OKLAHOMA COOPERATIVE EXTENSION SERVICE

CAREER LADDER TRAININGFEBRUARY 2016

Joyce Sherrer Jan Maples

Cindy ConnerMarty Montague

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Introductory Remarks Welcome Introductions Overview

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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 IAssignment 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 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 $$$$

2016 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 16,

2016 Submit hard copy of portfolio and

electronic copy (CD or flash drive) by April 7, 2016 no later than 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, PowerPoints, 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 mentorsExampleAsked 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 peersExampleAdvised 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.

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Programming

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 needs

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Programming

Level II (Cont) Utilized appropriate marketing techniques and provided

visibility to OCES programming ExampleList and explain marketing tools used. Provide examples of

documentation such as newsletters, news releases, email lists, etc.

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Programming

Consistently evaluated the effectiveness of programming and reported documented outcomes and impact on selected programs

ExampleDescribe 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

ExampleList 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)

ExampleDiscuss your role in the development of materials and

programs taught. Document with PowerPoints, 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 programmingExampleList 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.

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Programming

Demonstrated ability to acquire funding and resources to enhance programming

ExampleList 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

ExampleDescribe long term impact and methods of reports.What did you report and to who?

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Programming Partnerships Level II

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

ExampleList 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

ExampleIdentify 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.

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Level III Effectively integrated volunteers into an active role within

OCES programmingExampleList the roles and responsibilities of volunteers in OCES

programming.32

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

ExampleDescribe 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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No

Portfolio Developmentand Review Process

District DirectorDetermines

EligibilityBy February 29

Educator Files Intent to Apply

Form By February 16

EducatorDevelopsPortfolio

Due April 7 at 4 p.m.

Apply Next

Year ?

Assoc. Director Announces

Review ProcessSchedule

Yes

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Portfolio Guidelines Narrative Format

A brief biographical paragraph 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 (front of page 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 narrative39

Documentation Items 12 standards for level II = 12

documentation items 13 standards for level III = 13

documentation items

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Portfolio Guidelines Documentation labeled & tabbed to identify standards

Maximum of one page/sheet of documentation 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 Sherrer

139 Ag Hall (mail) Stillwater, OK 74078

or hand deliver to 255 Ag Hall41

Portfolio Guidelines Submit in three-ring notebook and electronic

copy on CD/ Flash drive Title Page (Appendix V) Must be placed on outside of notebook and

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

Table of Contents Resume´ (2-page maximum) Include brief biographical paragraph

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OKLAHOMA COOPERATIVE EXTENSION SERVICE

CAREER LADDER

NameCountyDistrict

Level applying forYear

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Tips for Writing anEffective 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 anEffective 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

(front page only) Documentation must be in written format only

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Failure to follow all directionsmay disqualify your portfolio!

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Questions?

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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 Sherrer, Director of Staff and Program Development, 405-744-7969

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Portfolio Developmentand Review Process

Peer ReviewApril 25 -May 13

Educator’s Portfolio DueApril 7 at 4 p.m.

District DirectorValidation

April 25 – May 13

Associate Director Review

May 16 - June 10

Vice President Review

June 13 - June 24

EducatorInformed

of Decision

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2016 Timeline and Due Dates

January 11 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 2 Career Ladder Training via Adobe Connect February 16 “Intent to Apply for Promotion” form submitted by Extension

Educators to District Ext. Directors February 29 Due date for return of “Intent to Apply for Promotion” from the District

Extension Director April 7 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 25-May 13 The Peer Review Committee will review all portfolios of candidates for advancement, identify strengths, weaknesses, and then record their vote and justification

April 25–May 13 District Extension Directors will validate the portfolios May 16–June 10 The Associate Director will review portfolios and make

recommendations on promotion June 13-24 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 151

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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