A. The Evaluation Process

SBHE 604.3 requires that all benefited university system employees undergo an annual performance review.

The primary purpose of faculty evaluation is the improvement of instruction. In addition, the evaluation may be used in making recommendations regarding salary, tenure, and promotion. Goals for faculty are based on contract areas. Evaluation includes:

  • Improving teaching by identifying ways to change teaching systems, environments, or behaviors.
  • Supplying information, which may lead to a modification of a faculty assignment. Examples include: reallocation, tenure, promotion, and termination.
  • Seeks opportunities for Professional development and continuing growth
  • Is involved in university community and Valley City community promoting university mission
  • Protecting students and faculty from incompetence and unprofessional behavior.
  • Recognizing superior performance.
  • Validating the search and selection process.
  • Providing a base for faculty career planning and professional development.

For a complete list of criteria see form AA-20 (rubric for Faculty Evaluation, Tenure and Promotion)

Faculty are evaluated in the following contract areas:
  • Effectiveness of Instruction or Performance of Primary Responsibility
  • Scholarship, Professional, and Creative Activities
  • Service to the University and Community
In addition to the procedures outlined below, an evaluation may be conducted at any time at the request of the faculty member or any two of the following: the President of the University, the Vice President for Academic Affairs, the chair of the department in which the faculty member is assigned.

B. Faculty Evaluation Procedures

1. Post-tenure evaluations
  1. All tenured faculty members (except those completing promotion application process during the current year) must complete an annual self-evaluation ("Annual Faculty Report," AA-4), which is reviewed by their respective Department Chair/Dean.
  2. The Department Chair/Dean will add comments to AA-4 regarding the faculty member’s contributions to the program, interactions with students, completion of contractual obligations, and effectiveness of instruction.
  3. The Department Chair/Dean will provide the faculty member with a copy of the completed AA-4 form. The faculty member may attach additional comments in response to the Chair/Dean assessment.
  4. The completed AA-4 form for each tenured faculty member is due in the VPAA office on the first Monday in June.
  5. The VPAA will meet biennially with each tenured faculty member to review the AA-4 forms from the prior two years to discuss faculty achievements, goals, and any concerns.
  6. The AA-4 originals and VPAA response/summary from each biennial review are retained in the VPAA office.
2. Pre-tenure evaluations
All pre-tenure faculty at Valley City State University will undergo a peer evaluation annually.
  • First-year faculty will be evaluated prior to the first Monday in April. 
  • Pre-tenured faculty with 2-5 years of service will be evaluated no later than the last working day before Thanksgiving. 
  • Only automatic promotions for terminal degree completion or additional qualifications for professionally qualified (see V605.1, B3) are permitted before the tenure year.
  • A faculty member undergoing tenure evaluation [generally year six] will complete the process described in policy, V605.01.01, instead of the pre-tenure evaluation process described in this policy.
In consultation with their respective Department Chairs, temporary full-time and part-time (adjunct) faculty may choose to undergo either the peer evaluation outlined in 2a-d below OR the abbreviated process described in Part 3, below.
  • a. Process Initiation
  • Each Department Chair will initiate the evaluation process at least one month before the evaluation materials are due in the VPAA office.
  • The Department Chair will appoint a departmental evaluation committee and name the committee chair. Membership will include three full-time, tenured faculty. The Department Chair may request the participation of a qualified faculty member outside the Department. Exceptions to this policy must be approved and documented by the VPAA. The Department Chairs may not serve on an evaluation committee in their respective departments. When the non-tenured faculty member being evaluated is a Department Chair, the Vice President for Academic Affairs or designee will assume the role defined for the Department Chair.
  • Peer review is an important responsibility, as the work of this committee has long-term effects on the delivery of curriculum, faculty performance, and tenure decisions. The committee should be supportive, specific, and cognizant of its responsibilities to promote performance improvement and guide entering faculty towards successful completion of their professional duties.
  • b. Pre-Observation Conference
  • Members of the Departmental Evaluation Committee, the Department Chair/Dean, and the faculty member being evaluated will meet at a time and place determined by the Department Evaluation Committee Chair for the pre-observation conference. The Department Evaluation Committee Chair will review the procedures to be followed in the evaluation process and identify the appropriate forms; current version of the forms should be downloaded from the Academic Affairs folder in the shared drive each year.
  • The faculty member, committee members, and Department Chair will schedule class observations.
  • The Department Chair will designate the deadline for submission of the Faculty Evaluation Self-Assessment (form AA-6a), student evaluations, and course syllabi (for the past academic year); faculty in their first year must complete Faculty Evaluation Self-Assessment (form AA-6a), and First Year Faculty Evaluation: Professional Development Plan (form AA-6b).
  • c. Observation and Evaluation
1.   The Department Chair and members of the Departmental Evaluation Committee will each observe at least one class session; if possible, all courses taught should be observed and recorded on form AA-27.
2.   The faculty member will submit the completed self-evaluation (AA-6a), all student evaluations from the past academic year, and academic year syllabi to the Departmental Evaluation Committee Chair, Chair, and the Departmental Evaluation Committee by the dates established at the pre-observation meeting. The Committee is responsible for ensuring that the self-evaluation document addresses the requisite criteria. 
3.  After reviewing the faculty self-evaluation, the student assessments, visitation observations, and other appropriate information, including the past year’s evaluation, the Departmental Evaluation Committee will complete its evaluation, using form AA-6c. In reviewing the student evaluations, the Departmental Evaluation Committee should keep in mind the level and student composition of the courses assessed.
4.   The chair of the Departmental Evaluation Committee will forward all evaluation materials to the Department Chair. 
5.   The Department Chair will review the materials. If proper procedures were not followed and/or if sufficient data was not collected to substantiate the evaluation, the Department Chair will initiate procedures to adequately complete the process. 
6.   The Department Chair, the Departmental Evaluation Committee, and the faculty member being evaluated will meet for the post-observation conference.
  • d. Post-Observation Conference
1. At the post-observation conference, the members of the Departmental Evaluation Committee, the Department Chair, and the faculty member will discuss the evaluation.
2. The Departmental Evaluation Committee, in its supportive role, may schedule meetings for development of syllabi and course materials, additional class observations, or other activities, which it deems necessary to strengthen the faculty member's portfolio in preparation for a tenure application.
a.  A written report with strengths and recommendations for improvement should be shared with candidate and become part of the AA-6c form.
3. The Department Chair will inform the faculty member of his/her recommendation and comments in writing and provide the faculty member with a copy of the completed AA-6c form. 
4. After the post-observation meeting, the faculty member will have two working days to consider the data collection, recommendations, and comments of the Department Chair and the Departmental Evaluation Committee. Candidate can respond in writing. The response will be become part of the form as an addendum and will be submitted with the forms.
  • e. Administrative Recommendations
1. The Department Chair will forward the signed, hard copy evaluation forms (AA-5b, AA-6a, AA-6b, AA-6c, AA-6d), student assessments, and all supporting data and/or addendum to the Vice President for Academic Affairs according to the previously designated deadlines.
2. The Vice President for Academic Affairs will review each evaluation. He/She may request additional information from the Departmental Evaluation Committee, the Department Chair, or the faculty member under evaluation. The Vice President for Academic Affairs may direct the Department Chair to review and repeat portions of the evaluation process if the supporting documentation fails to substantiate the recommendation of the Department Chair.
3. The Vice President for Academic Affairs will record his/her comments and recommendation on form AA-6e and will forward the hard copy forms and all supporting data to the President of the University.
4. The President of the University will review the recommendations and complete form AA-6 which will then be placed with the supporting data in the personnel file of the faculty member. (Contract information is housed in the President's office; evaluation materials are located in the VPAA office.)
5. VPAA will meet with each non-tenured faculty member and provide a copy of the completed form AA-6e.
  • f. Special Review
During Probationary Year 3, all pre-tenure faculty will undergo special review. This review will recognize and reinforce areas of strength, and help identify areas needing improvement in preparation for tenure and promotion.

The University Tenure and Promotion Committee will review the completed evaluation files for all third year, pre-tenure faculty. The comments of the committee will be summarized by the VPAA and included in form AA-6e prior to submission to the president.

This feedback, and any recommendations, will be communicated to the faculty member by the VPAA during the annual meeting (II.e.5, above).
3. Part-Time (Adjunct) and Temporary Full-time Faculty
Part-Time and Temporary Full-time faculty evaluations are based on the duties and responsibilities outlined in their contracts. In consultation with their respective Department Chairs, temporary full-time and part-time (adjunct) faculty may choose to undergo the peer evaluation outlined above in Section 2 a-d or use the process outlined below:
1. Each year, part-time and temporary full-time (special appointment) faculty members will complete form AA-29 and submit it to their Department Chair, along with the student evaluation composite summary and copies of current syllabi.
2. The Department Chair will meet with the faculty member to discuss the materials submitted.
3. The Department Chair will provide comments on form AA-29 and file it (and supporting documentation) in the VPAA office, where it will be placed in the faculty member’s personnel file.
4. Part-time and temporary full-time faculty evaluations are due at the end of the contract term, no later than January 30 for Fall-only part-time faculty, or the first Monday in June for full year and spring-only faculty.
Required Forms:

  • AA-5b Department Chair Recommendation
  • AA-4 Annual Faculty Report (for Tenured Faculty)
  • AA-6a Evaluation, Tenure and Promotion Self Assessment
  • AA-6b First Year Evaluation:  Professional Development Plan 
  • AA-6c Departmental Evaluation Committee (Non-Tenured Evaluation)
  • AA-6d Faculty Evaluation, Tenure, Promotion Cover Page
  • AA-6e Vice President for Academic Affairs Comments/Recommendation (Non-Tenured Faculty)
  • AA-20 Evaluation, Tenure, and Promotion Rubric
  • AA-27 Class Observation Record
  • AA-27a: Faculty Self-Evaluation Guidelines
  • AA-28 Class Observation Record
  • AA-29 Report on Part-Time Faculty
Forms are located at X:/Institution/Offices/Academic Affairs/Academic Forms/
This policy replaces V702.2 (Initially Approved by Faculty Senate, 1984)

Sponsor: Faculty Association
Approved: January 2011
Revised: December 2012
Revised:  March 2015