Assign & Eval FAQ
Faculty and Academic Affairs

Guidelines Questions

  • Where may I find the procedures that address the evaluation processes? 
  • What is a “Core” faculty member?
  • Should a faculty member with a “joint” appointment be evaluated?
  • Should “voluntary”, i.e. Affiliate, faculty be evaluated?
  • Should a faculty member with a “visiting” appointment be evaluated?
  • Which faculty are non-ranked?
  • What about Instructors? Aren’t they ranked faculty?
  • Are there core faculty who do not need to be evaluated?
  • Why is there a separate process for Instructors and non-ranked faculty?
  • Which process should be used to evaluate Librarians since they are not core faculty but they are ranked faculty?

    Procedure Questions

  • What forms are required for the evaluation of a core faculty member?
  • What does the department fill out before forwarding the forms to the ranked faculty?
  • How do we evaluate Courtesy Faculty since they do not have any information on effort in HART?
  • How do we evaluate new ranked faculty since they do not have any information on previous fiscal year effort in HART?
  • Why is there no "Other" (ie. development) effort in HART?
  • What does the ranked faculty member fill out before meeting with their chair/division chief/program leader/supervisor?
  • What information is coming from the Vice Deans?
  • How much detail is needed in completing the forms?
  • What does STC mean?
  • What scale is the ranked faculty member evaluated within?
  • Why can't I select a cell within the Excel document for ranked faculty?
  • Who has the final say-so as to what the assignment is for the next year?
  • What happens to the evaluation documents when they are completed?

  • Where may I find the procedures that address the evaluation processes?

    The College of Medicine has two evaluation processes, one for Core Faculty and one for Instructors and non-ranked faculty. They both can be found on our website under Morsani College of Medicine Policies and Procedures.

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    What is a “Core” faculty member?

    As described in the College Appointment, Promotion, and Tenure Guidelines, the Core Faculty is comprised of faculty:

    • Holding the rank of Assistant Professor, Associate Professor, and Professor (this includes Graduate Research Professor or Distinguished Professor), and
    • Having University appointments that include one of the following appointment categories: Regular (Tenured or Tenure-Earning), Clinical Educator, Scientist Educator, Research Scientist, Collaborative Research Scientist, and Courtesy, and
    • Having continuing appointments that are either full time (1.0 FTE) or, if less than full-time involve professional activities entirely pursuant to College assignment or duties that are solely at affiliated institutions or other sites approved by the Dean, provided that the total amount of their professional activities is not less than 0.5 FTE.

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    Should a faculty member with a “joint” appointment be evaluated?

    A faculty member with a “joint” appointment should be evaluated in his/her “home” department. The secondary department where the “joint” appointment is held is not required to evaluate the faculty member because they are a collateral faculty member in that department.

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    Should “voluntary”, i.e. Affiliate, faculty be evaluated?

    Yes, “voluntary” faculty should be evaluated. However, the process is an informal one coordinated by the Department Chair. Consult with the Department Chair as to the process and timing for such evaluations.

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    Should a faculty member with a “visiting” appointment be evaluated?

    A faculty member having a “visiting” appointment should be evaluated when the appointment is expected to last longer than 12 months. When the assignment is comparable to that of a Core faculty member, use the evaluation process for core faculty. When the assignment is comparable to that of a collateral faculty member, use the evaluation process for non-ranked faculty.

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    What about Instructors? Aren’t they ranked faculty?

    No, instructors are non-ranked faculty and are not Core faculty in the Morsani College of Medicine. Instructors are evaluated using the procedure for USF Health Non-Ranked Faculty.

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    Are there core faculty who do not need to be evaluated?

    Yes. The evaluation procedure for Core Faculty states the following: An evaluation is not required of a visiting faculty member whose appointment is expected to last fewer than 12 months or who will not be reappointed, faculty who will be non-reappointed, who have given notice of resignation or retirement, or who are terminated.

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    What forms are required for the evaluation of a core faculty member?

    There are three forms (worksheets) in one Excel document.

    • Annual Evaluation form with final assignments for the fiscal year now ending. On this form, the faculty member completes a self-evaluation in the "Self" column of each component of his/her assignment/objectives. This form is then submitted to the College APT Committee and to the Chair/Division Chief/Program Leader/Supervisor to add their rating for the assignment/objective/accomplishment.
    • Annual Assignment form listing the assignment/objectives for the upcoming fiscal year keyed to Category Codes (available through a pull-down menu and also found on the Assigned Faculty Duties Summary). The faculty member should suggest duties, but it is the Chair/Division Chief/Program Leader/Supervisor who makes the final decision.
    • Assignment Summary form for the upcoming fiscal year. On this form, the faculty member and Chair/Division/Chief Program Leader come to agreement as to the percentages of time to be spent in the various categories for the next year. The faculty member should suggest percentages but it is the Chair/Division Chief/Program Leader/Supervisor who makes the final decision.

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    Who has the final say-so as to what the assignment is for the next year?

    It is the Chair/Division Chief/Program Leader/Supervisor who makes the final determination as to a faculty member’s assignment.

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    Why is there a separate process for Instructors and non-ranked faculty?

    Core faculty are eligible for bonus through AIMS (compensated only) and go through a promotion and tenure process that includes review by the department and college APT committees. The evaluation form includes a place for department APT committee evaluation. The process for Instructors and non-ranked faculty is a simplified process which does not require an evaluation by the department APT committee.

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    Which faculty are non-ranked?

    Non-ranked faculty are: 9115 Coordinator, 9120 Associate In, 9121 Assistant In, 9126 Program Director, 9166 Research Associate, 9180 Postdoctoral Fellow, and 9199 Faculty Administrator.

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    What happens to the assignment and evaluation documents when they are completed?

    After the documents are completed by the chair and faculty member, the faculty member receives a signed copy of all of the documents and the signed originals are maintained in the department personnel files. This copy only needs to have the faculty member's self evaluation and Chair/Division Chief/Program Leader/Supervisor's evaluation scores filled in the Annual Evaluation worksheet.The department files should be available for audit by Internal, College, Federal, SACS, or other auditors, upon request.

    Faculty Affairs suggests keeping a digital copy of the Excel document for the Ranked Faculty to make updating the percentage effort on the Assignment Summary form easier at the beginning of each semester.

    It is the department's responsibility to condense the available faculty, department, chair, and EVU, R2VU, and wRVU evaluation information into one Excel document for each faculty member.

    The department is to provide an aggregate spreadsheet to Faculty Affairs of each core faculty member's Total Bonus score by the date indicated on the Timeline.

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    Which process should be used to evaluate Librarians since they are not core faculty but they are ranked faculty?

    Our Librarians are not in the Morsani College of Medicine, but are part of USF Health. They are also in-unit, unlike the faculty in the Morsani College of Medicine. This means that the Librarians are covered by a collective bargaining agreement (CBA). The CBA contains a process for in-unit faculty and it is that process which should be used for Librarians.

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    How much detail is needed in completing the forms?

    Not as much as you may think. A narrative sufficient to identify the assignment for each category of effort is necessary.

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    Why can't I select a cell within the Excel document for ranked faculty?

    We have protected all cells in which you are not required to input information for two reasons. First, it makes input of information easier because you can use the tab, enter, or arrow buttons to move between only the cells where you need to enter information. Second, some of the formulas used to calculate the bonus score for Ranked Faculty are complicated. Protecting the cells ensures that all faculty members' scores are calculated similarly.

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    How do we evaluate Courtesy Faculty since they do not have any information on effort in HART?

    Courtesy faculty should go on the basis of the assigned effort at the evaluation session from the previous year with their chair. If they did not previously have an assignment meeting, only the self and chair evaluation columns should be filled out in every area the courtesy faculty member put forth effort. The bonus calculations will not be accurate. Since they are not eligible for state paid bonus, this bonus score inaccuracy does not affect them.

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    What scale is the ranked faculty member evaluated within?

    The scale is located within the Excel document as a comment on the label for each entity evaluating the faculty member. The scale is 1-10 with 1 meaning unsatisfactory, 5 meaning average, and 10 meaning outstanding.

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    How do we evaluate new ranked faculty since they do not have any information on previous fiscal year effort in HART?

    The basis of the assigned effort should come from the evaluation session with their chair. If the new faculty did not have an assignment meeting, the effort information should come from the assigned effort on their position description when they were hired.

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    What does the department fill out before forwarding the forms to the ranked faculty?

    The department is only responsible for filling out information on the Annual Evaluation worksheet. The faculty member's name and percent effort column from the HART effort report should be completed. The "Other" category is generally not reflected within the HART data, so the department should fill in additional 2% of effort (for a total over 100%) in that cell. This additional effort is not calculated in the total effort on the Annual Evaluation worksheet, but is required for the total function to operate properly.

    The department may elect to fill in all the faculty member's personal information on the top of the Annual Evaluation and Annual Assignment worksheets. If the department doesn't do this, then it is the faculty member's responsibility.

    At this point, the department can forward each individual faculty member's Excel document to the faculty member.

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    What does the ranked faculty member fill out before meeting with their chair/division chief/program leader/supervisor?

    On the Annual Evaluation worksheet, the faculty member's responsibility is to evaluate themselves in each category of effort and place their score in the first column of the evaluation score area labeled "Self."

    They should also fill in preferred Assignment/Objectives on the Annual Assignment worksheet and percents of effort on the Assignment Summary worksheet.

    Faculty member's personal information on the top of the Annual Evaluation and Annual Assignment worksheets must be filled out by this point. If there are blank yellow fields, then it is the faculty member's responsibility to fill them in.

    At this point, the faculty member should forward their Excel document to their chair/division chief/program leader/supervisor.

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    What information is coming from the Vice Deans?

    The Vice Dean of Educational Affairs will provide the AIMS EVUs (Pending) on the Annual Evaluation worksheet.

    The Vice Dean of Research will provide the R2VUs (Pending) on the Annual Evaluation worksheet.

    The Vice Dean of Clinical Affairs will provide the wRVUs (Pending) on the Annual Evaluation worksheet.

    If available, it is the department's responsibility to condense this information into one Excel document for each faculty member.

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    Why is there no "Other" (ie. development) effort in HART?

    HART uses information from the state FAR reporting each faculty member completes for every semester. The state does not recognize Development as an area of effort, but AIMS requires 2% effort in that area by every faculty member. Since the "Other" category is not reflected within the HART data, the department should fill in additional 2% of effort (for a total over 100%) in that cell. This additional effort is not calculated in the total effort on the Annual Evaluation worksheet, but is required for the total function to operate properly.

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    What does STC mean?

    STC means Special Threshold Criteria. These are the criteria as set by AIMS for minimum amount of effort in specified areas. The STC's are 5% Instruction, 5% Research, 3% Service, and 2% Development.

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