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Annual Evaluation

The evaluation process is subject to revision upon the recommendation of the Faculty Senate and the Provost and the approval of the University President.

a.  General Statement:

All faculty members will be given the opportunity to respond in writing to any evaluation and have that response included in the faculty member’s evaluation documents. In addition to the procedures described below, each year the Director of PEU or designee submits an annual evaluation report on each PEU member to the respective College deans.  Copies of all evaluations are forwarded to the Provost.

b.  Non-tenured Faculty:

i.  Non-tenured Faculty Evaluations: All non-tenured full-time teaching faculty shall be evaluated annually by the College Dean in consultation with the faculty member’s Department Chair;  this evaluation process will include classroom visitation.  This annual evaluation serves as a basis for decisions concerning retention.

By March 1, each non-tenured faculty member shall submit, to the College Dean and the Department Chair, an annual report of professional activities in the areas of performance as outlined under “Criteria”.  This report, accompanied by a cover letter, are also the basis of the application for merit by the non-tenured faculty member.

ii.  Non-tenured Faculty Criteria

The following criteria, standards and procedures will be considered in evaluation of non-tenured faculty for retention.  These criteria are consistent with those applied in promotion and tenure consideration.

1.  Progression toward the possession of the terminal degree and/or the requisite number of graduate hours toward the doctorate and experience requirements. Requests for exceptions will be considered only in unusual circumstances, and must be made at the initial employment.  (see section II, A, 8 for academic rank qualifications)

2.  Excellence in teaching as evidenced by recent and regular evaluations and classroom visitations. Each semester the non-tenured faculty member will have at least two courses evaluated by the students.  The Department Chair shall choose one course and the faculty member shall choose one course.  The Department Chair will provide the College Dean with a list of all the courses that will be evaluated.  If either the faculty member or Department Chair fail to designate a course and more than two instructional days have passed from the published deadline for designating courses, the Dean may designate the undesignated course(s).  The faculty member may request that all of the courses being taught be evaluated.

By March 1 annually, a scheduled classroom visitation shall be conducted in the following manner:  year 1, by a faculty peer as determined by the department, year 2, by the Department Chair, and year 3, by the College Dean.  This rotation shall be repeated one time or until the faculty member earns tenure.  The evaluator shall contact the faculty member to schedule this visit at a time convenient for the evaluator and the faculty member.  The classroom evaluator shall prepare a written evaluation of the observed teaching effectiveness.  (Classroom Visitation Evaluation Form)  This teaching evaluation will be shared with the faculty member in a face to face conference prior to being included in the faculty member’s annual evaluation documents.  If at any time it is deemed that the faculty member is in need  of mentoring beyond what  the College and/or department can provide, the Dean of the College may call upon the Dean of Teaching, Learning and Instructional  Resources as an additional resource. =

3. Professional growth as evidenced by scholarly research or creative work appropriate in the discipline or field of appointment. Such evidence may include publication, presentation of scholarly papers at professional forums, participation and/or recognition in juried shows, recitals, or other achievements of professional stature.

4. Evidence of professional service, manifested in activities that add to the positive image of the discipline, the department, the College, Shepherd University, and the State of West Virginia, including involvement in professional organizations at the national, regional, and state level.

5.  Plans for next year. The faculty member shall comment on plans and goals for next year, including courses to be taught, service assignments, and any plans for research and creative activities.

iii.        Evaluation conference. By April 30, after the collection and consideration of the evaluation data, the College Dean will formally conference with the non-tenured faculty member.  This discussion will be the basis of a report and/or recommendation made to the Provost.  The faculty member will sign the annual evaluation agreeing or attach a rejoinder.

c.  Tenured Faculty Evaluation Process:

An annual report of activities shall be prepared by all tenured faculty members and submitted to the Department Chair and the College Dean by March 1.   This report, accompanied by a cover letter, is also the basis of the faculty member’s application for merit.

Student evaluations:  Each Fall semester, a minimum of two classes, chosen by the faculty member, will be evaluated by the students.  If the faculty member fails to designate the courses and more than two instructional days have passed from the published deadline for designating courses, the Dean may designate the undesignated course(s) or may ask the Department Chair to do so.  The results of these evaluations shall be provided to the faculty member, the Department Chair and the College Dean.

After earning tenure, evaluations are conducted in the following manner:

First year after earning tenure, the faculty member conducts student evaluations in at least two classes being taught and submits a self-evaluation via an annual report of professional activities to the College Dean and the Department chair.  These are archived by the Department Chair and the College Dean.

Second year after earning tenure, the faculty member conducts student evaluations in at least two classes being taught and submits an annual report of professional activities to the College Dean and the Department  Chair.  The Department Chair will prepare a written evaluation of the department members based on the student evaluations and the annual report.  The College Dean will prepare an evaluation of the Department Chair. This written evaluation is shared with the Department Chair.  Each faculty member will be given opportunity to respond in writing to the Chair’s or Dean’s evaluation.  This evaluation is archived by the College Dean and the Department Chair.

Third year after earning tenure, the faculty member conducts student evaluations in at least two classes being taught and submits a self-evaluation via an annual report of professional activities to the Department Chair and the College Dean.  This report is archived by the College Dean and the Department Chair.

Fourth Year Evaluation by the College Dean:  Every fourth year after earning tenure each full-time tenured faculty member will be evaluated by the College Dean.  In the fall semester prior to the spring semester evaluation by the College Dean, the faculty member shall conduct a student evaluation in at least two classes being taught.  Additionally in this same semester, a classroom visitation will be conducted.  The College Dean, Department Chair and faculty member will come to mutual agreement as to who will visit the classroom and what class is to be visited.  The Dean, the Department Chair or a peer evaluator may be selected to visit the classroom.   Subsequent to the visit, a written evaluation shall be prepared by the evaluator, (Classroom Visitation Evaluation Form) and a  face to face conference between the classroom evaluator  and the faculty member will be conducted prior to the fourth-year evaluation by the College Dean.  This evaluation form, and any rebuttal by the faculty member, will be forwarded to the College Dean and may be included in the faculty member’s evaluation documents.   The College Dean will archive this evaluation.

After initial implementation of this evaluation policy, one half of the current tenured faculty will be evaluated after two years and the remaining one half of the tenured faculty shall be evaluated four years after implementation of the policy.  Then the four-year rotation will begin for all the tenured faculty.  The College Dean shall determine the faculty members in each of the two initial rotation periods.   Should a faculty member receive sabbatical leave, or any extended leave, the four-year rotation is suspended for the period of the leave and will resume when the faculty member returns from leave.

Special Provision relating to Deans, Department Chairs, and all Faculty Personnel Policies

Effective July 22, 2016, notwithstanding any other provision of the Faculty Handbook, in relation solely to the Department of Nursing Education and faculty assigned to it at the undergraduate or graduate level:

  1. The Department Chair/ Director of Nursing Education shall be the immediate supervisor of all department faculty.
  2. Promotion and Tenure and pre-Tenure processes are not modified in any manner by these Special Provisions.
  3. Each full time faculty member in the department shall submit a copy of the Annual Report to the Department Chair/ Director contemporaneous with submission to the Dean.
  4. The Department Chair/ Director of Nursing Education shall complete the performance review of every faculty member each year after the submission date for the Annual Reports and prior to April 10.  The performance review will be submitted to the faculty member, with copies to the Dean and the Provost.
  5. The Dean of the College shall complete a “Dean’s Evaluation” of faculty in the department consistent with provisions of the Handbook providing for evaluations by the Dean. These will be completed following the Chair’s Annual Evaluation.  Copies of the Dean’s Evaluation will be submitted to the faculty member evaluated, the Chair, and the Provost.
  6. In the instances of part time or full time faculty who are not evaluated by the Dean under the provisions of the Handbook, after receiving the Annual Performance Evaluation by the Chair/ Director, the faculty member may request a Dean’s Evaluation to be completed also, at the faculty member’s discretion.  Such a request should be submitted in writing to the Dean within two weeks of receipt of the Annual Performance Evaluation, and the Dean shall be expected to complete the Dean’s Evaluation before July 1.  In the case of graduate-status faculty of the department, the references in this section shall include an option to request a Dean’s Evaluation by the Dean of Graduate Studies.

SEE APPENDIX D FOR “PROCESS, TIME-LINE, AND FORMS FOR ANNUAL EVALUATION”