Faculty Evaluation and Tenure Review Process
Evaluation of Instructional Faculty
Evaluations shall be conducted not less than annually for probationary non-tenured contract employees in accordance with Section E. For permanent (regular) employees, evaluations shall be conducted not less than once every three (3) years. Evaluations are those that culminate in a written rating report which is retained in the employee’s personnel file. Employees to be evaluated during each academic year will be notified by the Office of Human Resources during the first academic month of the Fall semester.
A. Evaluation of Tenured Faculty Members.
The Administrative Dean of Human Resources will coordinate with the Executive Vice President, Instructional Services to develop an evaluation schedule. For each tenured contract employee to be evaluated, an Evaluation Committee shall be established, composed of the employee’s division chairperson, a volunteer peer instructor selected by the employee, and the Executive Vice President, Instructional Services or a designee. The administrator shall serve as Chairperson. When a Division Chairperson is being evaluated as an instructor, the Committee shall be composed of the Executive Vice President, Instructional Services or designee and a volunteer peer selected by the Division Chairperson. All peer evaluators must be tenured and have received a satisfactory rating in their last evaluation, and will normally be from the same discipline/division as the employee being evaluated.
The Evaluation Committee shall attempt to assess the instructor’s overall performance, including teaching ability, subject matter competence, and meeting the established performance factors and standards for evaluation.
B. Observations and Conferences.
Each Evaluation Committee member shall conduct as many classroom observations as deemed necessary to assess the effectiveness of the instructor. Prior notification of the visits shall be given. Within ten (10) working days following an observation, the observer shall complete the District Evaluation Form and forward it to the employee with copies to the other Committee members. Committee members may consult together periodically to discuss the employee’s performance and progress. When there are indications from one or more Committee members that the employee is not meeting the expected level of performance, assistance and counseling shall be provided. Such assistance/counseling may include, but is not limited to, consulting and advising from Committee members or others; requiring the employee to observe other instructors or engage in independent reading; providing a review of the employee’s lecture materials, and the like.
The instructor being evaluated shall implement the District’s authorized student evaluation procedures by allowing the chair of the evaluation committee to appoint anyone except the evaluatee to survey random classes in the faculty member’s schedule. The appointee will distribute the student questionnaire during the third month of the semester for the actual student evaluation. The faculty member shall leave the room during the survey. The current forms are attached hereto as Appendix “G”; any changes in the form must be subject to consultation with the Guild.
Student evaluations shall be conducted during the first semester of the evaluation period, using the College forms administered by an appointee who will return the forms to the chair of the evaluation committee. Additional questions may be included on the evaluation form when requested by divisions or individual faculty members. For non-teaching faculty, student evaluations shall be administered according to individual schedules and services rendered. Student evaluations will be conducted anonymously so as to protect the identity of individual students.
The evaluatee shall have the opportunity to review the student evaluation forms, including summary data to be used by the Review Committee. The evaluatee has the right to attach written comments to the student evaluations prior to any committee action related to the student evaluation forms. Such comments may explain unusual circumstances in the evaluated courses.
Student evaluation summaries shall be kept confidential; the data will be shared only with the faculty member involved, the review committee, the appropriate Dean, Associate Dean, Vice President, or the President, and all will be returned to the evaluatee. The evaluatee may have the option to have the student evaluations included in his/her personnel file.
C. Final Evaluation.
Prior to March 1, a final evaluation conference between the Committee and the employee will be held. All items in the evaluation procedures will be reviewed.
If all Committee members agree that the instructor’s performance is satisfactory, the evaluation process shall be deemed completed. If one or more Committee members find that the employee’s work is “unsatisfactory,” the Evaluation Committee shall convene a special meeting of the Committee to attempt to arrive at a consensus. A “Composite Faculty Evaluation Rating Sheet” shall be completed by the Committee as a whole, and the employee shall have the right to append to the form(s) a written statement containing his/her views of the situation. The current evaluation forms are attached hereto as Appendix “G.” Any changes in the forms must be subject to consultation with the Guild. If, after completion of the above meetings, any Committee member concludes with an “unsatisfactory” rating of the employee, the reports of all Committee members and the evaluation forms shall be sent to the appropriate vice president, who will immediately notify the Administrative Dean of Human Resources and the Superintendent/President to develop a final written decision and to determine further action as deemed appropriate, including possible discipline or termination (pursuant to applicable law) and/or reevaluation for the following year. The Superintendent/President shall also determine whether the negative evaluation is to be placed in the employee’s personnel file. All written records, findings, and reports shall be housed in the Office of Human Resources.
D. Evaluation of Non-Instructional Employees.
The Administrative Dean of Human Resources will coordinate with the appropriate Vice President to develop an evaluation schedule for tenured contract employees, such as counselors, librarians, College nurses, specialists, faculty coordinators, and faculty facilitators. These shall be conducted in accordance with the provisions of this Article as they pertain to the employee’s job responsibility, except that the appropriate administrator or designee shall serve along with a volunteer peer (if one exists) as the Evaluation Committee. Observations of such employees shall take place at their job locations. Evaluation reports shall be subject to the guidelines of Section B. and C.
E. Evaluation of Probationary (Contract) Faculty Employee for Tenure.
The official evaluation process for probationary (contract) faculty employees shall take place according to the provisions contained in this article and as elaborated in the District Tenure Review Guidelines, a copy of which shall be given to each employee upon his/her employment in the District. Any change in the District Tenure Review Guidelines shall be subject to the negotiations process between the Guild and the District.
The Administrative Dean of Human Resources shall be responsible for all tenure review activities including training, committee selection, and implementation of the Tenure Review Guidelines within the provisions of this Article. All written records, finding and reports shall be housed in the office of Human Resources.
a. No faculty members except division chairs shall be required to serve on more than one Tenure Review Committee.
b. No faculty member shall be required to serve on a tenure committee against their will.
a. A probationary faculty member is being subjected to biased treatment during the tenure review process; or
b. The established Board policy, guidelines, and/or timelines are not being adhered to.
a. If the Administrative Dean of Human Resources is part of the complaint, the complaint shall be filed directly with the pool chair who shall then notify the appropriate Vice President.
b. Due process complaints shall be filed before the end of the semester in which the evaluation is completed. If an untimely complaint is raised, the person filing the complaint must demonstrate why he or she could not have discovered the alleged violation in a timely manner. The panel will then make the decision concerning this matter.
a. If the report unanimously finds the complaint to be valid, the appropriate Vice President shall, in a timely manner, direct the implementation of the recommendations contained in the report.
b. In all cases the complaint(s) and the findings and recommendations of the panel shall be forwarded to the Board of Trustees by the Superintendent/President at the time the appropriate Vice President makes his/her recommendations regarding the continued employment of the respective probationary faculty member. Copies of all recommendations will be transmitted to the Administrative Dean of Human Resources prior to any Board action.
F. Evaluation Calendar.
The calendar for the implementation of the evaluation process for tenured faculty is as follows:
G. Evaluation of Adjunct (Hourly) Employees.
Evaluation schedules for the adjunct staff will be coordinated by the Administrative Dean of Human Resources in cooperation with the appropriate Vice President or Dean. Adjunct employees shall be evaluated once in the first or second semester of employment, and every sixth semester thereafter. Current adjunct employees, who have never been evaluated, shall be evaluated within one year of ratification of this article. Current adjunct employees, who have not been evaluated in the last six semesters of employment, shall be evaluated within one year of ratification of this article. Evaluations culminate in a written rating report which is retained in the employee’s personnel file. Adjunct employees to be evaluated during a semester will be notified during the first academic month of that semester.
Evaluations shall be conducted by the appropriate Division Chairperson, Associate Dean, Dean or Designee, and will normally be from the same department/division or unit as the employee being evaluated. The evaluator shall assess the employee’s overall performance, including teaching ability, subject matter competence, and meeting established performance factors and standards for evaluation. If the adjunct employee works in a non-instructional area, she/he shall be evaluated in accordance with the provisions of this section, as they pertain to the employee’s job responsibilities.
The evaluator may conduct as many classroom observations as deemed necessary to assess the effectiveness of the instructor. Within ten (10) working days following an observation, the evaluator shall complete the District Evaluation Form and forward it to the employee.
For instructional adjunct employees, student evaluations shall be conducted in random classes if the employee is assigned more than one course during the semester of evaluation, using the college forms which will be reviewed by the Division Chair, Associate Dean, Dean or appointee. Additional questions may be included on the evaluation form when requested by divisions or individual faculty members. For non-instructional faculty, student evaluations shall be administered according to individual schedules and services rendered. Student evaluations will be conducted so as to protect the identity of individual students.
The evalluatee has the right to attach written comments to the student evaluations. Such comments may explain unusual circumstances in the evaluated courses. Student evaluation summaries shall be kept confidential; the data will be shared only with the faculty member involved, the evaluator and/or Division Chairperson, or Dean, and returned to the evaluatee.
All evaluation data collected will be forwarded to the Division Chairperson, Associate Dean, Dean or designee who will review the information and provide a summary evaluation. Prior to a new semester, a final evaluation conference between the Division Chairperson, Associate Dean, Dean, or designee and the employee will be held. All items in the evaluation procedures will be reviewed.
In the event of an unsatisfactory evaluation the adjunct employee may request an additional evaluation. For this reevaluation, at least two (2) evaluators shall be selected, including the Division Chairperson, Associate Dean, Dean or designee, and a peer faculty member selected by the employee. No employee may act as a re-evaluator if they wrote the original evaluation, unless requested by the evaluatee. All new evaluation data collected will be forwarded to the Executive Vice President, Instructional Services of to the Vice President, College Services, who will review all the evaluation forms and written reports, and provide a final written decision. Any further action deemed appropriate, may include, but not be limited to, re-evaluation the following semester and/or possible loss of future employment. The Executive Vice President, Instructional Services or the Vice President, College Services shall also determine whether the unsatisfactory evaluation is to be placed in the employee’s personnel file.
H. Faculty Involvement in Administrative Evaluation.
Administrative evaluation and procedures shall be a matter of Board Policy and Administrative Regulations of the District. The Board policy and procedures shall be developed in consultation with the Guild and the Academic Senate and shall provide for representative faculty involvement in the evaluation process except for the Superintendent President who is evaluated by the Board. Any changes to the Board Policy and Administrative Regulations once adopted shall be made in consultation with the Guild and the Academic Senate.
I. Personnel Files.
Information of a critical or derogatory nature shall not be entered into an employee’s personnel file until the employee has been notified and given the opportunity to discuss the matter with the responsible administrator. If the item is then placed in the file over the objection of the employee, the employee shall have the right, within ten (10) working days, to also have included in the file her/his rebuttal to the item in question.
When dealing with Non-District persons or agencies, the District shall not furnish personnel file documents or copies, or permit physical access to personnel file, except upon permission from the employee or upon legal process. The employee shall be notified of any such action, unless the legal process requires otherwise.
If the employee believes that the item is false or inaccurate, she/he may seek review and request that the item not be entered into the file, as follows:
3. If the employee wishes to contest the matter further, she/he is entitled to present the matter to the Board of Trustees (in executive session) for final determination. In order to be considered, this appeal must be filed through the Superintendent/President’s Office within ten (10) working days after the employee received the Superintendent/President’s decision. The issue before the Board shall be whether the employee has demonstrated that the material is false or inaccurate. The Board shall make its determination within thirty (30) working days.
J. Released Time Evaluation.
Any evaluation done in relationship to any released time or extra pay assignment shall be applicable only to the specific task being evaluated and shall in no way impact on the employee’s status within the District.
The above procedures are intended to deal with competency and overall teaching effectiveness rather than with violations of law or instances of misconduct.
The above procedures are not intended to limit or preclude, at any time, observations and/or suggestions for improvement form the Superintendent/President or the Executive Vice President, Instructional Services.
Grievances arising under this Article shall be limited to a claim that the procedures of this Article have not been complied with, and shall not contest the standards or judgments of the evaluators or the District.