. Describe efforts to update skills and the application of information gained from professional development training.

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Professional Development Recognition/Awards

Level II Earned recognition at county level by clientele, peers and

others for expertise in program areaExampleList awards and recognition earned at specific levels. Document

with letters, certificates, etc. to demonstrate recognition. Level III

Earned recognition at district, state, or national level by clientele, peers and others for expertise in program area

ExampleList awards and recognition earned at specific levels. Document

with letters, certificates, etc. to demonstrate recognition.

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Questions?

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Portfolio Developmentand Review Process

District DirectorDetermines

EligibilityBy March 1

Educator Files Intent to Apply

Form By February 18

EducatorDevelopsPortfolio

Due April 9 at 4 p.m.

Apply NextYear ?

Assoc. Director Announces

Review ProcessSchedule

Yes

No

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Portfolio Guidelines

Submit in three-ring notebook 1 ½ inch maximum and electronic copy

Title Page Form Appendix V Must be placed on outside of binder and as first

page of portfolio (be sure to include in electronic copy)

Table of Contents Resume´ (2-page maximum)

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OKLAHOMA COOPERATIVE EXTENSION SERVICE

CAREER LADDER

NameCountyDistrict

Level applying forYear

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Portfolio Guidelines Cont. Narrative Format

All standards of achievement in each category and sub-category are to be addressed for all program areas and appropriately identified in order listed

20 page maximum (one side only) Georgia, font size 12 minimum 1 ½ line spacing 1 inch margins Pages must be numbered Graphs, tables and charts are acceptable to

supplement written narrative

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Portfolio Guidelines Cont. Documentation labeled to identify standards

Maximum of one page/sheet of documentation item per standard (can be front and back)

Must be neat, organized, clean, and concise Provide electronic copy of narrative to immediate supervisor Submit one hard copy and a CD or flash drive containing

one PDF file of all information in the portfolio to: Joyce Martin

139 Ag Hall (mail) Stillwater, OK 74078

or hand deliver to 255 Ag Hall39

Documentation Items 12 standards for level II = 12

documentation items 13 standards for level III = 13

documentation items

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Tips for Writing an Effective Portfolio

Avoid acronyms and abbreviations Use first person Keep sentences and paragraphs short Proof-read Have it reviewed informally Follow directions Include information about all program areas that

you have responsibility (split appointments)

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Tips for Writing an Effective Portfolio

Help the reviewers understand the challenges you face, work completed, and impacts made

Don’t use plastic sleeves on narrative pages Sleeves may be used on documentation pages Narrative can not exceed 20 pages Documentation must be in written format only

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Failure to follow all directions

may disqualify your portfolio!

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Questions?

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The 2013 Peer Review Committee

One committee to review both Level II and III District Directors nominate two Level III

educators for the committee 7 members on committee At least one representative from each district Will have county, district, and/or area

representation At least two committee members will have

program responsibilities in Ag, FCS and 4-H

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Appeals Procedure

You have the right to present grievances concerning progression through the professional career ladder

Questions about the appeals procedure should be referred to: Joyce Martin, Director of Staff and Program Development, 405-744-7969

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Portfolio Developmentand Review Process

Peer ReviewApril 22 -May 10

Educator’s Portfolio DueApril 9 at 4 p.m.

District DirectorValidation

May 13 - June 14

Associate Director Review

May 13 - June 14

Vice President ReviewJune 15

- June 28

EducatorInformed

of Decision

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2013 Timeline and Due Dates

January 14 The Vice President, Dean, and Director and Associate Director, through the District Ext. Directors, will initiate the promotion process through distribution of promotion information

February 5 Career Ladder Training via Centra February 18 “Intent to Apply for Promotion” form submitted by Extension

Educators to District Ext. Directors March 1 Due date for return of “Intent to Apply for Promotion” from the District

Extension Director April 9 at 4 p.m. Extension educators will submit a completed portfolio (one hard

copy and an electronic copy) to the Staff & Program Dev. Office. Submit an electronic copy to the immediate supervisor

April 22-May 10 The Peer Review Committee will review all portfolios of candidates for advancement, identify strengths, weaknesses, and then record their vote and justification

April 22-May 10 District Extension Directors will validate the portfolios May 13-June14 The Associate Director will review portfolios and make

recommendations on promotion June 15 The Vice President, Dean, and Director will make decision

regarding promotion of educators and will send notifications of status

July 1 Promotion decisions are effective July 148

Notification

Notification of promotion will follow completion of all reviews

Raises will be effective July 1

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Summary

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Points to Remember

Promotions must be earned All educators may not receive their

desired application level Reward educators who demonstrate

sustained professional growth and significant programmatic accomplishment

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Questions?

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