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2.5 EVALUATION

2.5.1 Criteria for Evaluation

Faculty at Juniata College are evaluated in four major areas. They are: Teaching Effectiveness, Advising, Professional Development, and Service.

2.5.1.1 Teaching Effectiveness

Juniata College recognizes that excellence in teaching is one of the most important attributes of a faculty member. Since many characteristics contribute to teaching effectiveness, documentation should demonstrate, but not necessarily be limited to, the following characteristics identified as part of good teaching:

1. Basic Skills
   1. Organization Skills--the faculty member should have the ability to:
      1. set appropriate goals for student development;
      2. set appropriate course goals for the amount of subject material covered and level of understanding attained;
      3. construct an effective syllabus;
      4. establish unambiguous rules on attendance, assignments, grades, withdrawals, and other issues;
      5. articulate course goals clearly;
      6. select effective texts;
      7. choose effective lecture supplements;
      8. provide effective laboratory materials;
      9. choose the most effective classroom for a given situation;
      10. plan significant laboratory work and field trips that enhance the course;
      11. assign an appropriate amount of relevant out-of-class work;
      12. develop examinations that measure relevant student progress and performance;
      13. assign grades in a way that is fair, reasonable, and easily understood by the students.
   2. 1. maintain control of classroom without inhibiting constructive group dynamics;
      2. provide clear but flexible direction;
      3. give lucid presentations;
      4. find the balance in amount of material and level of abstractness;
      5. focus on the more important issues within the subject;
      6. clarify difficult concepts;
      7. engage student interest and attention;
      8. encourage discussion and free exchange;
      9. stimulate student thinking;
      10. convey the expert'Almost as soon as his adventures enthusiasm for the subject;
      11. provide students with learning "tips";
      12. demonstrate sensitivity to the student's individual particular circumstances;
      13. inform each student accurately about his/her progress;
      14. establish a schedule that provides accessibility to materials and professor;
      15. be approachable
      16. be helpful when approached.
2. Appropriate Knowledge and Understanding of the Field
   The faculty member should:
   1. have the appropriate academic credentials;
   2. keep up to date with happenings in the field(s) taught;
   3. maintain activity in the area of expertise in a way that provides continuing first-hand experience.
3. Role Model
   The faculty member should:
   1. demonstrate "professionalism";
   2. be intellectually energetic and curious;
   3. show passion for ideas, compassion for people.
4. Assessment of Teaching Effectiveness:
   In general, teaching effectiveness should be assessed by the following:
   1. evaluations by the Chair or Program Director;
   2. peer evaluations;
   3. student evaluations;
   4. review of course syllabi by peers inside or outside the College;
   5. involvement in further coursework or other continuing education in the relevant field;
   6. participation in seminars and/or workshops on teaching skills.

See Section 2.5.5 for specific evaluation procedures.

2.5.1.2 Advising

Faculty members have an obligation to advise students in their classes about class work and to serve as departmental or program advisors for students concentrating in their discipline. They also have an obligation to advise students in the general program of the College by providing guidance regarding selection of appropriate courses to meet departmental and College requirements.

They have an obligation to refer the student to other advisors when necessary. Characteristics of good advising include, but are not limited to, the following:

1. The advisor should have a technical knowledge of:
   1. Academic programs
   2. Courses and departments
   3. Institutional rules and regulations
   4. Curricular requirements
   5. Other advisory and support services
   6. Career opportunities
   7. Counseling services
   8. Scheduling, deadlines, registration procedures
   9. Individual and designed POEs
   10. Opportunities for internships and study abroad
2. The advisor should demonstrate a commitment to advising by:
   1. Scheduling and meeting sufficient office hours at appropriate times during the day.
   2. Establishing congenial procedures for arranging and conducting meetings.
   3. Keeping apace of students' progress, difficulties, and aspirations.
   4. Helping students locate information or services as special student needs require.
   5. Maintaining accurate files on advisees' progress toward program and general graduation requirements.
3. The advisor should exercise contact skills in order to promote:
   1. Effective two-way communication.
   2. Approachability.
   3. Student decision making.
   4. Student independence and accountability.
4. The advisor should act as a good role model by:
   1. Assuming responsibility as an "officer of the institution."
   2. Acting as education's advocate.
   3. Demonstrating good judgment.

Assessment of Advising Effectiveness:
Effectiveness in advising should be assessed by evidence generated by the following:

1. Evaluation of the Chair or Program Director;
2. Peer evaluations;
3. Student evaluations;
4. Participation in workshops or seminars designed to improve advising skills.

2.5.1.3 Professional Development

All faculty members have an obligation to maintain a high level of professional competence and to keep abreast of developments in their fields. Faculty members are encouraged to support and be active in appropriate professional organizations. Activities in this area include, but are not limited to, the following:

1. Activity in research, writing, consulting, or artistic production (especially as the products of this activity are recognized by experts in the particular field).
2. Frequent participation in attendance of professional meetings or other kinds of interaction with professional colleagues.
3. Further study/coursework or other self-development activities.
4. Efforts toward developing new courses or programs.
5. Professional conduct (demonstrating intellectual curiosity, integrity, depth, thoroughness, and rigor in the practice of the discipline).

Assessment of Professional Development:
Excellence in professional development should be assessed by evidence such as the following:

1. Documented, self-report of activities.
2. Evaluation or statements by professional peers.
3. Juried publications.
4. External recognition of professional development activities.
5. Award or grants, prizes, or commendations.
6. A program of professional growth demonstrated by readings, attendance at professional meetings, continuing education courses in which scholarly activities are pursued.
7. Development of new courses or educational materials based on current development in the field, changes in department or college priorities, and new teaching/learning technologies.
8. Presentation at professional conferences and workshops.
9. Preparation to participate in inter-departmental and inter-disciplinary courses and programs including general education.

See Section 2.5.5 for specific evaluation procedures.

2.5.1.4 Service

A college like Juniata must depend upon its faculty for services rendered outside the classroom. A faculty member is expected to participate in some of the operational concerns of the institution, to serve the student body in non-classroom activities, and to serve the community at large in both professional and non-professional ways. Such activities may include, but are not necessarily limited to, any of the following:

1. Participation and performance in College Committees.
2. Performance of administrative duties such as Department Chairperson, program/course coordinator, facility director, admissions activities.
3. Job-related participation in community life such as consulting with local government agencies, schools, or social agencies.
4. Participation in campus life such as advising student organizations, planning or participation in student extracurricular activities or functioning on student life committees.
5. Acting as a good role model in activities such as serving as an officer or representative of the College (on or off campus), active participation in the broader educational process, demonstrating personal and social maturity and integrity, respecting colleagues, students and other members of the College community.

Assessment of Service:
Demonstration of service activities should include, but is not necessarily limited to, the following:

1. Self-report of activities.
2. Chair/Program Director ratings from colleagues and administration.
3. Committee or committee chairperson ratings, or ratings by the supervisor of an activity.
4. Statements from professional peers.
5. Student ratings.
6. Testimony from leaders of community groups.

See Section 2.5.5 for specific evaluation procedures.

2.5.2 Policies of Personnel Evaluation Committee

The purpose of faculty evaluation is to provide information for use in making recommendations for contract renewal, promotion, and tenure.

1. The Personnel Evaluation Committee will make no recommendation pertaining to a faculty member without evaluating the person involved. Specific evaluation procedures are outlined in Section 2.5.5.
2. A faculty member shall be notified when he or she is being evaluated.
3. The faculty member may collect data for and write letters to the Committee.
4. Faculty members shall be informed of the results of the evaluation by a written summary.
5. The Committee shall study all available evaluation documents and make its recommendations to the Vice President and Dean of Academic Affairs.
6. The Committee may seek additional documentation when it deems the current file inadequate to make an evaluation. The faculty member under review will be notified of such action.
7. It shall be the responsibility of the Personnel Evaluation Committee to develop and review policies and procedures related to evaluation for promotion and contract renewal, except that evaluation of faculty members in the first two years is handled by the Department Chair and Vice President and Dean of Academic Affairs (see Section 2.5.4). The implementation of the periodic review of faculty is the responsibility of the Personnel Evaluation Committee and the Department Chair.
8. On the recommendation of the Vice President and Dean of Academic Affairs, a department or program chair, or the faculty member, any member of the faculty may be evaluated by the Personnel Evaluation Committee at times other than for promotion or contract renewal.

2.5.2.1 Waiver of Evaluation

A faculty member who has served sufficient time in rank to be considered for promotion may ask not to be evaluated for promotion by presenting a written request to the Personnel Evaluation Committee. The member's name will remain off all subsequent evaluation lists until the faculty member requests reinstatement to the evaluation list in writing to the Committee. Since the Committee must have at least one full academic year's worth of information before a report can be prepared, the summary report will be made the year following the collection of data.

2.5.3 Evaluation Files

The Personnel Evaluation Committee makes recommendations to the Vice President and Dean of Academic Affairs on such matters as retention (contract renewal), promotion, and tenure. The files accumulated in the process of evaluation are maintained by the Committee.

2.5.3.1 Contents of Files

The Personnel File maintained by the Personnel Evaluation Committee contains all letters of evaluation written by colleagues and the Department Chair as well as copies of information gathered as a part of the administrative reviews during the initial probationary periods (Section 2.5.4.1). The Personnel Evaluation Committee may solicit additional letters when it determines that the current letters in the file are insufficient to enable a conclusive evaluation. In addition, any minutes of meetings where discussion of the evaluatee occurred may be inserted into the File. The File will also contain student evaluations with names removed, the Professional Data Form prepared by the faculty member, any unsolicited material, and any other materials which the faculty member wishes to add to the evaluation file. Excerpts of minutes of any meeting in which the evaluatee figured, such as an appeal, may be placed in the File. Each file will have a table of contents which lists each separate evaluation document.

2.5.3.1.1 Policy on Unsolicited Material

Unsolicited evaluation material that is submitted to the Chair and/or the Personnel Evaluation Committee will be placed in the Personnel File maintained by the Personnel Evaluation Committee. The evaluatee will be notified in writing of the existence of such information.

2.5.3.2 Access to Files

Members of the Personnel Evaluation Committee have regular access to the files; they must sign an access log in order to use the files in their work. Only the evaluatee, the Department Chair and members of the Personnel Evaluation Committee may have regular access to the File in the office of the Personnel Evaluation Committee's secretary after signing the access log (See Section 2.4.3) for information on Pennsylvania Law on access to personnel files). The files may not be removed from the room in which they are stored except for use by the Personnel Evaluation Committee.

1. The Vice President and Dean of Academic Affairs may have access to files of data prepared by the Personnel Evaluation Committee on any faculty member provided that the Vice President presents a request for the file in writing to the Committee together with a statement of the reasons for examining the file. The Vice President's request will then become a permanent part of the file and will be available for inspection of the evaluatee. The evaluatee will be notified of the request by the Committee.
2. Any faculty member under evaluation can request, in writing, of the Committee that his or her complete file, and the Committee's recommendation, be forwarded to the Vice President and Dean of Academic Affairs.

2.5.4 Administrative Review

2.5.4.1 Administrative Review of Initial Probation Period

During their first two years of appointment, faculty members on one-year contracts are evaluated by the Department Chair as specified in Section 2.5.5.3.1. The Department Chair must file a report with the Vice President and Dean of Academic Affairs by January 15 of the academic year in which a first-year faculty member is evaluated and by November 15 of the academic year in which a second-year faculty member is evaluated. The evaluatee must file a Professional Data Sheet with the Vice President by the same date

The Vice President and Dean of Academic Affairs will then review the report and any material that the faculty member chooses to submit. The Vice President will then meet with the faculty member to review the report. After each review, the Vice President will prepare in writing a summary of the meeting. The faculty member will have an opportunity to respond to this document, and it will be placed in the member's personal file in the Office of the Vice President and Dean of Academic Affairs. Copies of the Chair's report, the Vice President's report, and the evaluatee's responses will also be placed in the evaluatee's File which is maintained by the Personnel Evaluation Committee. Student evaluations conducted during the first two years will be placed in the Personnel File maintained by the Personnel Evaluation Committee.

2.5.4.2 Administrative Review of Recommendations by the Personnel Evaluation Committee

The President and the Vice President and Dean of Academic Affairs will independently review recommendations brought forward by the Personnel Evaluation Committee for retention (contract renewal), promotion, and tenure. In recommending these actions to the Board, the President and the Vice President and Dean of Academic Affairs will consider the following factors:

1. Level of support expressed by the Personnel Evaluation Committee.
2. The four evaluation criteria which are the only criteria for retention, promotion, and tenure, as described in Section 2.5.
3. The weighting system for the four criteria used by PEC and detailed in Article 2.5.5.3.2.D.1.
4. For promotion in rank, the standards of performance described in Section 2.6.
5. In the case of promotion, both time in rank and length of service.
6. In the case of promotion, comparison with the achievements of the faculty in the rank to which the person may be promoted. Candidates for promotion should understand that the process is competitive. Denial of recommendation is not to be necessarily evidence of unsatisfactory performance.
7. Considerations for tenure are specified in Section 2.7.2.

2.5.5 Procedures of Evaluation

All faculty will be evaluated on the basis of the criteria in Section 2.5.1, according to the policies and procedures specified in 2.5.1, 2.5.2, 2.5.3, 2.5.4, and 2.5.5.

n cases of exceptional circumstances, as determined by the Vice President and Dean of Academic Affairs the Personnel Evaluation Committee in consultation with the evaluatee, portions of the evaluation procedure may be modified to conform to those circumstances.

2.5.5.1 Selection of the Faculty to be Evaluated

At the beginning of each academic year, the Vice President and Dean of Academic Affairs forwards to the Department Chair and the Personnel Evaluation Committee a list of faculty to be reviewed. This group of faculty will include those on one-year contracts, and those eligible for contract renewal, promotion, and/or tenure in the following academic year. The Committee will inform all prospective evaluatees, and those who wish to waive the evaluation may do so following procedures outlined in Section 2.5.2.1. The Committee then presents that list to the faculty at the earliest possible faculty meeting, omitting those who have waived evaluation, so that faculty who wish to be included on the list may register with the Vice President and Dean of Academic Affairs or the Chair of the Committee.

Persons who wish to nominate a faculty member under the policy of "Special Promotions" (see Section 2.6.3) should send the nomination to the Committee by March 1, so that the Committee can include that person in the schedule of evaluations for the following year.

The Vice President and Dean of Academic Affairs may also request an evaluation of any faculty member. Such a request must be made in writing before the beginning of any semester.

2.5.5.2 Evaluation Documents

Four main types of data are used in preparing evaluation reports for faculty under review. They are: student evaluations of teaching and advising, colleague evaluations, Professional Data Sheets, and Department Chair evaluations. Copies of all forms are available from the Personnel Evaluation Committee.

1. Student Evaluations
   Two written forms are used to evaluate teaching: (1) a standardized evaluation instrument of classroom performance which is subject to statistical analysis, and (2) a written comment sheet. Students are also asked to evaluate advising by completing the Advising Comment Sheet. In addition, students may be interviewed by the Committee. Student evaluation data, with names removed, will be maintained in the Personnel File maintained by the Personnel Evaluation Committee.
2. Colleague Evaluations
   Selected colleagues (see Section 2.5.5.3.2 C) are asked to complete a colleague evaluation form that calls for comments and ranking in the four major evaluation areas: teaching effectiveness, advising, professional development, and service. These forms are kept in the Personnel File maintained by the Personnel Evaluation Committee.
3. Professional Data Sheets
   The evaluatee completes this form which provides a summary of all activities pertaining to the four evaluation criteria. This is a very important source of information for evaluating professional development and service, so that evaluatee should provide a comprehensive record of all activities. The evaluatee may submit additional information, i.e. course syllabi.
4. Department Chair Evaluations
   The Department Chair plays an important role in all faculty evaluations by gathering data and submitting a written evaluation. In the case of the first two years of a probationary appointment, the Department Chair conducts the evaluation and files a report with the Vice President and Dean of Academic Affairs. In cases of contract renewal, promotion, and tenure, the Chair files the report with the Personnel Evaluation Committee. Further description of the Department Chair's role follows in Section 2.5.5.3.1.

2.5.5.3 Evaluation Processes

Criteria areas and major types of data collected are the same for all faculty under evaluation. However, evaluation of faculty with probationary, one-year contracts is carried out by the Department Chair and the Vice President and Dean of Academic Affairs. The Personnel Evaluation Committee evaluates faculty who are being considered for contract renewal, promotion, and/or tenure. The steps for each category follow.

2.5.5.3.1 Evaluation of Faculty on Initial One-Year Contracts

New faculty members who are on initial one-year contracts (normally first two years) are evaluated in the following way:

1. After consulting with the faculty member to select a mutually agreeable time for the classroom evaluations, the Personnel Evaluation Committee will conduct course evaluations for all courses taught by the evaluatee. The evaluatee must leave the classroom during the evaluation.
2. The Personnel Evaluation Committee will arrange to survey the advisees of the evaluatee with the cooperation of the Registrar's office.
3. The Chair distributes and collects the Professional Data Sheet from the evaluatee by November 1 of the academic year of evaluation.
4. The Chair may make classroom visits. A twenty-four hour notice must be given to the faculty member.
5. The Chair may call a department meeting by December 1, of the same year for department members to discuss the evaluatees's performance. The department may decide whether to allow the evaluatee to be present during this meeting.
6. The Chair meets periodically with the evaluatee to discuss progress toward departmental and professional goals. The Chair reviews student evaluations with the evaluatee.
7. The Chair meets periodically with the evaluatee to discuss progress toward departmental and professional goals. The Chair reviews student evaluations with the evaluatee.
8. After receiving the report, the Vice President and Dean follows the procedures outlined in Section 2.5.4.1.

2.5.5.3.2 Evaluation for Contract Renewal, Promotion and Tenure

The Personnel Evaluation Committee conducts evaluations of faculty being considered for contract renewal, promotion and tenure, writes a summary report, and makes a summary recommendation to the Vice President and Dean of Academic Affairs according to the following process:

1. After receiving a list of faculty eligible for consideration, the Committee notifies each individual on the list as specified in Section 2.5.5.1.
2. The Personnel Evaluation Committee will review at least one full year's course and advising evaluations.
3. The Personnel Evaluation Committee will collect six written colleague evaluations. The Committee will select at least three colleagues, one of whom is normally the Department Chair, and notify the evaluatee of the choices. The evaluatee will select three additional colleagues, who may or may not be members of the evaluatee''s department to complete additional colleague evaluations.
4. After all of the data specified in Section 2.5.5.2 has been reviewed, the Committee prepares a summary report.
   1. The summary is divided into four categories: teaching effectiveness, advising, professional development, and service. The committee, after discussion of the document, assigns a "score" to each section of the report. These "scores" are then weighted according to the following factors: Teaching Effectiveness, 50 to 70 percent; Advising, 10 to 25 percent; Professional Development, 10 to 25 percent; Service, 10 to 25 percent. The weighting factor is chosen so as to maximize the faculty member's "score" with the total weighting not to exceed 100%.
   2. Each member of the committee assesses the results of the evaluation on an individual basis and a secret ballot is taken whether to strongly recommend, recommend, recommend with reservation, or not recommend for the pending action. This vote is tabulated and included in the summary report.
   3. The report is then sent to the evaluatee with a memo advising that the faculty member may appeal to the Committee concerning any aspect of the report, and/or attach an additional statement/document to the report before it is transmitted to the Vice President and Dean of Academic Affairs, or accept the report as written. The faculty member has one week to schedule a personal appeal or to write an appeal to the Committee. The Committee will then consider all appeals and finalize the report. 4. After the end of the appeals period, the final report with any modifications is sent to the Vice President and Dean of Academic Affairs for action as specified in Section 2.5.4.2 of this handbook. The evaluatee receives a copy of the final report and a copy is placed in the Personnel File maintained by the Personnel Evaluation Committee.
   4. After the end of the appeals period, the final report with any modifications is sent to the Vice President and Dean of Academic Affairs for action as specified in Section 2.5.4.2 of this handbook. The evaluatee receives a copy of the final report and a copy is placed in the Personnel File maintained by the Personnel Evaluation Committee.

Revisions to Sections 2.5.1.3 and 2.5.4.2 were approved by the Executive Committee of the Board of Trustees, May 29, 1996.

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