3.31 ADMINISTRATIVE
PROCEDURES IMPLEMENTING BOARD POLICY
REGARDING
PART-TIME FACULTY EVALUATIONS
1. Scheduling Evaluation Cycles
a. All part-time
faculty shall be evaluated according to the Education Code[1] and all new
part-time faculty shall be evaluated during their first year (Ed Code 87663).
Evaluations shall be scheduled by discipline, by department, within each
college. The Dean shall work with Department Chairs (or the Academic Senate
President at COA) to schedule the evaluations to be done each semester. The
responsibility for administering the evaluation process rests with the
Dean/Administrative Supervisor.[2]
b. Temporary/part-time faculty shall be evaluated
in the following order of priority:
1) Newly hired /
during first year of employment by Peralta Community College District
2) Faculty who have
successfully completed the Faculty Diversity Internship Program
3) Temporary long
term substitutes
4) All other
temporary/part-time faculty by discipline, by department, by college, and by
seniority (from original date of hire or by lottery, if a tie), with priority
given to faculty who will enhance the diversity of the faculty, in terms of
ethnicity and gender.
Approximately
one-third[3] of all
temporary/part-time faculty (Nos.1.b.1) – 4) above), shall be evaluated each academic year, in the
above order of priority, so that all part-time faculty can have a reasonable expectation of being
evaluated every three years. The
temporary part-time faculty evaluation
list for each year shall be based on seniority within the College
discipline(s), with priority
given to faculty who will enhance the diversity of the faculty, in terms of ethnicity and gender.
c. Evaluation of
temporary/part-time faculty is a four-part process which involves
self-evaluation, faculty
observation/evaluation, administrative evaluation, and student evaluation. Together, these
four evaluations form the evaluation report
and are summarized in the Summary Report Form
for Part-Time Faculty Evaluations.
Submission of (a) Non-Classroom Evaluation Form(s) is optional.
2. COMPOSITION AND RESPONSIBILITIES OF THE
EVALUATION TEAM
(For INITIAL EVALUATION):
The
evaluation committee for each temporary/part-time instructor who is being
evaluated for the initial evaluation
shall consist of:
Dean or Administrative Supervisor
Evaluation Committee Chair
Faculty Evaluator
Evaluee
The process for choosing evaluators
for temporary/part-time faculty evaluations shall be as follows:
a. Dean/Administrative Supervisor - The responsibility
for administering the evaluation system rests with the Dean/Administrative
Supervisor. The Dean who has responsibility for the discipline shall initiate the
evaluation procedures, designating the Evaluation Committee Chair, in consensus with the Department Chair (or
Academic Senate President at COA)[4] ensuring
that the evaluation procedures are followed, timelines are met, classroom visits are held, records are kept and
preliminary and summary evaluation meetings are held. The Dean shall complete the Administrative Evaluation Report
Form. The Dean may also complete a
faculty observation/evaluation. Only by performing a faculty observation/ evaluation may the Dean vote for the
summary evaluation rating.
b. Faculty
Evaluators: For the Initial Evaluation,
the evaluation committee includes two faculty
members.
(1) The Evaluation Committee Chair will
be chosen by mutual agreement of the Department Chair (or the Academic Senate
President at COA) and Dean.
(2) The other
faculty member on the committee, the Faculty Evaluator, will be chosen by
mutual agreement of the Dean and the faculty Evaluee. Temporary/part-time faculty may serve in
either position with the approval of the Dean, and will earn Staff/Professional
Development credit[5]
for their service. If mutual agreement
cannot be reached, the faculty evaluator will be chosen by lottery. The Dean
shall conduct the lottery. In the selection of evaluators, every effort will be
made to ensure that they are representative of the diversity of our community
and sensitive to multi-cultural concerns.
(3) For the Initial Evaluation, the faculty evaluee
may challenge one faculty evaluator. If
a challenge is made, the challenged evaluator will be replaced by a faculty
member chosen from a lottery of contract faculty in the discipline and related[6]
disciplines. Temporary/part-time
faculty in the discipline and related disciplines who are approved by the Dean
(and willing to do evaluations in return for Staff/Professional Development
credit) may also be in the lottery. The
Dean shall conduct the lottery. The
evaluator chosen by lottery may not be challenged. Every effort will be made to ensure that the
lottery pool is representative of the
diversity of
our community and sensitive to multi-cultural concerns.
(4) The
evaluation committee chair and the other faculty evaluator are responsible for
completing a faculty observation, conducting student evaluations, and
completing a summary report form. The
evaluation committee chair and the dean will provide opportunity for optional
non-classroom evaluations.
c. The
Temporary/Part-Time Faculty Evaluee -The Evaluee is responsible for
helping to choose the
Faculty Evaluator, completing the
part-time faculty Self-Evaluation Report Form, and
attending all scheduled meetings.
3. COMPOSITION
AND RESPONSIBILITIES OF THE EVALUATION TEAM
(SUBSEQUENT
EVALUATIONS):
The
evaluation team for each temporary/part-time instructor who is being evaluated
for the
Subsequent
Evaluation shall consist of:
Dean or Administrative Supervisor
Faculty Evaluator
Evaluee
When an evaluee, in the initial evaluation, is rated as
either “does not consistently meet requirements” or “does not meet
requirements”, the subsequent evaluation will follow the process for an initial
evaluation (for composition of the evaluation team, see Section 2).
a. If the initial summary evaluation rating
indicates that the Evaluee “meets all requirements” (or better), then for
subsequent evaluations, the evaluation team shall consist of a faculty member
(faculty evaluator) from the Evaluee's discipline or if necessary a related
discipline, the Dean, and the Evaluee.
The Faculty Evaluator will be chosen by mutual agreement of the
Department Chair (or the Academic Senate President at COA) and the Evaluee. Temporary/part-time faculty may also serve as
a Faculty Evaluator, with the approval of the Dean, and will earn
Staff/Professional Development credit for
their service. If mutual agreement on a Faculty Evaluator cannot be reached,
the Faculty Evaluator will then be chosen by lottery. The Dean will conduct the lottery. The
evaluator chosen by lottery may not be challenged. Every effort will be made to
ensure that the lottery pool is representative of the diversity of our
community and sensitive to multi-cultural concerns.
b. The Faculty
Evaluator and the dean will meet with the faculty evaluee to set a schedule for
classroom observations, student evaluations, submission of the administrative
evaluation form, submission of the self-evaluation, and the summary report
meeting.
c. The Dean
shall complete an administrative evaluation form. The Dean has the option of conducting a
classroom observation. If the Dean
conducts a classroom observation, the dean can participate in the summary
report meeting and participate in the summary rating.
4. FOUR-PART EVALUATION PROCESS CRITERIA AND
FORMS[7]
The
criteria for each of the four parts of the process for Initial and Subsequent
Evaluations are as follows:
a. Student Evaluations
The purpose of the Student Evaluations is to gain from students
their opinion of the overall effectiveness of the faculty member. Students will be assured of the anonymity of
their responses, including that original copies of any written comments will be
transcribed and presented to the faculty member only in compiled form.
The self-evaluation is an opportunity for the evaluee to
address all evaluations which have been conducted. In addition the evaluee is provided the
opportunity to address professional growth and development.
Evaluees are encouraged to submit additional support
material, such as: syllabi, methods of student assessment, listing of
assignments, completed Student Educational Plans, workshop agendas and
handouts, etc.
c.
Faculty Observation/Evaluation(s)
There are standard district forms to be completed when
conducting an observation/evaluation.
Please use the form appropriate to the evaluee’s assignment. This form can also be completed by the Dean.
d.
Administrative Evaluation
The administrative evaluation addresses the faculty
evaluee’s overall attention to academic and professional matters as related to
the evaluee’s assignment. Different forms
exist for classroom faculty and non-classroom faculty.
e. Summary Report Form (including overall Rating)
The summary report form provides an overall summary of all
evaluations conducted throughout the semester. The overall summary evaluation
rating, based on a five-point rating system,[8] shall be
decided by a majority of Evaluation Committee members who did faculty
observations/evaluations (two for initial evaluation and one for subsequent
evaluation), and can include the administrator, if the administrator completed
a faculty observation/evaluation. If
there is a tie vote in cases where only two classroom evaluations are
completed, the faculty member will be evaluated again the following semester
using the "initial evaluation" model set forth below (in Section 5).
Temporary part-time employees shall be evaluated within the
first year (initial evaluation) of employment.[9] Thereafter, evaluation shall be at least once
every six regular semesters, or once every nine regular quarters (subsequent
evaluations).
5. EVALUATION PROCEDURES - INITIAL
EVALUATION
a. The
Dean contacts the Evaluee in order to provide him/her with a copy of the
evaluation procedures; the Dean and the Evaluee also choose a faculty member
(the Faculty Evaluator) for the Evaluation Committee.
b. The
Dean contacts the Department Chair (or Faculty Senate President at COA) in
order to jointly select another faculty evaluator as the Evaluation Committee
Chair.
c. The
Dean notifies the Evaluee of the composition of the Evaluation Committee, and
offers him/her the opportunity to challenge the choice of the Evaluation
Committee Chair.
d. The
Faculty Evaluators and the Evaluee schedule dates for the Faculty Evaluators to
conduct observations/evaluations and to conduct student evaluations. (For classroom evaluations, the evaluator may
stay the entire class period, but must stay at least one hour). The evaluee will not be present when student
evaluations are conducted. Further, the
Faculty Evaluators will review their observation/evaluation with the
evaluee. The Evaluation Committee Chair
will provide the evaluee with the student evaluation reports.
e. When
conducting student evaluations, the Faculty Evaluator will explain that student
evaluations are being collected for the purpose of improving teaching and
learning at the college. Students will
be assured of the anonymity of their responses, including that original copies
of any written comments will be transcribed and presented to the instructor
only in compiled form. The Faculty
Evaluators shall collect the student evaluation forms. The original student evaluation forms (along
with a cover sheet) shall be forwarded immediately to the office of Vice
Chancellor of Educational Services for processing, with an expected turn-around
time of 2-3 weeks. The evaluations
shall be stored in the Division Office.
f. The
Dean schedules a time with the evaluee to complete the faculty
observation/evaluation. While this is
optional, it must be completed for the Dean to be included in the vote for the
summary evaluation rating.
g. The
Dean submits the Administrative Evaluation Form to the Evaluation Committee
chair in sufficient time for the faculty evaluee to include it in the evaluee’s
self-evaluation.
h. The
Evaluee submits the Self-Evaluation Report Form to the Evaluation Committee
Chair prior to the Summary Evaluation Meeting.
The evaluee is provided all evaluation documents for use in completing
the self-evaluation.
i. Prior to the Summary Evaluation Meeting, the
Evaluation Committee Chair and the Faculty Evaluator (and the Dean if a faculty
observation/evaluation was completed) complete the evaluation Summary Report
Form, and designate whether the Evaluee’s overall rating is “Exemplary,”
“Surpasses Requirements,” “Meets All
Requirements,” “Does Not Consistently
Meet Requirements,” or “Does Not Meet Requirements.” The summary rating shall be determined by
majority vote. Any voting committee
member who disagrees with the final rating may submit a Minority Report. In
cases where only two classroom observations/evaluations are done and the two evaluators do not agree,
the faculty member will be evaluated again the following semester using the
“Initial Evaluation” model. The Dean shall be notified if either agreement is
not reached, or if the summary evaluation rating indicates that the Evaluee
“Does not Consistently Meet Requirements” or “Does Not Meet Requirements.” The
Dean shall then have the option to conduct a faculty observation/evaluation, if
one was not already done. If the Dean
chooses to conduct a faculty observation/evaluation, he/she shall meet with the
Evaluee in advance of the observation/evaluation to schedule the
observation/evaluation, and to discuss the Evaluee's goals, objectives, etc. to
be observed.[10]
j. The
Summary Evaluation Meeting is held to do a final review and discussion all
evaluations with the Evaluee, using the Summary Report Form. In addition, the committee provides the
evaluee with a summary rating. The Evaluee is given an opportunity (a minimum
of one week) to respond in writing to any issues raised by the evaluation. The
Summary Report Form rating or recommendation is not grievable.
k. All
evaluation documents, including the summary of student evaluations, the Faculty Observation/Evaluation Report Forms,
the Administrative Evaluation Form, the Summary Report Form, and any evaluee
response, shall be forwarded to the Dean for storage in the Division office.
6. EVALUATION PROCEDURES (SUBSEQUENT EVALUATIONS)
a. The
Dean contacts the Department Chair (or Academic Senate President at COA) to
notify him/her that the evaluation is to be done.
b. The
Department Chair contacts the
Evaluee and meets with him/her in order to mutually agree upon a Faculty Evaluator.
c. The
Faculty Evaluator and the Evaluee schedule a time to conduct an
observation/evaluation and conduct student evaluations. For classroom faculty, the faculty evaluator
conducts a faculty observations/evaluation of a whole class period, or at least
one hour. The evaluation/observation
report and the student evaluation report are shared with the evaluee.
d.
When conducting student evaluations, the Faculty Evaluator will explain that
student evaluations are being collected for the purpose of improving teaching
and learning at the college. Students
will be assured of the anonymity of their responses, including that original
copies of any written comments will be transcribed and presented to the
instructor only in compiled form. The
Faculty Evaluator shall collect the student evaluation forms. The original student evaluations of
instructor forms (along with a cover sheet) shall be forwarded immediately to
the office of Vice Chancellor of Educational Services for processing, with an
expected turn-around time of 2-3 weeks.
The evaluations shall be stored in the Division Office.
e. The
Dean schedules a time with the evaluee to complete the faculty
observation/evaluation. While this is optional,
it must be completed for the Dean to be included in the vote for the summary
evaluation rating.
f. The Dean submits the Administrative
Evaluation Form to the Evaluation Committee chair in sufficient time for the
faculty evaluee to include it in the evaluee’s self-evaluation.
g. The
Dean submits the Administrative Evaluation Form to the Faculty Evaluator prior
to the Summary Evaluation Meeting.
h. The
Faculty Evaluator and Dean (if the Dean completed a Faculty observation/
evaluation) complete the Summary
Evaluation Report Form, and designate whether the Evaluee’s rating is
“Exemplary,” “Surpasses Requirements,” “Meets All Requirements,” “Does Not
Consistently Meet Requirements,” or “Does Not Meet Requirements.”
i. In
the event that the Evaluee’s rating is either “Does Not Consistently Meet
Requirements” or “Does Not Meet Requirements,” the Faculty Evaluator shall
notify the Dean, and a second evaluation shall be conducted following the
procedures for the initial evaluation
above. The original student evaluations
shall be used for this second evaluation.
j. If
the Evaluee’s rating is either “Exemplary,” “Surpasses Requirements,” or “Meets
All Requirements,” the Summary Evaluation Meeting is held to review and discuss
all evaluations with the Evaluee. The
Evaluee reviews the report from the Student Evaluations, the Faculty
Observation/Evaluation Report Form (s), the Administrative Evaluation Form, and
the Summary Report Form and rating. The
Evaluee is given an opportunity (a minimum of one week) to respond in writing
to any issues raised by the evaluation.
The Summary Report Form rating or recommendation is not grievable.
k. All
evaluation documents, including the summary of student evaluations, the Faculty
Observation/Evaluation Report Forms, the Administrative Evaluation Form, the
Summary Report Form, and any Evaluee response, shall be forwarded to the Dean
for storage in the Division office.
7. EVALUATION
PROCEDURES (for incomplete evaluations)
If the student evaluations, faculty
observation(s)/evaluation(s), or summary report are not completed with four
weeks left in the semester, the College Vice President of Instruction (or
representative) and the College Academic Senate President (or representative)
shall jointly develop a plan to complete the process by the end of the
semester, and determine a summary rating.
In such cases, the Evaluee shall have the right to receive a full
evaluation during the following semester, if he/she makes a request for a full
evaluation (in writing) to his/her Dean (with a copy to the PFT) within the
first two weeks of the following semester.
[1] Ed Code Sec. 87663. (a) Contract employees shall be evaluated at least once in each academic year. Regular employees shall be evaluated at least once in every three academic years. Temporary employees shall be evaluated within the first year of employment. Thereafter, evaluation shall be at least once every six regular semesters, or once every nine regular quarters, as applicable.
[2] In these
Procedures Implementing Board Policy 3.31, every reference to “Dean” will
automatically include reference to the “Administrative Supervisor,” if not the
Dean, of the Evaluee.
[3] If the division comes out a partial number, round off to determine how many faculty will be evaluated that academic year; e.g., 3.49 would mean 3 get evaluated, and 3.51 would mean 4 get evaluated.
[4] In this Policy, every reference to “Department Chair” will automatically include reference to the “Academic Senate President” at COA, which does not have Department Chairs.
[5] Temporary/part-time
faculty who serve on an Evaluation Committee do not receive a stipend or
other compensation. However, they shall
receive 5 hours of credit towards their Staff/Professional Development obligation.
[6] As defined on the Board of Governors list of minimum qualifications.
[7] The five (5)
forms to be used in evaluations of temporary/part-time faculty are:
1) Student Evaluations of Instructors (with
cover sheet when turned in for processing),
2) Part-time Faculty Observation/Evaluation
Form,*
3) Administrative Evaluation Form (for Part-time
Faculty),*
4) Evaluee’s Self-Evaluation Report Form, and
5) Summary Report Form (for Part-time Faculty
Evaluations)*
*[New Forms, 10-06]
[8] The evaluation rating system for temporary/part-time faculty
evaluations shall be:
1. Is exemplary
2. Surpasses requirements
3. Meets all requirements
4. Does not consistently meet requirements
5. Does not meet requirements
[9] Whenever possible this should be done during the first term of employment.
[10] The Dean may conduct a faculty observation/evaluation at any time (outside of the evaluation procedure) with one week notice to the instructor.