Ad Hoc Committee Orientation

A LAUC-SD CAPA WorkshopJanuary 2015

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 do not require AHCs?

Which review actions do not require AHCs?

• Appointments

• Standard merit increases

• No action

Which review actions require AHCs?

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?

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?

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

2014/15 CAPA members

• Annelise Sklar, Chair

• Teri Vogel (2nd year)

• Cristela Garcia-Spitz (1st year)

• Dominique Turnbow (1st year)

Special thanks to LAUC-LA for its permission to adapt its Ad Hoc Committee Orientation document