Contents

APPENDIX A: EVALUATION TIMETABLE

General Timetable for Evaluation

At the beginning of each academic year, the coordinator of the Plan will issue specific deadline dates in accordance with the Plan's General Timetable and that year's holiday and vacation schedule.  See Table A at the end of this section for a summary timetable.  Faculty members applying for promotion and/or tenure should consult the Faculty Promotion and Tenure Application Procedure handbook  for additional deadline information.

A.  General Deadlines

1.         Evaluation Notification: Third Friday in September

Deans will notify faculty members scheduled to receive regular, special, or recipients of service evaluations and their respective ILSs.  Deans will also indicate whether they intend to observe a faculty member's class or job function as required or allowed by the Plan.  Notwithstanding this decision, the dean may later elect to observe a class or job function based on the ILS's evaluation summary.

Faculty members who are not scheduled for evaluation but who elect to initiate any portion of the faculty evaluation process for professional development purposes or to secure additional supporting material for promotion or tenure must notify their dean and ILS.

2.         Major Functional Responsibilities: Fourth Friday in September

Major functional responsibilities (MFRs) have been defined on respective versions of Form A-1 for teaching faculty, counselors, librarians, and chairpersons.  Faculty who serve in other roles (e.g., coordinators, directors, academic assistants, researchers, instructional developers) must prepare a set of major functional responsibilities on Form A-1 for the assignment being evaluated that must be approved by the ILS.  New or modified MFRs must be approved and submitted to the Central File by the fourth Friday in September.

3.         Major Functional Responsibilities Commentary

Each faculty member must submit a completed Form A-1 to his or her ILS and the Central File and, if applicable, to the program coordinator, dean, or optional peer by: 

            (a)        Annual contract faculty, chairs, and faculty applying for promotion and/or tenure who are also being evaluated during the application year: First Friday in November

            (b)        Fixed term and tenured faculty: First Friday in February

            (c)        Faculty-initiated and special evaluations: as arranged

4.         Schedule Classroom and/or Job Function Observations

The ILS, in consultation with the evaluatee, will schedule a mutually agreeable time for a classroom or job function observation by the ILS and, if applicable, the program coordinator, dean, or optional peer by: 

(a)        Annual contract faculty, chairs, and faculty applying for promotion and/or tenure who are also being evaluated during the application year:  Fourth Friday in October

            (b)        Fixed term and tenured faculty: Fourth Friday in November

            (c)        Faculty-initiated and special evaluations: as arranged

5.         Notification of Optional Peer Review: Third Friday in September 

Evaluatees who wish to receive and use an optional peer review must advise their ILS of this request in writing by the third Friday in September or waive the privilege of peer review for the academic year.

6.         Classroom Student Evaluations

Classroom student evaluations must be administered after at least 33 percent of a class has been completed.  In courses that are conducted for less than a semester (e.g., twelve weeks, half-semester, weekenders, or situations in which the instructor participates for less than the full semester), student evaluations are handled in a corresponding manner (after at least 33 percent of the course has been completed).

Student evaluations for annual contract faculty members must be conducted before the first week of November to allow for adequate notice of nonrenewal of contract if the evaluation could be a factor in that decision.  Special student evaluations may be made any time before the end of the fall semester.

7.         Other Recipients of Service Evaluations

Recipients of service evaluations must be conducted and be made available to the ILS before the evaluation summary is prepared.

           Recipients of service evaluations for annual contract faculty members in their third or subsequent year of service must be conducted before the first week of November to allow for adequate notice of nonrenewal of contract if the evaluation will be a factor in that decision.  Special recipients of service evaluations may be made any time before the end of the fall semester.

8.         Evaluation Conference

The purpose of the evaluation conference is (1) to make sure that all of the evaluation forms in the evaluation folder are completed properly and (2) to discuss the faculty member's job performance by: 

            (a)        Annual contract faculty, chairs, and faculty applying for promotion and/or tenure who are also being evaluated during the application year: Second Friday in February

A dean and/or ILS may request and schedule an evaluation conference for annual contract faculty before the tenth day of December

            (b)        Fixed-term and tenured faculty: Third Friday in March

            (c)        Faculty-initiated and special evaluations: as arranged

9.                  Evaluation Summary and Performance Rating

The evaluation summary must be submitted to the evaluatee and the dean by:

            (a)        Annual contract faculty, chairs, and faculty applying for promotion and/or tenure who are also being evaluated during the application year: Fourth Friday in February

            (b)        Fixed-term and tenured faculty: Fourth Friday in March

            (c)        Faculty-initiated and special evaluations: Second Friday in April

10.       Overall Performance Rating

Within five working days after receiving the evaluation summary from the ILS, the dean will assign a performance rating based on a review of all evaluative materials, including any rebuttals by the evaluatee.  The overall performance rating will be recorded on Form D-2. Changes in this timetable to accommodate the special circumstances of nontraditional instruction (for example, weekend or telecredit courses) may be made with the mutual concurrence of the faculty member, ILS, dean or director, and coordinator of the Plan.  Written notice and explanation of the changes should be placed in the evaluation folder.

B. Special Evaluations

Faculty members may be evaluated in any year at their own request.  The request for an optional, unscheduled evaluation should be submitted in writing to the ILS by the third Friday of September, with copies to the dean and the Central File.  A special, optional evaluation, if requested, should consist of the same components as a regularly scheduled evaluation.

The dean may require a special unscheduled evaluation of a faculty member if the dean determines that such an evaluation is justified by prior evaluation findings, or will assist the dean in adjudicating a personnel action brought against the faculty member, or is part of a prescribed remediation plan developed at a previous evaluation conference.

In addition, the dean or vice president, for good cause, may require one or more classroom or job function observations of a faculty member at any time during the academic year.  Upon such notification of a classroom or job function observation by the dean or vice president, the faculty member shall meet with the dean and/or vice president within five calendar days to discuss the reasons for such an observation and to set a mutually acceptable date for the observation which shall be completed within ten calendar days of the meeting.  Any classroom or job function observations and assessments shall be recorded on

Form B.

The dean or vice president may also require, for good cause, a student evaluation of one or more classes (or other recipients of service) at any time during the academic year.  Upon such notification, the faculty member shall meet with the dean and/or vice president within five calendar days to discuss the reasons for such an evaluation and to set a mutually acceptable date for the recipients of service evaluation, which shall be completed within ten calendar days of the meeting.  Any classroom or job function observation and assessment shall be recorded on Form B.

C.  Adjunct Faculty: Teaching

Adjunct faculty are evaluated by using recipients of service evaluations (Form C) and, if necessary, a classroom or job function observation by the ILS, program coordinator, or a designated full-time faculty member (Form B).  Upon completion of these evaluation components, the ILS will prepare a brief evaluation memorandum and, if appropriate, recommends for or against future employment.

Teaching adjunct faculty are evaluated during their first two semesters of service and every alternate semester of service thereafter.  These alternate semester evaluations shall continue until the adjunct faculty has taught twenty-four (24) or more credit hours.  Adjunct faculty who have taught 24 or more credit hours and whose latest evaluations are satisfactory may, at the discretion of the ILS, be evaluated every sixth semester of service or every third year, whichever comes first.  Student evaluations are required for all adjunct faculty; classroom observations are optional at the discretion of the ILS or designated representative.

Administrators, coordinators, administrative assistants, counselors, and librarians who teach credit courses are considered adjunct faculty for the purpose of evaluating their teaching.  Adjunct librarians are evaluated by a  full-time librarian designated as the adjunct librarian's ILS.  Supervisory observations (Form B) are required; recipients of service evaluations are optional at the discretion of the ILS or designated representative.

TABLE A: FACULTY EVALUATION TIMETABLE 

Faculty Categories and Evaluation Responsibilities

Annual, Chairs, and Promotion/

Tenure*

Fixed-Term and Tenured             

Faculty-Initiated and Special             

Evaluation and peer notification

September

3rd Friday

September

3rd Friday

September

3rd Friday

A-1: Major Functional Responsibilities (MFRs)

September

4th Friday(New or modified only)

September

4th Friday(New or modified only) 

September

4th Friday(New or modified only)

C: Student Evaluations (15-week classes)

During October

After 1/3 of fall semester

After 1/3 of  semester

C: Other Recipients of Service Eval.

During October

During fall semester

TBA

B: ILS and Peer Observation

October

4th Friday

November

4th Friday

TBA

A-1: MFR Commentary

November

1st Friday

February

1st Friday

TBA

A-2: ILS Response to MFRs

Friday before

Thanksgiving

February

4th Friday

TBA

Rebuttal to Form A-2

1st workday in December

March

1st Friday

TBA

D-1: Evaluation Conf. Summary

February

2nd Friday**

March

3rd Friday

TBA

D-2:Deanís Performance Rating

February

4th Friday

March

4th Friday

April

2nd Friday

Vice Presidential Review

Varies***

May 1

TBA

 * Promotion/Tenure only applies to faculty applying for promotion and/or tenure who are also being evaluated during the same year.
** Dean and/or ILS may request and schedule the evaluation conference for annual contract faculty before December 10.
*** Vice presidential review varies depending on faculty category. Tenure applications are reviewed by the third Friday in April; promotion applications by the fourth Friday in April.