Contents

APPENDIX B: PROCEDURES FOR USE OF FORMS

MAJOR FUNCTIONAL RESPONSIBILITIES

The faculty member will receive or, if appropriate, prepare a set of major functional responsibilities (MFRs) for the assignment being evaluated.  If new MFRs are established for a specific assignment (e.g., coordinator, academic assistant) or modified in any way, they must be approved by the evaluatee's immediate line supervisor.  The ILS records the new or changed MFRs on Form A-1 which, in turn, must be sent to the Central File with a copy to the evaluatee. 

FORM A-1, MAJOR FUNCTIONAL RESPONSIBILITIES COMMENTARY

Each faculty member will prepare a written commentary on Form A-1 that brings to the attention of the ILS any materials or accomplishments about which the ILS may not be aware.  Typically, two or three pages are an adequate length for the Form A-1 commentary.  The original Major Functional Responsibilities Commentary (Form A-1) is sent to the Central File with copies to the faculty member's ILS, and, if applicable, coordinator and/or peer.  Evaluatees should keep a copy of Form A-1 for their own files.    

FORM A-2, ILS RESPONSE TO FACULTY MEMBERSíS MFRs

The ILS will prepare a Form A-2 in response to the faculty memberís MFR Commentary (Form A-1).  The ILS must explain any commentary with which he/she does not agree.  The ILS may also make any general comments relative to the faculty memberís MFRs. Form A-2 is forwarded to the faculty member, dean (unless the dean serves as the faculty member's ILS), and the Central File within at least five working days before the evaluation conference.

Within five working days of the receipt of (Form A-2) the ILSís response to the faculty memberís MFR Commentary, the evaluatee may prepare and submit a rebuttal and forward the rebuttal to the dean, the ILS, and, if applicable, the program coordinator, as well as to the Central File.

FORM B, SUPERVISORY OR PEER OBSERVATION

Teaching Faculty

A faculty member's classroom teaching must be observed as part of the evaluation process.  Each observer completes Form B after visiting the class and reviewing the material supplied by the faculty member.  All classroom observers (including the required or optional observations by program coordinators, deans, and/or optional peers) must complete and sign Form B within five working days of the class observation.  Class observations should be scheduled at least one week before the deadline for the ILS's response to the faculty memberís MFR Commentary. The class should be selected to afford a representative sample of the evaluatee's teaching methods.  In turn and in advance of the observation, the evaluatee is expected to provide all class observers with a description of class objectives, the course syllabus, and a representative sample of tests and handouts.

Nonteaching Faculty

In some cases, it may be appropriate to observe faculty members who serve as counselors, librarians, chairpersons, and coordinators (e.g., counselors who teach courses, librarians who conduct bibliographic instruction, coordinators who conduct workshops).  When nonteaching faculty members are observed, observers must complete and sign Form B within five working days of the observation.  Observations should be scheduled at least one week before the deadline for the ILS's response to the faculty memberís MFR Commentary. The evaluatee may be asked to provide observers with a description of the objectives and strategies for the session.   

Observers

Upon completion of Form B, an observer should send the original to the Central File, a copy to the evaluatee, and, if appropriate, a copy to the ILS, dean, or program coordinator.

Immediate Line Supervisor.  The ILS is always one of the classroom observers for teaching faculty.  When a faculty member's teaching load is split between two credit instructional departments or divisions, the ILS of the secondary teaching field may be invited by the faculty member or the ILS of the primary field to conduct a classroom observation in the secondary discipline.  The secondary field ILS may also take part in the evaluation conference.

Dean.

1.         The dean must make a classroom observation for teaching faculty in their first five years of service.  For evaluations after the fifth year of service and where no problems are anticipated, the dean is not required to make a class or job function observation.

2.         The dean has the right to make classroom or job function observations of all faculty being evaluated and attend all evaluation conferences. 

3.         If the faculty member being evaluated is a department chair, the dean functions as the ILS, and the ILS provisions apply.

4.         Prior to the evaluation conference, and after reviewing the ILS's response to the faculty memberís MFR Commentary (Form A-2) and, if applicable, the faculty member's rebuttal(s), the dean may schedule an observation (Form B).

5.         The dean must make a class or job function observation and take part in the evaluation conference in all follow-up evaluations to unsatisfactory performances.

Optional Peer Evaluator.  The faculty member may request assessment by a peer of his or her choice.  The peer's assessment is provided directly to the evaluatee and does not become part of the formal evaluation material unless the evaluatee elects to include the peer evaluation.  If an observation is conducted, the peer must use Form B in the same manner as other observers.  Peer review assessment may also be used to support applications for promotion or tenure, for personal professional improvement, or as part of a rebuttal.

Selection of Class for Observations.  Ordinarily, each observer makes a single visit.  The class selected should be representative of the faculty member's primary teaching area.  The faculty member and the observer should agree on the section, time, and place of the class visited.  If there is disagreement, the observer and the faculty member shall each select a class, and the observer will evaluate both classes.

When the faculty member has teaching responsibilities in more than one department or division, the class to be observed and the ILS involved come from the department or division in which the faculty member has the most class-contact hours in the year of evaluation.  If there is an equal number of hours, the faculty member has the right to choose the course to be evaluated; the ILS responsible for formally evaluating the faculty member will be the one with oversight of that course.  In any case, the other ILS may attend the evaluation conference.

FORM C, RECIPIENTS OF SERVICE

Teaching Faculty

Both the ILS and the faculty member should agree on the time for student evaluations, which shall take place within the time frame specified by the Plan and published by the Plan coordinator. 

Student Evaluation responses should be compared on various questions with those received by other faculty members in the department.  Attention also should be paid to the class being taught; e.g., upper level vs. introductory courses, day vs. evening classes.  Student evaluation results should be discussed in the evaluation conference. 

Nonteaching Faculty

For nonteaching faculty, including counselors, librarians, chairpersons, and coordinators the ILS and evaluatee will mutually identify and agree upon a representative list of recipients of service from whom assessment will be solicited.  If possible, the list should include students, faculty, staff, and administrators who have been served by the faculty member. 

For nonteaching faculty, the appropriate deans and ILSs are responsible for developing Recipients of Service forms.  Recipients of service forms must specify the same evaluation criteria and procedures for all faculty serving in similar functions.  All recipients of service forms must be submitted to and filed in the Central File by the Plan coordinator.

All recipients of service evaluations are to be returned to the dean or the designated collector. Student evaluation responses should be compared on various questions with those received by other faculty members in the area.  Recipients of service evaluation results should be discussed in the evaluation conference.

FORM D-1, EVALUATION CONFERENCE SUMMARY

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

Participants.  The responsible ILS, faculty member being evaluated, and, if applicable, coordinator and/or optional peer attend the evaluation conference.  If a faculty member teaches in more than one division or department, all appropriate ILSs may attend.  An ILS who has not visited a class should not comment on what he or she has not observed.  The dean must attend evaluation conferences under those circumstances mandated in the Plan and may elect to attend any or all evaluation conferences.

Preparation.  The ILS schedules the conference and notifies all participants of the time and place; the timetable issued by the coordinator of the Plan must be followed.  The original ILS Response to Faculty Memberís MFR Commentary (Form A-2) must be available in the Central File for all participants at least five workdays before the evaluation conference. 

Conference Discussion.  Ideally, the conversation during the conference is friendly, honest, helpful, and open.  The focus should be on specific areas of faculty achievement as well as on specific actions that could improve faculty performance.  The following items may be discussed during the conference:

1.         Review all forms for completeness, accuracy, adequate comments, proper signatures, etc.

            2.         The evaluatee's Form A-1 commentary.

3.         The ILS's Response to Faculty Memberís MFR Commentary  (Form A-2).

4.         Evaluations on Forms B and C.

            5.         Professional development activities undertaken since last evaluation as well as ongoing professional development projects.

            6.         College and community service.

            7.         Discussion of any rebuttals or optional peer reviews.

            8.         Assessment of the degree to which the faculty member has met any previously stated objectives and evaluation recommendations.        

Student complaints or poor assessments on specific items on Forms A-2, B, or C may indicate to the ILS or dean that there are questions about the faculty member's effectiveness.  These issues must be discussed at the evaluation conference.  The faculty member may be required by the ILS or dean to undertake specific remedies that may include one or more of the following:

            1.         Visiting other faculty members' classes.

            2.         Reviewing other teaching or professional methods.

            3.         Workshop participation and/or taking courses.

            4.         Working directly with a colleague.

            5.         Other appropriate activities.

           

On the Evaluation Conference Summary (Form D-1), the ILS should write a brief summary of the discussion and describe what, if anything, the faculty member was asked to do to remedy weaknesses. 

The Evaluation Conference Summary (Form D-1) may be completed and signed by the participants at the end of the conference unless additional time is needed by any of the participants to compose summaries, explanations, and/or rebuttals.  The participants may take up to five workdays to sign the summary of the evaluation conference.  Form D-1 is signed by all the participants, and any attachments and rebuttals are signed by their authors and placed in the evaluation folder.  These attachments remain part of the evaluation folder as it continues through the evaluation process.

Within five working days of completing Form D-1, the original must be sent to the Central File with copies to all evaluation conference participants.

FORM D-2, DEANíS PERFORMANCE RATING

After Form D-1 is signed by all of the participants, the ILS, dean, and vice president review, in turn, the entire evaluation folder as follows:

The ILS completes an Evaluation Summary and attaches it to Form D-1.  This evaluation may include items and conclusions based on the evaluation conference, faculty rebuttals, and/or appropriate peer reviews introduced by the faculty member.  Form D-1, with all attachments, is forwarded to the dean with a copy to the evaluatee.

Within five working days of receiving Form D-1 from the ILS, the dean reviews the entire evaluation folder and assign an overall performance rating on Form D-2 as well as appropriate comments on the specified section of the same form.  The original Form D-2  is forwarded to the appropriate vice president for review.  The evaluatee should receive a copy of Form D-2 no later than five days after the dean has assigned an overall performance rating.  The original Form D-2 must be placed in the Central File after the vice presidentís review.

Within ten working days of receiving Form D-2 from the dean, the appropriate vice president will review the entire evaluation folder and may require additional evaluative input, including additional observations and recipients of service evaluations.  After the vice president's review, the entire folder is forwarded to the Central File.  If the vice president adds comments or recommendations to Form D-2, copies must be forwarded to the Central File and to the evaluatee for review.