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Effective June 17, 2008
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Ranked/Core faculty members will be evaluated annually by their Chair/Division Chief/Program Leader/Supervisor on the individual’s assigned duties and achievements for that 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:
All Ranked/Core faculty will be evaluated each year, except:
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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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 should be completed prior to the beginning of the Fall semester of each year and no later than September 2. 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:
The final decision as to the faculty member’s assignment rests with the Chair/Division Chief/Program Leader/Supervisor.
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By June 18, 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. On or before June 27, the Department Chair/Division Chief/Program Leader/Supervisor will insert data from HART into each category on the Annual Evaluation form for which the faculty member has assigned effort and provide each faculty member with the appropriate forms for the assignment and evaluation process. The faculty member then completes the following three forms and submits them to the Chair/Division Chief/Program Leader/Supervisor by the requested dates:
To complete these forms faculty members will need to meet with their Chair/Division Chief/Program Leader/Supervisor. Completed and signed original documents are to be maintained in the departmental Personnel files. Do not send copies to Faculty Affairs. Once HART data has been inserted into the Annual Evaluation form and the documents provided to the faculty members, the Departments may forward the evaluation document to the Vice Deans for their input.
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The Department will insert data from HART into each category on the Annual Evaluation form for which the faculty member has been assigned effort for the preceding fiscal year. The faculty member will complete the self-evaluation column of the Annual Evaluation form. Completing faculty information at the top of this form will populate the faculty member’s information on all other pages of the assignment and evaluation documents included in the Excel document. The faculty member forwards the completed forms to his/her Chair/Division Chief/Program Leader/Supervisor, as instructed, with an updated curriculum vita. The Chair/Division Chief/Program Leader/Supervisor forwards the completed Annual Evaluation form (for the current academic year) to the departmental APT Committee for review and input regarding progress toward tenure for all faculty on tenure-earning appointments and progress toward promotion for all Assistant Professors and Associate Professors. The APT Committee inserts its evaluation score in the appropriate column for each category of assigned effort and forwards the information to the Chair/Division Chief/Program Leader/Supervisor. The Chair/Division Chief/Program Leader/Supervisor schedules a conference with the faculty member to discuss the evaluation along with the proposed assignment/objectives for the upcoming fiscal year and complete his/her evaluation score for the faculty member in each category of assigned effort.
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Faculty members complete a draft of the Annual Assignment form proposing the assignment and objectives for the upcoming fiscal year. 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 Category Code for each category that is applicable to their overall assignment: Teaching/Instruction (5% of effort), Research/Scholarly Activity (5% of effort), Service (3% of effort), Administration, Clinical Care (w/o students and housestaff), or Professional Development (2% of effort). Faculty will match the assignment to the appropriate Category Code using the pull down menu contained in the first column of the assignment/objective portion of the form. The Category Codes shown on the pull down menu on the Annual Assignment form correspond with the numbers located on the Assignment Summary form and the Annual Evaluation form. For any questions related to the activities included in each Category of effort on the Assignment Summary form, refer to the detailed breakdown and definitions of the activity categories (please see the notes on the Assignment Summary form or the Definitions page in the Excel Assignment and Evaluation document set). Refer to the 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 your assignment, goals and objectives. Include a clear and precise description of each proposed assignment/objective. If additional resources or training will be required to achieve any assignment/performance goals for the upcoming fiscal year, please list these in the last box in the Annual Assignment form.
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When completed, this form reflects the estimated percentages of effort that correspond to the proposed assignment/objectives for the upcoming fiscal year as shown on the Annual Assignment form. It also provides information to assist in completing the reports of effort that are required at the end of each semester by the State of Florida and the Federal Government. Refer to the definitions of the activity to assist in properly categorizing your assignments. For more information on Definitions, please see the notes on the Assignment Summary form or the Definitions page in the Excel Assignment and Evaluation document set. List the estimated percent of effort that you expect to spend in each assigned category listed. During the annual evaluation and development conference, the faculty member and the Chair/Division Chief/Program Leader/Supervisor review the document, confirming that the information is accurate. If there is a material change (5% or greater) in assignment for any category during the year, complete an updated form prior to the beginning of the semester (by December 15 and May 1).
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Forward the completed forms to your Chair/Division Chief/Program Leader/Supervisor, as instructed, by July 11. The Chair/Division Chief/Program Leader/Supervisor will forward the completed forms to the Department APT Committee by July 18. The Committee will complete its review and return forms with recommendations to the Chair/Division Chief/Program Leader/Supervisor, August 11. The Chair/Division Chief/Program Leader/Supervisor will finalize the assignment during the annual assignment and evaluation conference.
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The Department Chair/Division Chief/Program Leader/Supervisor will schedule and conduct the conference as soon as practicable, but before August 29. During the annual assignment and evaluation conference, the Chair/Division Chief/Program Leader/Supervisor and the faculty member discuss the information provided on the forms. The desired outcome of the conference is to reach an 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. In addition, finalize the Assignment Summary form identifying overall percentages of effort for the upcoming fiscal year. Retain completed and signed original documents in the departmental Personnel files.
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Upon completion of the annual process, the department Chair submits to the Office of Faculty Affairs a signed certification that the evaluation, goal-setting, faculty assignment, and evaluation conference for each faculty member within his/her department was conducted in accordance with this policy. Submit the certification no later than September 2.
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Once HART data has been inserted into the Annual Evaluation form and the documents provided to the faculty members, the Departments should forward the evaluation document to the Vice Deans for their input. This will allow the evaluation process to run concurrently through the Departmental process and the Vice Deans. If Departments choose not to forward the evaluation document for each faculty member until the Departmental process is completed, the Chair/Division Chief/Program Leader/Supervisor will send the evaluation document for each faculty member to the Vice Deans for their input in the appropriate category of assigned effort by no later than September 2. By September 15, the Vice Deans will complete their evaluations and provide that information to each Chair so the data may be included on the final evaluation document for each faculty member.
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i The Annual Evaluation form provided as part of the AIMS document package must be completed. For the fiscal year now ending (2007/08), Ranked Faculty may be evaluated within the Department using the old Evaluation Form (this will only be available on the Faculty Affairs website). ii The forms are revised to reflect implementation of the criteria established as part of the AIMS initiative. iii When all forms are completed, the percentages assigned to the various categories of effort on the Assignment Summary form should correspond directly with assignments agreed upon in the Annual Assignment form. | |||||
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