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Periodic Evaluation (Mini Review and Professional Development Plan)

of Probationary Faculty, 2014-2015

 

July 1, 2014

This memorandum provides information on two forms of periodic evaluation for probationary faculty: The Mini review (for probationary faculty) and the Professional Development Plan (appropriate for some first-year probationary faculty).

Probationary faculty must be evaluated each year during the probationary period. Probationary faculty who are not being reviewed for reappointment, tenure, and/or promotion normally undergo a Mini review.

Some probationary faculty in their first year of appointment will prepare a Professional Development Plan (PDP) in lieu of the Mini review. That decision is made by the Department Chair and the Dean in consultation with the faculty member. Only new probationary faculty members with no (0) years of service credit are eligible for a Professional Development Plan.

The purpose of periodic evaluation is to provide assessment and feedback to probationary faculty members on their activities under the categories of instruction and instructionally-related activities; research, scholarly and creative activities; and service. Unlike the RTP review for reappointment, tenure, and promotion, the Mini review does not include a recommendation for any personnel action.

A list of candidates scheduled for Mini review is provided to each College Office. The College Office distributes copies to the Department Chairs, who are to provide copies to Department Peer Committees once they are elected.


Workshops for Mini Review & Professional Development Plan

Candidates undergoing Mini review or preparing a Professional Development Plan are encouraged to attend a Mini review/PDP workshop. Both workshops will cover the same content.

 

  • Monday, November 3, 2014 12:00-1:30 PM
    Faculty Center for Professional Development, LIB-507
  • Thursday, November 13, 2014 12:00-1:30 PM
    Faculty Center for Professional Development, LIB-507

 

Mini Review Deadlines

  • Deadline for candidates to submit materials to the Department Peer Review Committee is February 6, 2015.
  • Deans should establish timelines for completion of reviews at the Department level, forwarding of materials to the Dean’s Office, and candidate signature on reviews.
  • All completed Mini reviews are due in the Office of Faculty Affairs by May 15, 2015.


Mini Review Process


Participants in the Review Process


Mini reviews of probationary faculty are to be conducted by a Department Peer Review Committee and the College Dean. The Department Chair may also write a review if he/she does not participate as a member of the Peer Review Committee. The Department Peer Review Committee will use the standard Periodic Review Form which is available on the Faculty Affairs website.

The elected Department Peer Review Committee must consist of tenured faculty. A department may decide to designate its RTP Committee to be the Peer Review Committee for these Mini reviews or it may elect a separate committee. If the Department Chair serves on the Department Peer Committee, the Chair may not write a separate evaluation. There is no committee review at the College level.

 

Materials to be Submitted by the Candidate


The candidate's activities are to be evaluated under the categories of:

  • Instruction and Instructionally-Related Activities
  • Research, Scholarly, and Creative Activities
  • Service

Current review period: New probationary faculty during the period prior to their first Reappointment review should submit materials from the date of appointment. If service credit was given at the time of appointment, candidates should also include materials for the credited years.  Probationary faculty who have completed an initial Reappointment review or a subsequent Reappointment review (in years four or five, including service credit) should include materials since their most recent Reappointment review.

 

The following materials must be submitted to the Department Peer Review Committee by February 6, 2015:

  1. Updated Professional Data Sheet (PDS) which addresses the above categories
  2. Narrative
  3. Copies of student evaluation summaries representative of teaching assignments during the period of evaluation, consistent with department and college RTP policies
  4. Any other new information or materials that address activities for the current review period
  5. Copies of all prior reviews (which includes the Professional Development Plan if one was submitted)

Open Period for Mini Review


Section 15.2 of the Collective Bargaining Agreement allows persons other than the candidate to provide information concerning the candidate. To provide this opportunity to contribute information, an "open period" has been established from December 3, 2014 through February 6, 2015. Departments must post in the Department Office the list of the candidates who are eligible for consideration. Each posted list must contain the following statement:

Faculty, students, academic-administrators and the President may contribute information to the evaluation of a faculty unit employee. Information submitted by the faculty unit employee and academic administrators may include statements and opinions about qualifications and work of the candidate by other persons identified by name. Letters or memoranda which contain statements of opinion or allegations of fact by unnamed persons cannot be accepted. All information must be submitted in written form to the Peer Review Committee with a copy to the candidate, by February 7, 2014.

The candidate may respond to or rebut information provided during the open period. However, since the periodic review is a part of the Personnel Action File, requests for removal of information on the ground of inaccuracy – and only on that ground – may be made under the terms of Article 11.13 of the Collective Bargaining Agreement.

Committee Evaluation of the Mini Review File


On the basis of information provided by the candidate and the material submitted during the open period, the Peer Review Committee evaluates the activities and achievements of the candidate for the current review period. While this may include service at another institution for which probationary credit was granted, particular attention should be paid to the candidate's record at CSULB.

 

Candidate Signatures and Response/Rebuttal


Following each level of review (Department, Department Chair, and Dean), the candidate will be asked to read the evaluation at that level and to sign the evaluation form before it is forwarded to the next level. This signature acknowledges only that the evaluation has been read, not that the candidate agrees with it. The candidate may submit a written response/rebuttal to be forwarded with the review within ten (10) calendar days of the receipt of the review. Reviews should therefore be completed, if possible, at least ten days before they are due at the next level.

Procedures for Candidates on Joint Appointment


Special rules apply to the formation of RTP committees for faculty members on joint appointments. See “UNIVERSITY JOINT APPOINTMENTS FOR FACULTY PERSONNEL POLICY AND PROCEDURES” (PS 94-11) on the Academic Senate website.

Mini Review Documentation Sent to the Office of Faculty Affairs


Following completion of reviews by the Department, Department Chair (if provided), and the Dean, the College office forwards the following materials to the Office of Faculty Affairs:

  • Completed and signed evaluation form(s)
  • Professional Data Sheet (PDS)
  • Narrative
  • Candidate's written responses, if any

These materials will be placed in the candidate's Personnel Action File in the Office of Academic Affairs. Supplemental materials submitted by the candidate, other than the items listed above, are to be returned to the candidate by the Chair of the Department Peer Review Committee and/or the Dean upon completion of the review.

 

Professional Development Plan (PDP)


The Professional Development Plan is an alternative that replaces the first-year Mini review for new probationary faculty with no (0) years of service credit. The Department Chair and the Dean, in consultation with the faculty member, determine whether to require the Mini review or the PDP.

The Professional Development Plan is an articulation of the new probationary faculty member’s professional goals, areas of interest, and accomplishments that he/she expects to achieve in each of the three areas of evaluation—instruction and instructionally-related activities; research, scholarly and creative activities; and service—in order to meet the university, college, and department expectations/requirements for Reappointment, Tenure, and Promotion. As such, the PDP is three short narratives (approximately 500 words per area), one for each area of evaluation.

In no way is the Professional Development Plan meant to serve as a contract. The achievement of all stated goals does not guarantee tenure; nor does the failure to achieve these goals mean that tenure will not be granted.

For additional information, see the Professional Development Plan FAQ available on the Faculty Affairs website.

Timeline for Preparing the Professional Development Plan


The timeline for writing, consultation, revision, and forwarding of the signed PDP (including teaching evaluation summaries) to Faculty Affairs is outlined below. The same obligation to meet timelines applies to both the PDP and the Mini review, although the specific timelines and procedures differ. No open period is required for faculty members preparing a PDP.

Date

Deadline

Sept.-

Oct., 2014

Candidate meets with the Department Chair to review the RTP process/policy, discuss expectations, and PDP requirements.
11/21/2014 Candidate submits draft of PDP to the Department Chair.
12/12/2014 Department Chair provides candidate with comments and/or recommendations for revisions..
2/13/2015 Candidate submits revised PDP (if necessary) to Department Chair for signature.
2/13-3/6/2015 Candidate meets with Department Chair to discuss the PDP and progress to date, including fall semester student evaluations of teaching.
3/6/2015 Department Chair forwards PDP to the Dean.
3/27/2015 Dean provides candidate with comments and/or recommendations for revisions.

4/17/2015

Faculty member submits revised PDP (if necessary) to the Dean for signature.
5/15/2015 Dean forwards signed, final PDP to the candidate, Department Chair, Department Peer Committee members, and Faculty Affairs.


Getting Help with Periodic Evaluations

In addition to this memo, the Periodic Evaluation form, and the Professional Development Plan FAQs, and the Professional Data Sheet (PDS) guidelines are available on the Faculty Affairs website.

 

 


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