- Review of Academic Department Chair
- Review of the Academic Associate/Assistant Deans, Directors and other appropriate personnel
- Review of Academic Deans
- Review of Vice Provosts, Academic Associate/Assistant Vice Presidents
- Review of Provost or Academic Vice Presidents, Vice President for Health Affairs
- Review of Administrative Directors
- Review of Administrative Associate/Assistant Vice Presidents
- Review of Administrative Vice Presidents
- President's Senior Staff (not described above).
- Faculty Status of Administrators
- Withdrawal from Review Process
- Non-Periodic Review
- Appointment and Review of Administrators of Other Units
VII. Recordkeeping
PERIODIC EVALUATION OF ADMINISTRATORS Form
The purpose of a periodic review is to improve the performance of employees. The review will ascertain the strengths, weaknesses and opportunities for improvement as they relate to administrative performance. Evaluation will be made in relation to the stated strategic goals and values of the University. These goals and values are delineated on the Periodic Evaluation of Administrators form. Annual (formative) evaluations are conducted on all positions at the University by the person's supervisor. The periodic review is a summative evaluation and will be conducted by the supervisor every four years from the start of the individual's time in the particular position. It will be carried out as part of the scheduled annual evaluation cycle. The periodic review will include evaluations by subordinates at the next lowest level as a minimum and selected peers as well as departments served.
By January 5th of each year, administrators will review the list of positions within their units and determine those persons who have recently completed or will complete during the current year, four years in service in the position the individual holds at ETSU (or in current position) as an administrator. Administrators will notify those persons by January 12th who will undergo periodic review and invite them to do the following by January 26th:
- Prepare a brief narrative (maximum five pages) describing significant accomplishments during the past three years and work currently underway.
- Provide a list of persons that are "direct reports" of the next lower level in the organization structure.
- Suggest a list of five or six University peers knowledgeable about their work that might be invited to respond to an evaluation.
- Suggest a list of five or six unit heads served by the administrator who might be invited to respond to an evaluation
Upon receipt of the aforementioned information, the administrator responsible for conducting the evaluation will schedule a meeting with the person to be evaluated. This meeting will be held on or about February 1st. The purpose of the meeting will be to review the evaluation process and achieve consensus on the persons to be included in the evaluation process as they relate to the categories listed above. Please note that the categories vary between academic and administrative reviews. However, during the meeting agreement will be reached on the groups and individuals to be invited to complete an evaluation. The specific details are elaborated upon below for both academic and administrative categories.
While the intention in all personnel evaluation matters is to maintain confidentiality, all parties must understand that records are subject to review in certain hearings and legal proceedings and may be open to disclosure under the Tennessee Open Records Law and therefore ability to maintain confidentiality may be limited.
- Review of Academic Department Chair
The associate/assistant dean or dean under whom the department is located will announce that the summative evaluation will take place and distribute the narrative statement prepared by the person being evaluated. The associate/assistant dean or dean will consult, at a minimum, with all tenured/tenure track faculty in the department served by the chair being reviewed, selected peers and appropriate staff and request (but not require) that each provide a written evaluation of the department chair utilizing the Periodic Evaluation of Administrators form. After consideration of the views expressed by the evaluators a written summary will be prepared and the associate/assistant dean or dean will meet with the chair, review with him/her the impressions gained from the information provided by the evaluators and other available information from the past four years. If warranted, a professional development improvement plan will be developed by the person being evaluated and approved by the supervisor. If other action such as a change of status is warranted, the associate/assistant dean or dean will make a recommendation in writing to the appropriate vice president with supporting evidence for review. In either case, the recommendation will be forwarded to the vice president for review.
If concurring, the vice president will seek the further concurrence of the President, and if both are in agreement, the associate/assistant dean or dean will inform the chair and the professional staff of the decision which has been reached. If there is a disagreement, the associate/assistant dean or dean and administrative superiors will confer, and after reviewing the various written statements, the department chair and professional staff concerned will be informed of resolution.
- Review of the Academic Associate/Assistant Deans, Directors and other appropriate personnel
The appropriate dean or administrator will announce that the summative evaluation will take place and distribute the narrative statement prepared by the person being evaluated. The appropriate dean or administrator will consult, at a minimum, with college chairs in the college or school served by the associate/assistant dean or director being reviewed, all tenured/tenure track faculty in the college or school, selected peers, and appropriate staff and will request (but not require) that each provide a written evaluation of the associate/assistant dean or director utilizing the Periodic Evaluation of Administrators form. After consideration of the views expressed by the evaluators a written summary will be prepared and the appropriate dean or administrator will meet with the associate/assistant dean or director, review with him/her the impressions gained from the information provided by the evaluators and other available information from the past four years. If warranted a professional development improvement plan will be developed by the person being evaluated and approved by the supervisor. If other action such as a change of status is warranted, the appropriate dean or administrator will make a recommendation in writing to the appropriate vice president with supporting evidence for review. In either case, the recommendation will be forwarded to the vice president for review.
If concurring, the vice president will seek the further concurrence of the President, and if both are in agreement, the appropriate dean or administrator will inform the associate/assistant dean or director and the professional staff of the decision which has been reached. If there is a disagreement, the appropriate dean or administrator and administrative superiors will confer, and after reviewing the various written statements, the associate/assistant dean or director and professional staff concerned will be informed of resolution.
- Review of Academic Deans
The appropriate vice president (Academic Affairs or Health Affairs) will announce that the summative evaluation will take place and distribute the narrative statement prepared by the person being evaluated. The Vice President will consult, at a minimum, with associate/assistant deans, directors, departmental chairs in the college or school served by the dean being reviewed all tenured and tenure track faculty in the college or school, selected peers and appropriate staff and will request (but not require) that each provide a written evaluation of the dean utilizing the Periodic Evaluation of Administrators form. After consideration of the views expressed by the evaluators a written summary will be prepared and the vice president will meet with the dean, review with him/her the impressions gained from the information provided by the chairs and faculty and other available information from the past four years. If warranted a professional development improvement plan will be developed by the person being evaluated and approved by the supervisor. If other action such as a change of status is warranted, the vice president (Academic Affairs or Health Affairs) will make a recommendation in writing to the president with supporting evidence for review.
If the vice president's recommendation is approved, he/she will inform the dean and the professional staff of the school or college of the decision which has been reached. If there is a disagreement, the vice president and administrative superiors will confer, and after reviewing the various written statements, the dean and professional staff concerned will be informed of resolution.
- Review of Vice Provosts, Academic Associate/Assistant Vice Presidents
The appropriate vice president will announce that the summative evaluation will take place and distribute the narrative statement prepared by the person being evaluated. The vice president will consult, at a minimum, with deans, directors, chairs, faculty senate, selected peers and appropriate staff and request (but not require) that each provide a written evaluation of the vice provost or associate/assistant vice president utilizing the Periodic Evaluation of Administrators form. After consideration of the views expressed by the evaluators a written summary will be prepared and the vice president will meet with the vice provost, or associate/assistant vice president, review with him/her the impressions gained from the information provided by the evaluators and other available information from the past four years. If warranted a professional development improvement plan will be developed by the person being evaluated and approved by the supervisor. If other action such as a change of status is warranted, the vice president will make a recommendation in writing to the President with supporting evidence for review. In either case, the recommendation will be forwarded to the President for review.
If the vice president's recommendation is approved, he/she will inform the vice provost or associate/assistant vice president and the professional staff of the division of the decision which has been reached. If there is a disagreement, the vice president and administrative superiors will confer, and after reviewing the various written statements, the vice provost or associate/assistant vice president and professional staff concerned will be informed of resolution.
- Review of Provost or Academic Vice Presidents, Vice President for Health Affairs
The President will announce that the summative evaluation will take place and distribute the narrative statement prepared by the person being evaluated. The President will consult, at a minimum, with associate and assistant vice presidents, deans, directors, chairs, associate/assistant deans/directors, members of the faculty senate, selected peers, and appropriate staff and request (but not require) that each provide a written evaluation of the Provost or Vice President utilizing the Periodic Evaluation of Administrators form. After consideration of the views expressed by the evaluators a written summary will be prepared and the President will meet with the vice president, review with him/her the evaluator's impressions and other available information from the past four years. If warranted a professional development improvement plan will be developed by the person being evaluated and approved by the President. The President may choose to take other action. The President will inform the university community of the decision which has been reached.
- Review of Administrative Directors
The associate/assistant vice president or vice president under whom the department is located will announce that the summative evaluation will take place and distribute the narrative statement prepared by the person being evaluated. The associate/assistant vice president or vice president will consult, at a minimum, with the next level of employees served by the director being reviewed, selected peers, and others served by the administrator and request (but not require) that each provide a written evaluation of the director utilizing the Periodic Evaluation of Administrators form. After consideration of the views expressed by the evaluators a written summary will be prepared and the associate/assistant vice president or vice president will meet with the director, review with him/her the impressions gained from the information provided by the evaluators and other available information from the past four years. If warranted a professional development improvement plan will be developed by the person being evaluated and approved by the supervisor. If other action such as a change of status is warranted, the associate/assistant vice president or vice president will make a recommendation in writing to the appropriate vice president or President with supporting evidence for review. In either case, the recommendation will be forwarded to the Vice President or President for review.
If both are in agreement, the associate/assistant vice president or vice president will inform the director and the professional staff of the decision which has been reached. If there is a disagreement, the associate/assistant vice president or vice president and administrative superiors will confer, and after reviewing the various written statements, the director and professional staff concerned will be informed of resolution.
- Review of Administrative Associate/Assistant Vice Presidents
The vice president under whom the department is located will announce that the summative evaluation will take place and distribute the narrative statement prepared by the person being evaluated. The vice president will consult, at a minimum, with the next level of employees served by the associate/assistant vice president being reviewed, selected peers, and others served by the administrator and request (but not require) that each provide a written evaluation of the associate/assistant vice president utilizing the Periodic Evaluation of Administrators form. After consideration of the views expressed by the evaluators a written summary will be prepared and the vice president will meet with the associate/assistant vice president, review with him/her the impressions gained from the information provided by the evaluators and other available information from the past four years. If warranted a professional development improvement plan will be developed by the person being evaluated and approved by the supervisor. If other action such as a change of status is warranted, the vice president will make a recommendation in writing to the President with supporting evidence for review. In either case, the recommendation will be forwarded to the vice president for review.
If both are in agreement, the vice president will inform the associate/assistant vice president and the professional staff of the decision which has been reached. If there is a disagreement, the vice president and administrative superiors will confer, and after reviewing the various written statements, the associate/assistant vice president and professional staff concerned will be informed of resolution.
- Review of Administrative Vice Presidents
The President will announce that the summative evaluation will take place and distribute the narrative statement prepared by the person being evaluated. The President will consult, at a minimum, with the next level of employees served by the vice president, selected peers and others served by the administrator and request (but not require) that each provide a written evaluation of the vice president utilizing the Periodic Evaluation of Administrators form. After consideration of the views expressed by the evaluators a written summary will be prepared and the President will meet with the vice president, review with him/her the evaluator's impressions and other available information from the past four years. If warranted a professional development improvement plan will be developed by the person being evaluated and approved by the supervisor. If other action such as a change of status is warranted, the President will inform the university community of the decision which has been reached.
- President's Senior Staff (not described above).
The President will announce that the summative evaluation will take place and distribute the narrative statement prepared by the person being evaluated. The President will consult, at a minimum, with members of the Senior Staff, selected peers and appropriate staff and others served by the administrator and request (but not require) that each provide a written evaluation of the Senior Staff member utilizing the Periodic Evaluation of Administrators form. After consideration of the views expressed by the evaluators a written summary will be prepared and the President will meet with the Senior Staff member, review with him/her the evaluator's impressions and other available information from the past four years. If warranted a professional development improvement plan will be developed by the person being evaluated and approved by the supervisor. If other action such as a change of status is warranted, the President will inform the university community of the decision which has been reached.
VI. Provisos
- Faculty Status of Administrators
When an administrator holds faculty rank, termination of his/her services as an administrator does not affect his/her status as a member of the faculty.
- Withdrawal from Review Process
An individual planning to relinquish his/her office may stop the review process by informing his/her superior prior to the scheduled review date.
- Non Periodic Review
Unscheduled reviews of an academic or administrative officer may be conducted at any time justifying information is made available to the appropriate administrative officer.
- Appointment and Review of Administrators of Other Units
The appointment and review of all other administrators will conform as closely as possible to the procedures outlined in this document. It will be the responsibility of the appropriate vice president to establish necessary variations in procedures to accomplish these tasks.
VII. Recordkeeping
Administrators will forward an employee’s final summary report to the office of Human Resources for inclusion in the employee’s official personnel record. All Periodic Evaluation Forms and all other supporting documentation will be maintained in the administrator’s office.
Revised: