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PM 90-08 (Revised)

11/12/01

President James E. Lyons, Sr.

Committee to Review Perceived Administrative Effectiveness

[Supersedes PM 89-03]

The review of an administrator is intended to address not only his/her effectiveness but that of all administrators for whom he/she has supervisory responsibility.

Purposes of the Review

The purposes of administrative review are:

1. to assist in the professional development of the administrator;

2. to enhance the effectiveness and productivity of the administrator; and

3. to make the administrator aware of the perceptions of those who work with him/her.

Administrators to be Reviewed

The following administrators shall be reviewed at regular intervals:

1. Vice Presidents

2. Chief Fiscal Officer (if not otherwise subject to review)

3. All Associate Vice Presidents (Academic Affairs, Administration and Finance, Student Affairs, University Advancement)

4. Associate Vice President for Telecommunications*

5. Instructional Deans

6. Associate Deans in the Schools and College

7. Dean of the University Library

8. Dean of Extended Education

9. Director of Research and Funded Projects

The Academic Senate or the Staff Council** may request that the president of the University initiate a review of any member of the Management Personnel Plan including those not specified in the document.

Committee

The Committee to Review Perceived Administrative Effectiveness shall consist of three tenured faculty members selected by the Academic Senate for two-year staggered terms, two staff members selected by the Staff Council*** for two-year staggered terms, one student selected by the Associated Students Organization, and one on-campus administrator selected by the President for a two-year term.  No member may serve more than two consecutive terms.

* Current title is Executive Director, Information Technology

**  No longer exists.

*** In the absence of a Staff Council, staff members are appointed by the President.

The Committee shall be formed by May 1 of the year preceding the review.  The Chair of the Committee shall be elected at a closed session by the committee members; this closed session will be the first meeting of the committee in the fall semester.  All correspondence issued by the committee must be signed by the Chair.  At the committee’s discretion, correspondence also may be signed by all members of the committee.

The President or his/her designee shall provide adequate and appropriate support services to the committee charged with reviewing an administrator.  Such support may include clerical services, and, in special cases, assigned time.

Every review of the performance of an administrative officer shall be treated with full respect for appropriate due process.  This shall include confidentiality of all documents and proceedings involved.  When the review is complete, all documents shall be delivered to the President by the Chair of the Committee.  The summary reports shall be retained in the Office of the President.

The Review Schedule

Normally, the initial review of an administrator shall be conducted in the third year of his/her incumbency whether he/she is new to the campus or new to the position.  Subsequent reviews shall be conducted in the fifth year following the previous review.  During the normal review process, the Committee may recommend the subsequent review of an administrator in less than the prescribed five-year period.

The President of the University or his designee shall maintain a schedule showing the year in which the regular review of each administrative office is due.  The schedule of administrative reviews for a given academic year shall be circulated to faculty and staff by September 15 of the academic year in which the review is to take place.

The Review Process

The President or his/her designee shall convene the Committee during the third week of the academic year.  He/She shall present the committee members with a copy of earlier evaluation(s) and a written statement of all duties that have been assigned to each administrator whose performance is to be reviewed.

The Committee shall meet with the administrator(s) under review at the beginning of the process to discuss the process and elicit any input as to additional audiences that shall be included in the review and any specific questions that shall be included in the survey.  The survey shall be printed on different colored paper or another type of indication used to identify that they were a selected population.

The administrator(s) under review shall be asked to define or discuss his/her goals and objectives and how he/she thinks that they have been met, providing any circumstances that are relevant to having achieved those goals and objectives or other issues that he/she wishes considered by the Committee during the review.  These shall be as specific as possible.

The cover letter for the survey soliciting participation in the review process shall include a position description with specific responsibilities delineated and an organization chart for the particular administrator’s area.

Letters encouraging faculty and staff participation in the review shall be sent by the faculty and staff representatives on the Committee to their constituencies.

The Committee is charged with collecting, organizing and summarizing all the relevant data concerning the administrator’s performance during the interval since the last review and shall prepare a written report, complete with supporting documentation.

The written report will use the following resources:

1. Documents given to the committee at the meeting convened by either the President or his/her designee.

2. A self-evaluation prepared by the administrator under review, describing his/her goals, responsibilities and accomplishments since the last review.

3. The administrative supervisor of the individual under review shall cooperate with the committee in providing access to documents and information relevant to the review.  The committee itself shall determine which documents or information it needs to complete its charge and may request such materials.

4. For the vice presidents, a questionnaire shall be sent to the individuals specified below.  For other positions the individuals specified below will be notified of their right to participate in the review and will be sent a questionnaire upon request.  However, in the case of School Deans, the faculty and staff of the given School will receive a questionnaire directly.  It is understood that not all those solicited will respond, and some will have no direct knowledge of the individual who is being reviewed.  However, in the interest of using the same population from one review to another, those to be polled should be kept as constant as possible.  Questionnaires shall be sent to all individuals, both on and off campus, who wish to give input to a review.

The Vice Presidents and the Associate Vice Presidents in Academic Affairs shall be evaluated by the administrators who report to them, other Vice Presidents, the Dean of the University Library, the Instructional Deans and Associate Deans, all other members of the Management Personnel Plan, the permanent staff in their unit, and the tenured and tenure-track faculty.

The Chief Fiscal Officer shall be evaluated by all Vice Presidents, the Instructional Deans and Associate Deans, the Dean of the University Library, the Director of Computer Services*, all permanent staff in the unit and the tenured and tenure-track faculty.

*Current title is Executive Director, Information Technology.

Instructional Deans shall be evaluated by other Instructional Deans and all permanent staff and faculty in the unit, including department chairs and associate deans.  All other members of the Management Personnel Plan who request an opportunity to participate in the evaluation will be provided with the evaluation materials.  Faculty in the School or College of Associate Deans being reviewed shall be included as evaluators.

The Dean of the University Library shall be evaluated by the Vice Presidents outside of Academic Affairs, Instructional Deans and Associate Deans, the Dean of Faculty Affairs*, The Dean of Extended Education, the Chief Fiscal Officer, the Director of Computer Services**, all library faculty and staff.  All other tenured and tenure-track faculty and other members of the Management Personnel Plan who request an opportunity to participate in the evaluation will be provided with the evaluation materials.

The Dean of Extended Education shall be evaluated by all the Vice Presidents except the Vice President for Academic Affairs, the Instructional Deans and Associate Deans, the Dean of the University Library, the Director of Computer Services**, the Director of Enrollment Services***, the Chief Fiscal Officer, and all permanent staff in the unit.  The tenured and tenure-track faculty and other members of the Management Personnel Plan who request an opportunity to participate in the evaluation will be provided with the evaluation materials.

The Director of Research and Funded Projects shall be evaluated by all the Vice Presidents outside of Academic Affairs, all Instructional Deans, Associate Deans, the Dean of the University Library and all permanent staff in the office of the Vice President of Academic Affairs.  All tenured and tenure-track faculty and other members of the Management Personnel Plan who request an opportunity to participate in evaluation will be provided with the evaluation materials.

The Written Report

A copy of the final written report shall be sent to the President or the President’s designee.  The reviewee has ten working days from the date of receipt of the report to respond to the Administrative Review Committee in writing.

After reading the final report, the President shall meet with the administrator under review, his/her supervisor, the Chair of the Administrative Review Committee, one faculty member from the Committee and one staff member from the Committee.  (The Chair will constitute representation for either of these groups.)  This meeting shall have the following purposes:  (1)  clarification of any misunderstandings  (2)  consideration of any modifications in the reviewee’s unit and (3) reaction by the President to the committee’s recommendations.  The reviewee shall be permitted to submit a written addendum to the report at this time which shall become part of the permanent record.

   * Current title is Associate Vice President for Faculty Affairs.

  **Current title is Executive Director, Information Technology.

***Current title is Director, Admissions and Records

At the end of the review process there shall be a public statement issued by the President stating the review is completed and thanking the campus community for their participation.

Annual Report to the Academic Senate

At the end of the academic year, the chair of the Administrative Review Committee shall present to the Academic Senate the Committee’s evaluation of their experience with the administrative review process, the Policy on Administrative Review and the rating instrument.  Suggestions for change shall be referred to the Faculty Personnel Committee.

Time Line:

Year before the review takes place:

            May 1                          Committee is formed

Fall semester –

         Third week of                 Committee is convened by the President/designee

Academic year               and Chair is elected.

Sept. 15                        List of administrators to be reviewed is circulated.

Nov. 1                          Committee sends out questionnaires.

Dec. 1                          Questionnaire responses due.

Feb. 1                           Data from Questionnaires to committee

Spring semester –

            April 1                         Two copies of written report to President/designee.

            April 15                        Response of reviewee to committee

            Before end                    President, reviewee, supervisor, Chair of Committee,

            of  semester                  one faculty member and one staff member meet.  An

                                                   announcement is sent to the campus community.

PM 90-08 (Revised)                                                                                                 8/11/95

President Robert C. Detweiler

Committee to Review Perceived Administrative Effectiveness

[Supersedes PM 89-03]

The review of an administrator is intended to address not only his/her effectiveness but that of all administrators for whom he/she has supervisory responsibility.

Purposes of the Review

The purposes of administrative review are:

1. to assist in the professional development of the administrator;

2. to enhance the effectiveness and productivity of the administrator; and

3. to make the administrator aware of the perceptions of those who work with him/her.

Administrators to be Reviewed

The following administrators shall be reviewed at regular intervals:

1. Vice Presidents

2. Chief Fiscal Officer (if not otherwise subject to review)

3. Associate Vice Presidents in Academic Affairs

4. Associate Vice President for Telecommunications*

5. Instructional Deans

6. Dean of the University Library

7. Dean of Extended Education

8. Director of Research and Funded Projects

The Academic Senate or the Staff Council** may request that the president of the University initiate a review of any member of the Management Personnel Plan including those not specified in the document.

Committee

The Committee to Review Perceived Administrative Effectiveness shall consist of three tenured faculty members selected by the Academic Senate for two-year staggered terms, two staff members selected by the Staff Council*** for two-year staggered terms, one student selected by the Associated Students Organization, and one on-campus administrator selected by the President for a two-year term.  No member may serve more than two consecutive terms.

* Current title is Executive Director, Information Technology

**  No longer exists.

*** In the absence of a Staff Council, staff members are appointed by the President.

The Committee shall be formed by May 1 of the year preceding the review.  The Chair of the Committee shall be elected at a closed session by the committee members; this closed session will be the first meeting of the committee in the fall semester.  All correspondence issued by the committee must be signed by the Chair.  At the committee’s discretion, correspondence also may be signed by all members of the committee.

The President or his/her designee shall provide adequate and appropriate support services to the committee charged with reviewing an administrator.  Such support may include clerical services, and, in special cases, assigned time.

Every review of the performance of an administrative officer shall be treated with full respect for appropriate due process.  This shall include confidentiality of all documents and proceedings involved.  When the review is complete, all documents shall be delivered to the President by the Chair of the Committee.  The summary reports shall be retained in the Office of the President.

The Review Schedule

Normally, the initial review of an administrator shall be conducted in the third year of his/her incumbency whether he/she is new to the campus or new to the position.  Subsequent reviews shall be conducted in the fifth year following the previous review.  During the normal review process, the Committee may recommend the subsequent review of an administrator in less than the prescribed five-year period.

The President of the University or his designee shall maintain a schedule showing the year in which the regular review of each administrative office is due.  The schedule of administrative reviews for a given academic year shall be circulated to faculty and staff by September 15 of the academic year in which the review is to take place.

The Review Process

The President or his/her designee shall convene the Committee during the third week of the academic year.  He/She shall present the committee members with a copy of earlier evaluation(s) and a written statement of all duties that have been assigned to each administrator whose performance is to be reviewed.

The Committee shall meet with the administrator(s) under review at the beginning of the process to discuss the process and elicit any input as to additional audiences that shall be included in the review and any specific questions that shall be included in the survey.  The survey shall be printed on different colored paper or another type of indication used to identify that they were a selected population.

The administrator(s) under review shall be asked to define or discuss his/her goals and objectives and how he/she thinks that they have been met, providing any circumstances that are relevant to having achieved those goals and objectives or other issues that he/she wishes considered by the Committee during the review.  These shall be as specific as possible.

The cover letter for the survey soliciting participation in the review process shall include a position description with specific responsibilities delineated and an organization chart for the particular administrator’s area.

Letters encouraging faculty and staff participation in the review shall be sent by the faculty and staff representatives on the Committee to their constituencies.

The Committee is charged with collecting, organizing and summarizing all the relevant data concerning the administrator’s performance during the interval since the last review and shall prepare a written report, complete with supporting documentation.

The written report will use the following resources:

1. Documents given to the committee at the meeting convened by either the President or his/her designee.

2. A self-evaluation prepared by the administrator under review, describing his/her goals, responsibilities and accomplishments since the last review.

3. The administrative supervisor of the individual under review shall cooperate with the committee in providing access to documents and information relevant to the review.  The committee itself shall determine which documents or information it needs to complete its charge and may request such materials.

4. For the vice presidents, a questionnaire shall be sent to the individuals specified below.  For other positions the individuals specified below will be notified of their right to participate in the review and will be sent a questionnaire upon request.  However, in the case of School Deans, the faculty and staff of the given School will receive a questionnaire directly.  It is understood that not all those solicited will respond, and some will have no direct knowledge of the individual who is being reviewed.  However, in the interest of using the same population from one review to another, those to be polled should be kept as constant as possible.  Questionnaires shall be sent to all individuals, both on and off campus, who wish to give input to a review.

The Vice Presidents and the Associate Vice Presidents in Academic Affairs shall be evaluated by the administrators who report to them, other Vice Presidents, the Dean of the University Library, the Instructional Deans and Associate Deans, all other members of the Management Personnel Plan, the permanent staff in their unit, and the tenured and tenure-track faculty.

The Chief Fiscal Officer shall be evaluated by all Vice Presidents, the Instructional Deans and Associate Deans, the Dean of the University Library, the Director of Computer Services*, all permanent staff in the unit and the tenured and tenure-track faculty.

*Current title is Executive Director, Information Technology.

Instructional Deans shall be evaluated by other Instructional Deans and all permanent staff and faculty in the unit, including department chairs and associate deans.  All other members of the Management Personnel Plan who request an opportunity to participate in the evaluation will be provided with the evaluation materials.

The Dean of the University Library shall be evaluated by the Vice Presidents outside of Academic Affairs, Instructional Deans and Associate Deans, the Dean of Faculty Affairs*, The Dean of Extended Education, the Chief Fiscal Officer, the Director of Computer Services**, all library faculty and staff.  All other tenured and tenure-track faculty and other members of the Management Personnel Plan who request an opportunity to participate in the evaluation will be provided with the evaluation materials.

The Dean of Extended Education shall be evaluated by all the Vice Presidents except the Vice President for Academic Affairs, the Instructional Deans and Associate Deans, the Dean of the University Library, the Director of Computer Services**, the Director of Enrollment Services***, the Chief Fiscal Officer, and all permanent staff in the unit.  The tenured and tenure-track faculty and other members of the Management Personnel Plan who request an opportunity to participate in the evaluation will be provided with the evaluation materials.

The Director of Research and Funded Projects shall be evaluated by all the Vice Presidents outside of Academic Affairs, all Instructional Deans, Associate Deans, the Dean of the University Library and all permanent staff in the office of the Vice President of Academic Affairs.  All tenured and tenure-track faculty and other members of the Management Personnel Plan who request an opportunity to participate in evaluation will be provided with the evaluation materials.

The Written Report

A copy of the final written report shall be sent to the President or the President’s designee.  The reviewee has ten working days from the date of receipt of the report to respond to the Administrative Review Committee in writing.

After reading the final report, the President shall meet with the administrator under review, his/her supervisor, the Chair of the Administrative Review Committee, one faculty member from the Committee and one staff member from the Committee.  (The Chair will constitute representation for either of these groups.)  This meeting shall have the following purposes:  (1)  clarification of any misunderstandings  (2)  consideration of any modifications in the reviewee’s unit and (3) reaction by the President to the committee’s recommendations.  The reviewee shall be permitted to submit a written addendum to the report at this time which shall become part of the permanent record.

   * Current title is Associate Vice President for Faculty Affairs.

  **Current title is Executive Director, Information Technology.

***Current title is Director, Admissions and Records

At the end of the review process there shall be a public statement issued by the President stating the review is completed and thanking the campus community for their participation.

Annual Report to the Academic Senate

At the end of the academic year, the chair of the Administrative Review Committee shall present to the Academic Senate the Committee’s evaluation of their experience with the administrative review process, the Policy on Administrative Review and the rating instrument.  Suggestions for change shall be referred to the Faculty Personnel Committee.

Time Line:

Year before the review takes place:

            May 1                          Committee is formed

Fall semester –

            Third week of               Committee is convened by the President/designee

   Academic year             and Chair is elected.

Sept. 15                       List of administrators to be reviewed is circulated.

Nov. 1                         Committee sends out questionnaires.

Dec. 1                          Questionnaire responses due.

Feb. 1                          Data from Questionnaires to committee

Spring semester –

            April 1                          Two copies of written report to President/designee.

            April 15                        Response of reviewee to committee

            Before end                   President, reviewee, supervisor, Chair of Committee,

               of  semester                  one faculty member and one staff member meet.  An

                                                   announcement is sent to the campus community.