Information for Administrative Assistants

EVALUEES

Per AFT contract, all evaluees shall be notified that their evaluation is scheduled no later than the end of the third week of their assignment.

COMMUNICATION FROM FACULTY EVALUATIONS TO EACH DIVISION

• Prior to the beginning of the semester the Faculty Evaluation Office (FEO) will send a list of proposed instructors to be evaluated for the semester.
• Please review this list and let the Faculty Evaluation Office know who should be deleted from this list, who should be rolled over to the next semester (in the event they are not teaching the current semester) and any new hires you receive.
• Please alert FEO to any faculty teaching new preps.

STUDENT COMPONENT PACKETS

• Census Day - FEO generates report for all current evaluees.
• FEO sets the evaluation schedule for student components in compliance with the current AFT contract.
• In the event an alternate section is preferred for a student component, please alert the FEO as soon as possible. Only sections for the exact same prep may be substituted for a student evaluation.
• Student packets are delivered to the department chairs week 5 of the semester.
  • (short term classes may have packets delivered earlier, dependant on class dates.)

DISTANCE EDUCATION CLASSES

• The student component for students enrolled in Distance Education (DE) classes is initiated by the FEO department. Department chairs will not receive a student component for these sections.
  
• Students receive an email as well as an alert in their Canvas container that their instructor is being evaluated and they are prompted to complete an electronic version of the evaluation.
• Deans and Peers must be added to the instructor of record's Canvas container in order to evaluate a distance education class.
• Summary reports cannot be generated for evaluees with a DE component until after the DE evaluation window closes.

EVALUATION TIMELINES

• Tenure-track faculty shall be evaluated at least every fall semester each year for four (4) years.
• Tenured faculty shall be evaluated at least once (1) every three (3) academic years prior to the end of the Spring semester of the third (3) year following the last evaluation. The appropriate administrator, after discussion with the unit member and Department Chair/Coordinator, may initiate additional evaluations.
• A part-time faculty unit member shall be evaluated in the first (1) semester of employment and in the first semester of each new assignment. Thereafter, at least once every six (6) semesters of employment (excluding summer and intersessions). The appropriate administrator, in consultation with faculty members and the Department Chair/Coordinator, may initiate additional evaluations.

SUMMARY REPORTS

• Summary reports are generated by the FEO and delivered to each division as soon as possible after completion of all components.
• A summary report shall contain:
  • • a statistical summary of the student evaluations and a calculated summary rating. (except where excluded per AFT contract)
    • One Evaluation Form, including comments and the individual evaluation summary rating (and recommendations if applicable) from each peer or management evaluator, each with an assigned Summary Rating.
    • A cover sheet containing Student, Peer, and Management Summary Ratings, and an overall Summary Rating based on their weighting.
    • the evaluee's self-evaluation, if applicable, should be added to the summary report sent to the division by the appropriate Admin. Asst.
• Tenure Track Summary Reports:
  • The Committee shall meet no later than two weeks prior to the end of the semester to review the Summary Report and make its recommendation of the evaluee's status for the next academic year.
• Tenured Faculty Summary Reports:
  • All evaluation procedures shall be completed and the Summary Report submitted to the President via the appropriate Vice President, with a copy to the evaluee, within two (2) weeks of the completion of all observations if possible, and in all cases no later than two (2) weeks prior to the end of the semester during which the evaluation is administered.
• Part-Time Summary Reports:
  • Evaluation procedures shall be completed and the Summary Report submitted to the President via the appropriate Vice President, with a copy to the evaluee, department chair, and dean, within two (2) weeks of the completion of all observations if possible, and in all cases no later than two (2) weeks prior to the end of the semester during which the evaluation is administered.