Assignment & Evaluation - Ranked
Faculty and Academic Affairs

Effective: August 3, 2015




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








Ranked/Core faculty members are provided an assignment of academic and/or clinical duties on an annual basis. Chair/Division Chief/Program Leader/Supervisor ("Chair/Supervisor") also provide an evaluation of the Faculty Member based on the individual’s assigned duties and achievements.

Assignments for July 1, 2015 through June 30, 2016 are to be provided for each Ranked Faculty Member. In the Fall, when certified data is available from USF and USF Health systems for the recently completed year (FY 14/15),

Chairs will be asked to schedule an annual evaluation conference with their Ranked Faculty for the last year. The Annual Evaluation will cover the period of time from July 1, 2014 through June 30, 2015

The Core Faculty to be evaluated are those:

  • Holding the rank of Assistant Professor, Associate Professor, and Professor (this includes Graduate Research Professor or Distinguished Professor), and
  • With one of the following appointment categories: Regular (Tenured or Tenure-Earning), Clinical Educator, Scientist Educator, Research Scientist, Collaborative Research Scientist, and Courtesy, and
  • Appointments that are either full time (1.0 FTE) or, if between 0.50 FTE and 1.00 FTE, involve professional activities entirely pursuant to College assignment or duties that are solely at affiliated institutions or other sites approved by the Dean, and 
  • With at least 6 months employment
  • Visiting Faculty are evaluated when the assignment is comparable to that of core faculty and the appointment is expected to last longer than 12 months.
  • Instructors in the Morsani College of Medicine are also to be evaluated with the same template as used for Core Faculty.

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.

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The Assignment and Evaluation process is intended to provide feedback to faculty regarding their performance, progress toward promotion and/or tenure, and professional growth. 

The Assignment process is completed when all information is posted to the Departments Assignment and Evaluation SharePoint site no later than Friday, September 11, 2015. The process is intended to be interactive and includes these basic steps:

  • Discussion of and completion of the Annual Assignment by the Chair/Supervisor listing proposed assignment/objectives for the upcoming fiscal year.ii  For the Annual Assignment, the faculty member and the Chair/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/Supervisor.

The Evaluation of each Faculty Member is completed separately from the Assignment process will be announced once all required data is certified and available from USF and USF Health systems for the preceding year. Steps during the Evaluation process include:

  • Discussion between the Chair/Supervisor and the faculty member regarding the performance of, and ratings of, assigned duties from July 1, 2014 through June 30, 2015. During this meeting faculty members are invited to report his/her accomplishments for the past year.i, ii
  • Completion of the Annual Evaluation form where the faculty member

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On or about August 5th, the Office of Faculty Affairs notifies the Department Chairs and Department Administrators that the Faculty Annual Assignment process is beginning and provides a timetable, the forms, and the procedures for completing the process.

Creating the Assignment Document

  • An Assignment Template is loaded in the department location in the SharePoint 2015 Evaluation site. 
  • Working only within the SharePoint site, Department personnel need to open the Assignement Template and insert the faculty member's first and last names in the Annual Assignment sheet. Save the document using Last Name, First Name 2015 format. For example: Smith, John 2015.
  • The Assignment Template is designed to automatically populate faculty information inserted into the Annual Assignment sheets into the other sheets. If it does not, please contact Faculty Affairs.  
  • Assignments are to be discussed with each faculty member and Assignment sheets "loaded" to the Sharepoint site by Friday, September 11, 2015. 

The Evaluation Document and Process

  • Evaluation documents will be provided at a later date once all necessary information fort the 2014/15 is available from USF and USF Health data systems.
  • Evaluation ratings are discussed with each faculty member and loaded into SharePoint (deadline to be determined once certified data for 2014/15 is available).
  • Completed and signed original documents are to be maintained in the departmental Personnel files, and a copy provided to the faculty memberDo not send copies to Faculty Affairs.

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Annual Evaluation Form

Once the Department creates the Evaulation form, copies of the evaluation form for each faculty member should be provided to: 1) the faculty member to complete the self-evaluation portion; and, 2) the Department APT Committee to complete the Department section. The work of the APT Committee is conducted concurrently with the meetings between the Chair/Supervisor and faculty members.  Evaluations scores from the faculty member and APT Committee should be returned to the Chair/Supervisor's office and the data loaded to the document created in the SharePoint Evaluation site for that faculty member. Faculty Affairs suggests that this occur towards the beginning of the evaluation process so that it can be completed prior to the Chair/Supervisor’s evaluation meeting with the faculty member.

The Chair/Supervisor meets with the faculty member once the self-evaluation portion of the Evaluation is completed. The faculty member provides an updated curriculum vita to the Chair/Division Chief/Program Leader/Supervisor during the evaluation conference. For accrediation purposes, the updated curriculum vita should be uploaded to each Department's CV library at this time, and outdated versions should be removed.

Departmental APT Committees are 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 determining their evaluation score for each faculty member, the APT Committee returns the form(s) to the Chair/Supervisor’s office to be loaded into the SharePoint site.

The Chair/Supervisor meets with each faculty member to discuss the evaluation for past year of assigned duties.  After the evaluation rating is set, the Department loads this information into the SharePoint Evaluation site.

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Annual Assignment

Once the Assignment document has been created, in consideration of the minimum efforts percentages established by the AIMS initiative, Chairs and faculty members should identify proposed assignment/objectives for 2015/16 and correlate all parts of their proposed assignment to the appropriate percentages of effort required by AIMS, i.e., 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). 

Criteria set out in the Morsani College of Medicine Appointment, Promotion and Tenure (APT) Guidelines for assessing meritorious and outstanding accomplishment in scholarly activity, teaching and service are a useful 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.

Requests for additional resources or training required to achieve any assignment/performance goals for the upcoming fiscal year should be discussed.

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

Assignment meetings with each faculty member must be completed and loaded to the SharePoint site by Friday, September 11, 2015 when the SharePoint Evaluation site will be closed to Departments.

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Annual Assignment and Evaluation Actions

Faculty Affairs anticipates that as part of the regular Assignment and Evaluation activities the Chair/Supervisor and faculty member will, at a minimum, the (1) discuss the level of performance during the previous year, (2) discuss the assignment and expected outcomes for the upcoming fiscal year, (3) discuss progress toward tenure and/or promotion (if applicable), (4) discuss professional development plans to support the desired outcomes, (5) finalize the Annual Assignment sheet, Assignment Summary form identifying overall percentages of effort for the upcoming fiscal year, and the Professional Goals Form; and (6) finalize the Evaluation document, including the faculty member's self-evaluation score, the Department APT Committee's score and the Chair/Supervisor's score.

Retain completed and signed original documents in the departmental Personnel files, and provide a copy of the completed evaluation to the faculty member. Faculty Affairs does not maintain hard copies of these records.

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Certification by Chair

Upon completion of the annual evaluation process, the department Chair submits to the Office of Faculty Affairs a signed certification or email that the assignment and evaluation discussions for each faculty member within his/her department was completed in accordance with this policy. The date to submit the annual certification will be announced at the time the deadline for the evaluation portion of the process is determined.

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Evaluations by the Vice Dean

Vice Deans may aslo be asked to evaluate faculty member within the respective areas for which they have responsibility. This review can occur concurrently with the Department level evaluation Deadlines for the Vice Deans to complete their reviews and load their ratings into the SharePoint Evaluation site for be provided to them directly.

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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.

Return to Morsani College of Medicine Faculty Information Site