Policy No. 5:03:02:00

CLEVELAND STATE COMMUNITY COLLEGE Cleveland, Tennessee

SUBJECT:  Evaluation of Full-time Faculty

  1. Definition
    A performance evaluation is conducted for all faculty regardless of rank or employment status. It applies to tenured, tenure-track, term, and adjunct faculty. The process, although continuous, is undertaken formally once each year.
    A promotion review evaluation is performed when a full-time 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 respective dean for review during the annual evaluation conference with the faculty. The evaluation of the dean, 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.
      3. Adjunct faculty will be evaluated each semester. The Dean will select the classes.
        The Dean and/or faculty may request additional evaluations.
        The preceding proceedings may not be changed without Faculty Senate approval.
    2. Teaching observations by supervisor/peer
      Teaching observations will be conducted by the supervisor, his/her designee, or a peer   using an appropriate, standardized, and approved form for In-Class Observation or On-Line Observation. The faculty observed may request that a peer or an additional peer also be present in the classroom and participate in the observation. The teaching observation results will be reviewed by the observer and the faculty member, the Dean, 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 observation will be as follows:
      1. Tenured faculty will be observed in a teaching setting upon his or her request, or if concerns arise, no less frequently than every third year, post-tenure.        
      2. Tenure-track faculty will be evaluated in a teaching 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 teaching observation per year will be conducted.
        In the year the faculty member is considered for tenure, a minimum of two teaching 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 teaching observations is required. (For details on promotion procedures, see ClSCC Policy 5:02:02:01.)
      3. Term appointment faculty will be evaluated in a teaching setting once during the initial semester of employment and a second time during the first year. During each subsequent year of renewed term appointment, one teaching observation per year will be conducted.
      4. Adjunct faculty will be evaluated in a teaching setting once during the initial semester of employment. During each subsequent year of renewed appointment, one teaching observation per year will be conducted.
        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 goals and accomplishments for the evaluation year to the Division Dean prior to the annual evaluation conference. Goals and 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 by a completed Faculty Evaluation Form.
      The supervisor evaluation addresses areas outlined on the Faculty Evaluation Form, such as classroom instruction and management as evidenced by student evaluations and teaching observations, performance as an advisor, committee participation, curriculum development, honors and recognition, professional development, community service, etc. Accomplishments of the previous year, goals 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 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, the Division Dean 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:
        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
          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 Tenure).
      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, goals 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 to the Vice President of Academic Affairs 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 Tenure. 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/Reference: ClSCC Policy 5:02:03:00; ClSCC Policy 5:02:02:01

Revised and Approved: 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 January 8, 2013; revised October 20, 2015; approved by Academic Dean’s Council October 26, 2015; approved by Faculty Senate November 2015; approved by President’s Cabinet January 26, 2016.