Policy No. 5:03:02:00

CLEVELAND STATE COMMUNITY COLLEGE Cleveland, Tennessee

SUBJECT:  Evaluation of Full-time Faculty

  1. Definition
    Full-time faculty are regular full-time personnel whose assignments, as principal activities, include instruction, research, and/or public service as a principal activity, and who hold academic ranks as professor, associate professor, assistant professor or instructor.
    The Cleveland State Community College evaluation process includes both summative and formative information. The college recognizes three formal evaluation processes: a performance evaluation, a promotion review evaluation, and a tenure review evaluation.
    A performance evaluation is conducted for all faculty regardless of rank or employment status. It applies to tenured, tenure-track, and term faculty. The process, although continuous, is undertaken formally once each year.
    A promotion review evaluation is performed when a faculty member is eligible under TBR and institutional guidelines and requests consideration for promotion.
    A tenure review evaluation is conducted for all tenure-track faculty during the probationary period. A more rigorous evaluation is conducted during the year(s) that the faculty member is eligible for tenure.
  2. Annual Performance Evaluations
    The performance evaluation components are:
    1. Student evaluations of classroom/lab instruction.
      The primary purpose of the student evaluation is improvement of the instructional process. Student evaluations of the instructor will be conducted between the tenth and thirteenth week of each semester. For classes that do not extend over the entire length of the semester, evaluations will be administered during the last class meeting unless otherwise approved by the Vice President for Academic Affairs.
      An evaluation tool will be used for the student evaluation of faculty. The instrument consists of a computer-scored objective part on a point scale and allows for written comments. The evaluations are anonymous and are handled by a person other than the instructor.
      The office of Academic Affairs will serve as a clearinghouse for the student evaluations. This office will coordinate the distribution of the evaluation forms, collect and process completed evaluations, and return results to the appropriate deans and faculty. The results will be made available to the instructor during the subsequent term. The results will also be provided to the Dean for review during the annual evaluation conference with the faculty. The Deans evaluations, including the quantitative results, will be filed in the personnel file.
      The frequency of evaluations will be as follows:
      1. Tenured faculty will be evaluated one time per semester. The class will be selected by the faculty member. If the tenured faculty is up for promotion, two student evaluations per semester are required during the year of candidacy for promotion. One class will be selected by the Dean and one by the instructor.
      2. Tenure-track and term faculty will be evaluated twice per semester. One class will be selected by the Dean and one by the instructor.
        The Dean and/or faculty may request additional evaluations.
        The preceding proceedings may not be changed without Faculty Senate approval.
    2. Classroom evaluations by supervisor/peer
      Classroom evaluations will be conducted by the supervisor, his/her designee, or a Mentor/peer using a Faculty Senate approved In-Class Observation form (see attachment). The faculty observed may request that a peer or an additional peer also be present and participate in the observation. The classroom observation results will be reviewed by the Vice President for Academic Affairs, the Dean, the observer and the faculty member and become a part of the annual evaluation. The completed observation forms will be forwarded to the Human Resources Office for inclusion in the personnel file.
      The frequency of evaluations will be as follows:
      1. Tenured faculty will be evaluated in a classroom setting when problems arise.     
      2. Tenure-track faculty will be evaluated in a classroom setting once during the initial semester of employment and a second time during the first year. During the remaining time of the probationary period, one classroom observation per year will be conducted.
        In the year the faculty member is considered for tenure, a minimum of two classroom observations is required. (For details on tenure review procedures, see ClSCC Policy 5:02:03:00.) In the year the faculty member is considered for promotion, a minimum of two classroom observations is required. (For details on promotion procedures, see ClSCC Policy 5:02:02:01.)
      3. Term appointment faculty will be evaluated in a classroom setting once a year for the first two years.
        The Division Dean, Department Chair, or Mentor may conduct additional observations if deemed necessary by the Dean. The faculty may also request additional observations.
        Any change in the preceding proceedings requires Faculty Senate approval.
    3. Self-Evaluation
      The faculty member is responsible for submitting his/her accomplishments for the evaluation year to the Division Dean prior to the annual evaluation conference. Objectives for the following academic year are reviewed during the annual evaluation conference.
    4. Evaluation by the Appropriate Supervisor/Annual Evaluation Conference
      Each individual classified as faculty will be evaluated by the Division Dean with input from the Department Chair, Coordinators and/or Mentor. (A Mentor(s) is (are) assigned to a new faculty member for the first year of employment.) This evaluation will take place during the spring semester and is documented (at a minimum by a completed Faculty Evaluation Form (see attachment).
      The supervisor evaluation addresses areas outlined on the Faculty Evaluation Form, such as classroom instruction and management as evidenced by student evaluations and classroom observations, performance as an advisor, committee participation, curriculum development, honors and recognition, professional development, community service, etc. Accomplishments of the previous year and objectives for the upcoming year will be reviewed.   
      The faculty is given the opportunity to respond to the evaluation and acknowledges awareness of the content of the form by signature. The completed supervisory evaluation will be submitted by the Dean to the Vice President for Academic Affairs.  The Vice President for Academic Affairs will submit it to the President of the College who will forward it to the Human Resources Office for inclusion in the faculty member’s personnel file. A copy of the evaluation with all appropriate signatures is forwarded to the faculty member.
      1. If the annual evaluation of a faculty member indicates unsatisfactory performance (as indicated on the Faculty Evaluation Form under the category “needs improvement”), the Division Dean will mark “yes: on Item F on page 2 of the Faculty Evaluation Form and will devise, in cooperation with the affected faculty member (and the Department Chair and other faculty, if appropriate), a Performance Development Plan to remediate the deficiencies/weaknesses. In the event that a consensus between the faculty member and supervisor cannot be reached concerning the development plan, the Vice President for Academic Affairs will arbitrate the matter so that a mutually acceptable plan can be determined.
        The plan may contain, but is not limited to, the following components:   A timeline for periodic checks of improvement must be included as part of the development plan.
        Failures of the faculty member to participate in the process or to meet the conditions of the plan may result in termination for adequate cause as prescribed in ClSCC Policy No. 5:02:03:00 (Academic Freedom, Responsibility, and Tenure.)
        1. Attendance at conferences in the teaching discipline;
        2. Attendance at conferences related to specific deficient areas;
        3. Additional coursework;
        4. In-class observations by peers and/or supervisors;
        5. Visitation by the faculty member in classrooms of successful peers;
        6. Video tape of lectures for later critique;
        7. Directed research;
        8. Collaborative projects with other faculty members (i.e., syllabus review, etc.);
        9. Efforts in obtaining grants/fellowships for paid sabbaticals;
        10. Efforts in recruitment and retention
      2. If the faculty member has administrative responsibilities, performance in this area will be evaluated by the immediate supervisor on an annual basis during the above-mentioned conference. Accomplishments for the previous year and objectives for the upcoming year will be reviewed. The faculty is given the opportunity to respond to the evaluation and acknowledges awareness of the content of the evaluation by signature. The completed evaluation will be submitted through the Vice President of Academic Affairs to the President who will forward it to the Human Resources Office for inclusion in the faculty member’s personnel file. A copy of the evaluation with all appropriate signatures is forwarded to the faculty member.
    5. Appeals
      If the faculty member is dissatisfied with all or part of the evaluation and has been unable to resolve the matter by the date on which the report is submitted to the Vice President, he/she has five work days from this date to file a written appeal to the Vice President for Academic Affairs, specifying the area of complaint and the redress desired.
      The Vice President shall, within four workdays of the receipt of the appeal, schedule a meeting with the complainant and other personnel directly involved in the situation.
      Within three workdays following the meeting, the Vice President shall notify the principals of his/her decision. If a satisfactory solution has not been reached at this stage, the complainant may within three workdays request a hearing before the Faculty Academic Appeals Committee. The recommendation of the Committee shall be forthcoming within five workdays of the request and shall be considered by the Vice President prior to a final report to the President of the College.
      Further appeal may be available according to Tennessee Board of Regents policy concerning appealable personnel matters.
  3. Promotion Review Evaluation
    For promotion evaluation, see ClSCC Policy 5:02:02:01.
  4. Tenure Review Evaluation
    1. Review during probationary period
      For tenure-track faculty, the Division Dean will make an annual recommendation as to the continuation of the tenure-track status. This will be done as part of the annual evaluation process or at the appropriate time according to the notification calendar in ClSCC Policy 5:02:03:00, Academic Freedom and Responsibility. The recommendation will be forwarded to the Tenure and Promotion Review Committee for a review and a recommendation, if appropriate.  Whenever the Dean or Tenure and Promotion Review Committee make a conditional recommendation for renewal or a recommendation for non-renewal of contract, the faculty member, the respective Dean, the Vice President and the President will be notified in writing of the conditions of renewal or the recommendation for non-renewal.
    2. Tenure evaluation during the year(s) of candidacy (See ClSCC Policy 5:02:03:00.)

Faculty on promotion-track or tenure-track is expected to be aware of the cumulative nature of the annual performance evaluations according to the specific policies covering both areas.

 

Source: TBR Policies 5:02:02:00 and 5:02:03:00
Related: ClSCC Policies 5:02:02:01 (Promotion Process), 5:02:03:00 (Academic Freedom and Responsibility) and 5:03:08:00 (Evaluation of Adjunct Faculty)

Revised: January 1, 1993; November 1995; August 1996; revised and approved by Academic Council November 2012; approved by Faculty Senate December 2012; approved by President’s Cabinet 1/8/13.

 


Attachment 1

CLEVELAND STATE COMMUNITY COLLEGE
FACULTY EVALUATION FORM

Name_________________________________________________Date____________________

Department and Job Title:_________________________________________________________

For the information of the Department Chair and the Dean in completing this form, the Faculty Member should attach a list of activities and accomplishments related to Sections I and II below.

  1. Expected Performance
    Marks:  Excellent (E)    Satisfactory (S)   Needs Improvement (N)  Not Applicable (NA)
    1. _________ Management of classroom/laboratory time
    2. _________ Maintenance of office hours
    3. _________ Results of student evaluations
    4. _________ Performance as advisor
    5. _________ Knowledge of latest developments in subject area
    6. _________ Routine campus and department committee participation
    7. _________ Response to deadlines and requests
    8. _________ Participation in non-traditionally scheduled classes
    9. __________ Participation in media/library/software, etc. selection
    10. __________ Adjunct instructor support (mentoring)
  2. Additional Work (Comments attached by Department Chair and/or Dean relating to Faculty Member’s work in such areas as student recruitment activities, student orientation activities, new course/program development, major new classroom/laboratory methodology, development of subject area materials, extraordinary campus committee involvement, articulation efforts with senior institutions, cooperation with K-12, community services, grant preparation/participation, efforts promoting creative scheduling, equipment maintenance and inventory, assistance with co-op and placement, participation in advisory council meetings, accreditation or program review activities, budget recommendations.)
  3. Closing Comments and Signatures (If additional space is needed, use the back of this sheet or attach a sheet.)
    1. Comments by Department Chair


      ________________________               ____________
      Signature of Department Chair               Date
    2. Comments by Dean

      ________________________                ____________
      Signature of Dean                                   Date

    3. Comments by Faculty Member


      ________________________                 ____________
      Signature of Faculty Member                   Date
    4. Comments by Academic Vice-President


      ________________________                 ____________
      Signature of Academic Vice-President     Date
    5. Additional comments by the Faculty member:


      ________________________                 ____________
      Signature of Faculty Member                   Date

(I have seen this evaluation. My signature does not imply concurrence.)

Only for improvement measures according to ClSCC Policy No. 5:03:03:00, Section 2.4.1. Performance Development Plan attached and reviewed.

______________________________ _____________________________ _______________
Dean                                                    Faculty Member                                  Date

 

Attachment 2

GUIDELINES FOR IN-CLASS OBSERVATION

The primary purpose of In-Class Observation shall be for the improvement of instruction. Classroom evaluations will be conducted by the supervisor, his/her designee, or a mentor. The faculty observed may request that a peer also be present and participate in the observation.

Tenured Faculty

Tenured faculty will be evaluated in a classroom setting when problems are indicated as necessary through observation, or become apparent on the formal student evaluation.

Tenure-Track Faculty

Tenure-track faculty will be evaluated in a classroom setting once during the initial semester of employment and a second time during the first year. During the remaining time of the five-year probationary period, one classroom observation per year will be conducted unless greater frequency is indicated as necessary through observation, or becomes apparent on the formal student evaluation.

In the year the candidate is considered for tenure, a minimum of two classroom observations is required.

Term Appointment Faculty

Term appointment faculty will be evaluated in a classroom setting once a year for the first two years or more frequently if indicated as necessary through observation, or becomes apparent on the formal student evaluation.

Adjunct Faculty

Classroom observations will be conducted if indicated to be necessary by problems on student evaluations or if recommended by the mentor. Classroom observations will be conducted by the mentor, the Coordinator, the Department Chair, or the Dean. Improvement suggestions will be forwarded to the adjunct faculty member. Implementation of the suggested improvements and their effectiveness will be evaluated and documented in subsequent evaluations. Should problems persist, the part-time faculty member will not be rehired.

 

Attachment 3

IN-CLASS OBSERVATION
Name ____________________________ Class Evaluated  ______________________
Course & Section Numbers________________________ Time _______  Date ______
Prefix  Course #   Section #

1. Delivery and Projection

______________________________________________________________________

Suggested Improvements

______________________________________________________________________

2. Logic of presentation, organization, initial stage and conclusion/summary

______________________________________________________________________

Suggested Improvements

______________________________________________________________________

3. Use of instructional support materials

______________________________________________________________________

Suggested Improvements

______________________________________________________________________

4. Time management

______________________________________________________________________

Suggested Improvements

______________________________________________________________________

5. Handling and knowledge of subject matter

______________________________________________________________________

Suggested Improvements

______________________________________________________________________


6. Student interaction

______________________________________________________________________


Suggested Improvements

______________________________________________________________________


7. Interest/enthusiasm of instructor

______________________________________________________________________


Suggested Improvements

______________________________________________________________________


8. Tone and atmosphere of class

______________________________________________________________________


9. Overall evaluation

______________________________________________________________________


______________________________________________________________________


______________________________________________________________________


______________________________________________________________________


 


_____________________________________  ______________________
Signature of Evaluator          Date

I have seen this evaluation.  (This does not imply concurrence.  Faculty may include
an attached comment.)


_____________________________________  ______________________
             Signature of Faculty Member          Date