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Periodic Evaluation of Temporary Faculty

Recommended By: Academic Senate
Approved: Ruben Armiñana, President
Date of Issue: 12/3/13
Effective Date: 12/3/13
Current Issue Date: 12/3/13
Contact Office: Academic Affairs

Policy #2002-4

The  Collective Bargaining Agreement for the California Faculty Association (sec. 15), Unit 3-Faculty contains requirements for the evaluation of temporary faculty. This policy implements those requirements.

  1. Definitions and Requirements for Evaluators
    1. "Temporary faculty" includes faculty in Bargaining Unit 3 who are not in probationary tenure-track appointments or tenured. Temporary faculty include temporary librarians, coaches, preceptors, field supervisors, counselors and others hired in Unit 3 who are not on the tenure-track.
    2. The term "dean" in this policy shall be understood to include appropriate administrators responsible for the supervision of temporary faculty, whether or not they hold the title of dean, such as the Director of Intercollegiate Athletics.

    3. The term "Temporary Faculty Evaluation Committee" shall be understood to include a review committee of full-time tenured faculty (that may include faculty participating in the Faculty Early Retirement Program who will be present during the semester in which the evaluation is conducted), elected by the department for the evaluation of temporary faculty.
    4. Faculty conducting or deliberating on evaluation of temporary faculty must be full-time tenured faculty (CBA 15.2). It will be necessary, when a department chair or program coordinator is not tenured and the policy calls for evaluation to be conducted by the chair, for the department to designate a tenured faculty member to serve in the capacity of department chair for the purpose of evaluating temporary faculty. This requirement does not prohibit untenured faculty or tenured faculty who are part-time from conducting peer observations or providing peer input..
    5. Temporary faculty with joint appointments in more than one department may have one committee as long as there is representation from all departments.
  2. Categories of Periodic Evaluations and Reviewers
    1. Temporary faculty with a full-time annual appointment in one department. Evaluations shall be conducted annually. Levels of review will include:
      1. Department Temporary Faculty Evaluation Committee (TFE).  The chair or program coordinator has the option to provide input to the TFE for the evaluation.
      2. Dean.
    2. Temporary faculty with annual appointments that are less than full-time in one department.
      Evaluations shall be conducted annually in each appointing department, (or as stated in section I.E, re joint appointments).
      Levels of review will include:
      1. Department chair or program coordinator. Members of the department may provide input to the chair or program coordinator for the evaluation.
      2. Dean, at the dean's discretion
        If a dean elects to evaluate any individual in this category in a given department, then the dean shall evaluate all persons in this category in that department.
    3. Temporary faculty on semester appointment, or in appointments of at least four months' duration.
      1. Evaluation is at the discretion of the department chair, the department, or the school dean. If a department chair, department, or dean determine that temporary faculty will be evaluated, an evaluation will be conducted for all temporary faculty in appointments of the same duration.
      2. A temporary faculty employee may request that an evaluation be performed. If evaluation is requested by the temporary faculty employee or deemed appropriate by the department, levels of review will include:
        1. Department chair or program coordinator (the department may, provide input to the chair or program coordinator for the evaluation).
        2. Dean
    4. Temporary faculty eligible for a three-year appointment.
      Evaluations shall be conducted in the year preceding issuance of a three-year appointment.
      Levels of review will include:
      1. The TFE Committee in the department or program. The chair or program coordinator has the option to provide input to the TFE for the evaluation.
      2. Dean.
    5. Temporary faculty holding three-year appointments.
      Evaluation shall be conducted in the third year of the appointment and may be conducted more frequently upon the request of either the employee or the President.
    6. Levels of review will include:
      1. The TFE Committee in the department or program. The chair or program coordinator has the option to provide input to the TFE for the evaluation.
      2. Dean.
      3. Coaching faculty (full and part-time).
        Frequency of and requirement for evaluations for coaching faculty shall parallel the provisions in A through E above. Evaluation will be conducted by the appropriate administrator, with opportunity provided for peer input. Section II(G) will not apply to coaching faculty.
    7. Departments lacking chairs and/or Temporary Faculty Evaluation Committees
      In departments lacking chairs and/or Temporary Faculty Evaluation Committees, the evaluation of part-time temporary faculty will be conducted by the dean or appropriate administrator, with opportunity provided for peer input. Evaluation of temporary faculty with full-time appointments in such departments will require the designation of a review committee of full-time tenured faculty, as described in Section I(E), familiar with the nature of the temporary faculty member's work.
  3. The Personnel Action File (PAF). (See also CBA 15.8, 15.9).
    1. Evaluation Materials To Be Included:
      1. Summaries of student evaluations.
        Courses included in the evaluation (applied to all temporary faculty evaluated in the Department):
        1. All courses taught by the temporary faculty since the last review, or
        2. Two courses for each year since the last evaluation.
          If it is not departmental practice to require student evaluations for all courses taught by temporary faculty, the classes to be evaluated shall be jointly determined in consultation between the temporary faculty member and the department chair or the program coordinator. If the parties cannot agree on which classes to include, then each chooses 50%. The courses shall be representative of the temporary faculty member's teaching responsibilities. Summaries of student evaluations will be given to the temporary faculty member for comment before being included in the evaluation portion of the PAF.
      2. Peer observations, if requested by the temporary faculty member, the department chair, or the Temporary Faculty Evaluation Committee. Such observations must be received by the temporary faculty member at least one week prior to the deadline for inclusion of materials to be used for evaluation.
    2. Assembly Of The Personnel Action File:
      1. The department chair or designee shall be responsible for assembling materials on which the evaluation shall be based. In units without a chair, the dean shall be responsible, or the dean may designate an individual to be responsible. In the latter case, the dean shall notify the temporary faculty member(s) to be evaluated of the name of the responsible individual not later than two weeks before the deadline for assembly of materials.
      2. The temporary faculty member may submit materials to be included by the deadline for the assembly of materials, to the chair, dean, or responsible individual.
      3. Within two (2) working days, the party responsible for assembling the materials on which the evaluation shall be based will forward to the temporary faculty member a copy of any materials not provided by the temporary faculty member.
      4. 4. All communications shall be identified by name.
  4. Criteria for Evaluation
    1. A temporary member shall be evaluated on the activities that comprise and support his/her university assignment. Where the assignment includes teaching, primary emphasis will be placed on teaching effectiveness.
    2. In evaluating teaching effectiveness, the evaluator or evaluating body shall review and evaluate all pertinent evidence available in the materials assembled for evaluation, to show that the candidate:
      1. Displays enthusiasm for teaching his/her subject.
      2. Presents material with clarity.
      3. Uses teaching strategies appropriate to the students and course content.
      4. Clearly specifies course goals, and employs course materials to achieve course goals.
      5. Enables students to participate actively in their own education.
      6. Fosters appreciation for different points of view.
      7. Demonstrates competence and currency in course material.
      8. Consults and advises effectively outside of class.
      9. Engages in professional development to enhance his/her teaching effectiveness.
    3. Acknowledgment of additional contributions to the University or community made by the temporary faculty member during the evaluation period may be included in the evaluation, but are not required.
    4. Each stage of the evaluation shall produce a written statement on the performance of the temporary faculty which includes a rationale for such a determination.
    5. For temporary faculty eligible for three-year appointments the cumulative evaluation shall consider the work performance during the entire qualifying period. For temporary faculty in the third year of a three-year appointment the cumulative evaluation shall consider the work performance during the entire three-year appointment.
    6. For temporary faculty eligible for three-year appointments or in the third year of a three-year appointment, issuance of new three-year appointments shall occur if the recommendation by the Dean rates the temporary faculty as satisfactory. Satisfactory ratings may include comments or constructive suggestions for development.
  5. Schedule for Periodic Evaluation
    1. The schedule for temporary faculty on an academic-year or annual appointment is included in this policy in Section VII. In years where temporary faculty with 3-year appointments are evaluated, their review will follow the schedule for annual appointments.
    2. If a department, department chair, dean or other appropriate administrator determines that temporary faculty in appointments of one semester or an equivalent period will be evaluated, the department, department chair, dean or other appropriate administrator is responsible for the development and announcement of the department's schedule. The temporary faculty in the department must be notified of this schedule at least ten working days before the first deadline in the schedule. With the exception of the deadline for submission of the completed evaluation to the Faculty Affairs Office for inclusion in the Personnel Action File, all deadlines for evaluation of temporary faculty on appointments of one semester or an equivalent period shall fall within the period of appointment of the temporary faculty member. Completed evaluations must be submitted to the Faculty Affairs Office within 15 days of the completion of the temporary faculty member's appointment or of the semester in which the evaluation occurred. At each level of review, at least ten days must be provided to temporary faculty being evaluated for review and rebuttal of evaluations before the evaluation is forwarded to the next level of review or to the Personnel Action File.
  6. Periodic Evaluation Procedures
    1. At each level of evaluation, a copy of the evaluator's or evaluating body's report must be provided to the temporary faculty member by the deadline established in Section VII, below.
    2. A temporary faculty member may provide a rebuttal to an evaluation within ten days of receiving the recommendation. This rebuttal shall become part of the file of materials to be evaluated at subsequent levels of review. If the rebuttal is submitted for any level of review other than the first, the temporary faculty member shall provide a copy of his/her rebuttal to all previous levels of review.
    3. When the periodic evaluation is completed, the following materials shall be forwarded to the Faculty Affairs Office for filing in the Personnel Action File:
      1. summaries of student evaluations of teaching effectiveness,
      2. peer observations,
      3. evaluations by all levels of review,
      4. rebuttal statement(s) by the faculty member (if any),
      5. a list of any other materials used in the evaluation of the faculty member,
      6. evaluations for temporary faculty without instructional assignments may include no more than four pages of other material used in the evaluation process which demonstrate the temporary faculty member's performance in his/her assignment.
    4. The individual providing the last level of review shall forward the evaluation as defined above (in VI.C.) to the Faculty Affairs Office and shall notify the temporary faculty member of his/her action, providing the temporary faculty member a copy of the materials to be included in the Personnel Action File. This section shall not preclude the forwarding of materials not listed above for inclusion in the Working Personnel Action File by the temporary faculty member, the chair, the dean or appropriate administrator, or other university administrators, as long as these materials were introduced during the evaluation process and are known to the temporary faculty member.
  7. Deadlines for the Periodic Evaluation of Temporary Faculty on Annual Appointments
    Departments which appoint temporary faculty on annual appointments which begin after October 15 or end before May 10 shall establish deadlines for evaluation which meet the requirements of the bargaining agreement.
    If any deadline listed below falls on a Saturday, Sunday, or academic holiday, the deadline shall be moved to the first working day following the date shown below. Where Spring break or other academic breaks of more than one day occur, deadlines following the break may be appropriately adjusted to provide adequate time for review or rebuttal.
October 15 Temporary faculty who wish to request peer observation of work make such request to the chair or, in units without chairs, the dean
February 15 Chair or designee or, in units without chairs, dean or an individual designated by the dean assembles materials to be used as the basis for evaluation. Temporary faculty member submits any materials s/he wishes included. If department TFE Committee or equivalent committee wishes to provide input on the evaluation of part-time temporary faculty on annual appointments, it so informs the temporary faculty member and the chair or dean.
Two working days following the deadline for assembly of materials Chair, dean, or responsible individual provides copy of the materials to be used as the basis for evaluation to the individual to be evaluated.
Ten working days following the deadline for assembly of materials The temporary faculty member may submit a rebuttal statement to any statement included in the materials to be used as the basis for evaluation.
March 10 Where the department TFE Committee or equivalent committee is evaluating a temporary faculty member, it provides a copy of its evaluation to the temporary faculty member, with copy to the chair, if the unit has a chair, and the dean. When evaluating temporary faculty on annual full-time appointments, the committee will always provide a copy to the dean.
Ten days following the issuance of the Temporary Faculty Evaluation Committee's evaluation The temporary faculty member may submit a rebuttal statement to the committee's evaluation, with copies to the chair, if the unit has a chair, and the dean
April 5 For temporary faculty on annual appointments that are less than full-time, the chair provides a copy of his/her evaluation to the temporary faculty member, with copy to the dean. For units without chairs, the dean provides a copy of his/her evaluation to the temporary faculty member. For temporary faculty on full-time annual appointments, the dean provides a copy of his/her evaluation to the faculty member.
Ten days following the issuance of the chair's or dean's evaluation The temporary faculty member may submit a rebuttal statement to the dean's evaluation.
May 1 For temporary faculty on annual appointments that are less than full-time, in units with chairs, if the dean chooses to provide an evaluation, s/he provides a copy of his/her evaluation to the temporary faculty member.
Ten days following the issuance of the dean's evaluation The temporary faculty member may submit a rebuttal statement to the dean's evaluation.
May 15 Completed evaluations for temporary faculty on annual appointments are due to the Faculty Affairs Office for inclusion in the Personnel Action File. The individual who has completed the last level of review shall inform the temporary faculty member that s/he has forwarded the evaluation for filing.

Updated December 10, 2013