Notes for Deans

The current process

• Currently, the Dean will receive Summary forms to view at two points in the process:

  • If a faculty member receives an overall rating of Does Not Meet ACC Faculty Expectations, the form will be automatically sent from the Department Chair to the Dean before being sent out to the faculty member. At that point, the Dean can either:

    •  send the form back to the Department Chair with suggestions/comments/considerations or 

    • send it onwards to the faculty member. 

    • The Dean cannot make any changes to the form directly.

    • If the Department Chair decides to maintain the Does Not Meet ACC Faculty Expectations rating after considering the Dean's comments, the form will again be sent to the Dean before being sent to the faculty.

  • At the end of the process, after the faculty member has acknowledged and signed their form (and after any requested/required meeting with the Department Chair have taken place), the Dean receives the form for signature. At that time, the Dean can:

    • Sign the form, choose a contract renewal term (for full-time faculty), and optionally enter a comment for the final PDF form. (The final signature will occur in Box Sign, similar to Adobe Sign but automated.) 

      • This PDF form will be archived in the system but also automatically copied into each faculty member's personnel folder in BOX.

    • Return the form to the Department Chair with suggestions/comments/considerations.

NEW: Tracking the progress of your departments

We have just added the capability for Deans to get a report on where each of their departments are in the process.

• There is a new menu item (at the top right of your screen) called "Reports"; click on that and then choose "Department Summary".

• This will pull up a list like the following:

• The report gives the number of faculty forms in each of the different "statuses" supported in the app. If you look at "Mathematics" in the example above (this is from our Test system, so this is just an example), you can see that there are: 

  • 113 forms that haven't been started, 

  • 6 that are currently "In Review" by either the Department Chair or their appointed reviewer (i.e., the form has been created, opened, and something done with it), 

  • 1 has been sent to the faculty member for review ("Faculty Review") but not yet acknowledged, 

  • 1 that the faculty member has accepted (this should be in your Dean's list of forms to review), 

  • 2 faculty have requested a conference with the Department Chair, 

  • none haver requested a conference with the Dean, 

  • and 1 faculty who received a "Does Not Meet" overall rating awaiting the Dean's approval before being sent to that faculty for acknowledgement (this should also be in your current Dean's list of forms to review).

• You can click on the Department Name on the left to see a sortable list of all the faculty in that department, along with where their form is in the process, in case you are checking on the status of a particular faculty member.

• You cannot view the Summary Form for anyone through this report; it is just intended for you to keep track of how each department is progressing through the process.

Evaluation of the Department Chair and Dean

Currently, the system does not support teaching evaluations for the Department Chair and the Dean. We are hoping to have this available by October.

Possible updates

Pre-fall

• Assuming there is a demand among the Deans, we will try to provide an option for the Dean to review all forms before being sent out to faculty. (Please be sure to contact us to let us know if you would like this option. Until we hear from someone directly, this will not be a priority.)

• Some sort of summary dashboard to allow Deans to monitor how many faculty are in each evaluation status for each department. - Completed (see above)

• Method to upload PDF of faculty/Dean conference notes. - Completed

• Option to assign special-case Summary forms (i.e., for evaluating Department Chairs and Deans and any other special cases)

After fall

• More comprehensive reports, including summary reports on ratings by department, AOS, etc.

• Dashboard for AVC's to oversee the process

• Deans access to archived Evaluation Summary forms by academic year (better organized for Department Chairs as well)