Department Chair and Program Director Guide

Section Six – Evaluation


Tenure-Track Faculty – 6:1

Guidelines for Departmental Review and Support of Probationary Personnel are available online in the Faculty Handbook (Section 2.1.2.1): https://gustavus.edu/facultybook/

A tenure review informational webpage with information for tenure-track faculty is available at: https://gustavus.edu/provost/newfaculty/review.php

Tenure-Track Review Planning Worksheets

These planning worksheets are intended to support the review of untenured faculty members. If you or a faculty member has any questions about the agreed-upon schedule for review, please contact Shanon Nowell (snowell@gustavus.edu) to confirm.

Special Appointment and Part-Time Faculty – 6:2

Guidelines for Departmental Review and Support of Continuing Special Appointment and Part-time Faculty can be found online in the Faculty Handbook (Section 2.1.2.2): https://gustavus.edu/facultybook/

Non-Tenure-Track Review Planning Worksheets

These planning worksheets are intended to support the review of non-tenure-track faculty members. If you or a faculty member has any questions about the schedule or process for review, please contact Shanon Nowell (snowell@gustavus.edu) to confirm.

  1. Faculty Performance Review Checklist
  2. Faculty Self-Reflection Form
  3. Classroom Observation Guide
  4. Classroom Observation Worksheet (use is optional)
  5. Faculty Performance Review Form

Continuing and Senior Continuing Faculty – 6:3

Guidelines for Departmental Review and Support of Continuing Faculty can be found online in the Faculty Handbook (Section 2.1.2.3.1): http://www.gustavus.edu/facultybook/

Continuing Faculty Review Planning Worksheets

These planning worksheets are intended to support the review of continuing and senior continuing faculty members. If you or a faculty member has any questions about the schedule or process for review, please contact Shanon Nowell (snowell@gustavus.edu) to confirm.

Continuing Faculty (5-year clock)
First Year
Second Year
Third Year
Fourth Year
Fifth Year

Senior Continuing Faculty
First through Fourth Year
Fifth Year

Conflict of Interest Policy for Committee Membership – 6:4

The Conflict of Interest Policy for Committee Participation is available online: http://gustavus.edu/facultybook/allcollegepolicies/#Anchor-Conflic-52357

Guidelines for Classroom Observation – 6:5

To guide the teaching observation process, please see these Guidelines for Classroom Observation.

Faculty Evaluation Deadlines – 6:6

Tenure-Track Faculty (6-year clock)
First Year: February 15 (informal letter of continuation)
Second Year: November 15 (regular review process)
Third Year: Schedule set by the Third Year Review Subcommittee, usually in spring semester
Fourth Year: April 1 (regular review process)
Fifth Year: April 1 (informal letter of continuation)
Tenure Review: Schedule set by Faculty Personnel Committee, in fall semester

Tenure-Track Faculty (4-year clock)
Annual: February 15 (follows process for 2nd year review)
Third Year: Schedule set by the Third Year Review Subcommittee, usually in spring semester
Fourth Year: April 1 (regular review process)
Tenure Review: Schedule set by Faculty Personnel Committee, in fall semester

Continuing Faculty (5-year clock)
First Year: February 15 (informal letter of continuation)
Second Year: November 15 (regular review process)
Third Year: April 1 (process coordinated by the CFRC)
Fourth Year: April 1 (regular review process)
Fifth Year: April 1 (process coordinated by the CFRC)

Senior Continuing Faculty (5-year cycle)
First Year: April 1 (informal letter of continuation)
Second Year:April 1 (informal letter of continuation)
Third Year: April 1 (informal letter of continuation)
Fourth Year: April 1 (informal letter of continuation)
Fifth Year: April 1 (process coordinated by the CFRC)

Non-Tenure-Track Faculty
Annual Evaluation: March 1

Tenure and Promotion Process Guidelines – 6:7

The Faculty Personnel Committee suggests that Department Chairs follow these guidelines for their role in the tenure and promotion processes.
 
In the two semesters prior to review, department chairs will work with review candidates to schedule the administration of Faculty Personnel Committee SRI (Student Reflection on Instruction) in each of their classes. Administration of Fall SRIs will generally occur during the first two weeks of November and Spring SRIs will be given during the last two weeks of April. Department chairs will recieve a promt regarding SRI administration from the Provost's Office. Do not disregard this important notice, containing relevant information and dates.
 
The chair should consult with the reviewee regarding selection of colleagues to write solicited letters one or two semesters prior to dossier submission (e.g., if the review is in Fall 2020, selection of solicited letter writers should take place in Fall 2019 or Spring 2020). After consultation with the Chair, the candidate (or the chair) will request solicited letters from TWO Gustavus colleagues outside the department, and TWO professional colleagues at other institutions.

Announce to students and appropriate alumni that the candidate is being considered for tenure/promotion. If a person chooses to write, ask that they address, to the best of their ability, the criteria for tenure/promotion and address the letter to the Provost (letters should be emailed directly to the Assistant to the Provost, Shanon Nowell, at snowell@gustavus.edu).

Announce to department members that those who are tenured are expected to write a letter to be included in the reviewee’s file. Non-tenured colleagues may write if they wish, but they should never feel obligated or coerced to do so. (If there are two candidates from the same department, normally they do not write for one another.) Chairs might also remind departmental colleagues that visiting a class, talking with the candidate, and reading a copy of the professional statement prepared by the candidate is useful in helping the faculty member write a letter that addresses the criteria for tenure/promotion. These reminders should begin during the semester prior to dossier submission (i.e., Fall 2019 for a Spring 2020 promotion candidate). Ideally, the candidate should supply a copy of their file or at least a copy of the professional statement, CV, and publications to the department a few weeks before letters are due, so that this information is available to members of the department to reference as they write their letters.

Student Reflection on Instruction (SRI) – 6:8

As a part the third year review and tenure review processes, Student Reflection on Instruction (SRI) will be coordinated by the Provost’s Office for inclusion in the review dossier. This administration of the SRI instrument will happen in the two semesters preceding the reviews. In Fall, SRI will be administered during the first two weeks of November, and in Spring during the last two weeks of April. NOTE: The Provost’s Office does not coordinate SRI administration for January Term courses for tenure, third year review, and promotion candidates.
 
In addition to the Provost’s Office coordinated SRI, any faculty member who wishes to administer the standard SRI evaluation may do so. These SRI can be accessed at: https://gts.gac.edu/sri/. The standard questionnaire can be viewed on the Kendall Center website at: https://gustavus.edu/kendallcenter/evaluation-of-learning/assessments.php
 
SRI results will be available to the instructor after the final grade submission deadline at the end of the term. Kirsten Becker (kirstenbecker@gustavus.edu) can assist with questions regarding SRI administration.
 
Procedures for conducting SRI
 
Student Evaluation of Teaching Forms (SETs)
The former SETs evaluation tool will be phased out starting in Fall 2018, and will no longer be available after Spring 2020. Until that time, SETs can be accessed online at: https://sets.gac.edu/.
 
Procedures for conducting SETs

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Last modified: 31 August 2019, by Shanon Nowell