Effective: September 26, 2011

APPLICABILITY
GUIDELINES
PROCEDURE

Annual Evaluation Form
Annual Assignment Form
Assignment Summary Form
Submission of Forms
Annual Assignment and Evaluation Conference
Certification by Chairs
Evaluations by the Vice Dean

TIMETABLE 2011-2012
FORMS
CHECKLIST

FREQUENTLY ASKED QUESTIONS

NONRANKED  FACULTY GUIDELINES

Applicability

Ranked/Core faculty members are evaluated annually by their Chair/Division Chief/Program Leader/Supervisor on the individual’s assigned duties and achievements for the recently completed fiscal year and participate in an annual evaluation conference with his or her Chair/Division Chief/Program Leader/Supervisor.

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.

All Ranked/Core faculty will be evaluated each year, except:

• A visiting faculty member whose appointment is expected to last fewer than 12 months or who will not be reappointed,
• Faculty who have received a notice of non-reappointment,
• Faculty whose soft money funding is ending or being reallocated, or
• Faculty who have given notice of resignation or retirement, or received a letter of separation from employment (other than non-reappointment) with an effective date on or before December 31.

Faculty with a Visiting modifier also participate in the assignment and evaluation process when the assignment is comparable to that of core faculty and the appointment is expected to last longer than 12 months.

Although faculty hired during the review period may not have established goals for the review period, the Chair/Division Chief/Program Leader/Supervisor should review and evaluate the new faculty member's accomplishments, review his/her professional goals, finalize his/her assignment for the next year, and conduct the evaluation conference with the new faculty member.

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Guidelines

The annual Assignment and Evaluation process is designed to provide feedback to faculty regarding their performance, progress toward promotion and tenure, as well as their continued professional growth.  The Assignment and Evaluation process within each department is to be completed with information posted to the Evaluation SharePoint site no later than November 15 . The process is intended to be interactive, with faculty members discussing with their Chair/Division Chief/Program Leader/Supervisor all aspects of their performance over the last year and their anticipated assignment for the upcoming year and includes these basic steps:

• Discussion of and completion of the Annual Evaluation where the faculty member reports his/her accomplishments pertaining to the assignment for the past year.^{i, ii}
• Discussion of and completion of the Annual Assignment by the Chair/Division Chief/Program Leader/Supervisor listing proposed assignment/objectives for the upcoming fiscal year.ⁱⁱ  In completing the Annual Assignment Form, the faculty member and the Chair/Division Chief/Program Leader/Supervisor should discuss percentages to be reported in completing the Faculty Assignment Report for USF.

The final decision as to the faculty member's assignment rests with the Chair/Division Chief/Program Leader/Supervisor.

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Procedure

On or about September 26th, the Office of Faculty Affairs notifies the Department Chair/Division Chief/Program Leader/Supervisor that the Faculty Annual Assignment and Evaluation process is beginning and provides a suggested timetable, the forms, and the procedures for completing the process.

Evaluations for each faculty member are located within a dedicated department location in the SharePoint Evaluation site and will contain pre-loaded personal and HART information for each faculty member for whom an evaluation is requested. Evaluation ratings are to be discussed with each faculty member by November 15th and loaded into SharePoint by each department no later than November 15th.

The Annual Evaluation will cover the period of time from July 1, 2010 through June 30, 2011. 

Completed and signed original documents are to be maintained in the departmental Personnel files.  Do not send copies to Faculty Affairs.

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Annual Evaluation Form

The SharePoint Evaluation site will have pre-loaded data from HART in each category on the Annual Evaluation form for which the faculty member has been assigned effort for the preceding fiscal year. 

At the time the SharePoint Evaluation site is available, copies of the evaluation form for each faculty member should be printed by the Department from the SharePoint site. One copy should be given to the faculty member to complete the self-evaluation portion and the other should be provided to the Department APT Committee to complete. The work of the APT Committee is conducted concurrently with the conduct of the meetings between the Chair and faculty members.  Once the faculty member and the APT Committee have completed their assessment, the documents should be returned to the Chair's office and the data loaded to the document created in the SharePoint Evaluation site for that faculty member. It is rsuggested that this occur towards the beginning of the evaluation process so that it can be completed prior to the Chair’s evaluation meeting with the faculty member.

The faculty member will complete the self-evaluation column of the Annual Evaluation form.The faculty member advises his or her Chair/Division Chief/Program Leader/Supervisor that he or she has completed the self-evaluation portion of the Evaluation and forwards it (with  an updated curriculum vita) to the Chair/Division Chief/Program Leader/Supervisor so that the supervisor can meet with the faculty member for the evaluation conference.

The Chair/Division Chief/Program Leader/Supervisor notifies the departmental APT Committee to review and provide input regarding progress toward tenure for all faculty on tenure-earning appointments and progress toward promotion for all Assistant Professors and Associate Professors.  After the APT Committee inserts its evaluation score in the appropriate column for each category of assigned effort, it notifies the Chair that its portion of the evaluation process is complete and returns the form(s) to the Chair’s office to be loaded into the SharePoint site.

The Chair/Division Chief/Program Leader/Supervisor schedules a conference with the faculty member to discuss the evaluation along with the assignment/objectives proposed for the upcoming fiscal year and complete his/her evaluation score for the faculty member in each category of assigned effort. After the evaluation rating is set, the Department loads this information into the SharePoint Evaluation site.

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Annual Assignment

Keeping in mind the minimum efforts percentages established by the AIMS initiative, Faculty should identify proposed assignment/objectives for the upcoming fiscal year and correlate all parts of their proposed assignment to the appropriate percentages of effort required by AIMS, e.g., Teaching/Instruction (5% of effort), Research/Scholarly Activity (5% of effort), Service (3% of effort), Administration, Clinical Care (w/o students and house staff), or Professional Development (2% of effort). 

Refer to the Morsani College of Medicine Appointment, Promotion and Tenure (APT) Guidelines for criteria for assessing meritorious and outstanding accomplishment in scholarly activity, teaching and service.  These criterion activities are examples of those valued by the College and should serve as a guide in establishing the assignment, goals and objectives for each faculty member.

A clear and precise description of the proposed assignment/objective should be provided to each faculty member.

If additional resources or training will be required to achieve any assignment/performance goals for the upcoming fiscal year, please add those resources or training which are requested. 

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Assignment

If there is a material change (5% or greater) in assignment for any category during the year, an update must be completed by December 15 and May 1, as appropriate.

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Submission of Data

Evaluation and assignment meetings between the Chair/Division Chief/Program Leader/Supervisor and the faculty member must be completed and ratings finalized by November 15th. Departments will have read-only access to the SharePoint Evaluation site after November 15th.

Ratings from the Department APT Committee and the Chair/Division Chief/Program Leader/Supervisor must be loaded to the SharePoint Evaluation Site by November 15th.

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Annual Assignment and Evaluation Conference

The Department Chair/Division Chief/Program Leader/Supervisor will schedule and conduct the conference as soon as practicable.

During the annual assignment and evaluation conference, the Chair/Division Chief/Program Leader/Supervisor and the faculty member discuss their understanding of the following: (1) level of performance during the previous year, (2) the assignment and expected outcomes for the upcoming fiscal year, (3) progress toward tenure and/or promotion (if applicable), and (4) the professional development plans to support the desired outcomes.  They should also finalize the overall percentages of effort for the upcoming fiscal year.

Retain completed and signed original documents in the departmental Personnel files. Faculty Affairs does not maintain hard copies of these records.

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Certification by Chair

Upon completion of the annual process, the department Chair submits a signed certification or email to the Office of Faculty Affairs that the evaluation and assignment conference for each faculty member within his/her department was completed in accordance with this guideline. Submit the certification no later than December 2.

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Evaluations by the Vice Dean

Vice Deans will begin their evaluations by October 24th.  The Vice Deans will complete their reviews and load their ratings for each faculty member into the SharePoint Evaluation site by October 31st.

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ⁱ The Annual Evaluation form provided on the SharePoint Evaluation site as part of AIMS must be completed.

ⁱⁱ The forms reflect implementation of the criteria established as part of the AIMS initiative.