Vice Presidents, Vice Provosts, Deans, Department Heads/Chairs, and other major unit leaders will receive continuous counsel on their effectiveness, including specific suggestions when improvement is needed.
Evaluation of their performance shall be one element of their annual review with their supervisor. In addition, they will be formally reviewed at intervals not to exceed five years. Formal reviews will include a request for input from individuals internal and external to OSU.
ANNUAL PERFORMANCE REVIEWS
No standard procedure for annual performance reviews will fit all cases because administrative positions vary greatly in scope and complexity. However, each performance evaluation shall be conducted personally by the administrator’s supervisor. This evaluation will be a part of the supervisor’s annual program/budget review and planning session. It is important that the process for annual reviews be transparent, including the time of year annual reviews are to be completed so that faculty, staff, and students may provide input should they wish to do so.
Annual evaluations may include the following, and will provide opportunities for self-assessment:
The supervisor will meet with each direct report to discuss the accomplishments for the previous academic year and the goals for the current academic year.
The supervisor will write a memo summarizing the annual review meeting. The original will go to the unit leader, and a copy will be placed in the personnel file maintained in the supervisor’s office.
FORMAL PERFORMANCE EVALUATIONS
Vice Presidents, Vice Provosts, Deans, Department Heads/Chairs, and other major unit leaders will be formally reviewed at intervals not to exceed five years. The first objective of the five-year evaluation is to evaluate past performance of individuals in leading their academic units or divisions on factors such as achievement of unit's strategic goals, mentoring and development of faculty and staff, and developing relationships with appropriate external constituents that will help position the unit for success in external grants and contracts, private philanthropy, and legislative funding priorities. The second and related objective is to seek input to help those administrators to better perform their responsibilities and to help them succeed in the future.
Formal reviews will provide opportunities for substantive input from:
Continuation of the incumbent's administrative appointment following the periodic performance evaluation requires a letter from the supervisor formalizing the action to continue the appointment. Should the supervisor wish to change any of the terms and conditions of the employee’s appointment, he/she is to contact the Vice Provost for Academic Affairs and International Programs prior to issuing a letter to continue the appointment.
Process:
The supervisor requests the following from the incumbent:
1. A list of individuals to contact regarding the incumbent’s performance. The comprehensive list must include all faculty and staff within the unit, and can be as extensive as needed. The list should include both internal and external colleagues and peers, if appropriate. The supervisor must give all faculty and staff within the unit an opportunity to provide input, but may or may not contact everyone else on the list, and may or may not add to the list.
2. A current position description.
3. A current CV.
4. A brief document that includes significant accomplishments and future strategic goals for the incumbent and their college/division.
5. A signed Waiver of Access to the raw information gathered, or a memo indicating the incumbent does not wish to waive access. The incumbent has a legal right to review all input from reviewers. However, they may waive access to the raw input if preferred. It is important that the supervisor makes clear to the reviewers whether or not the incumbent will retain their right to access to the information. If a Waiver is signed, the supervisor will share with the aggregate input with the unit leader, sans attribution.
Once the list of contacts is finalized, the supervisor will provide a copy of the position description to individuals from whom he/she wishes to receive input, and will ask that they respond to the following questions. (The unit leader may make suggestions for additional questions that might provide meaningful input.)
Input will be handled with the very strictest confidence, and assuming a Waiver of Access has been signed, the incumbent will see a summary of input, sans attribution.
The supervisor will provide the incumbent with a summary of the major themes from the input, and will meet with the incumbent to discuss the results of the evaluation, the incumbent’s goals, and any other issues.
This memo from the supervisor will become part of the incumbent’s official evaluation file in accordance with the Faculty Records Policy. The incumbent will be asked to sign the memo and add any comments, explanations or rebuttal they wish. A copy of the document will remain with the incumbent. The review and all related materials will be secured in the incumbent’s personnel records file maintained by the supervisor.
Disagreements on the contents of the review and/or the file are to be handled through the normal University appeal procedures.
established in May, 2006
