The Department Chair appoints Evaluation Assistants (under Dept menu).
Evaluation Assistants can be anyone in the department (or even a different department), usually a departmental admin or perhaps an Assistant Department Chair (see note below about this).
There can be multiple Evaluation Assistants, so the departmental admin could be appointed as an Evaluation Assistant to help with setting up the forms and an Assistant Department Chair could also be an Evaluation Assistant to track evaluation status and assign reviewers. Assistant Department Chairs might also be assigned as Reviewers for some/all faculty.
There will be a list of all faculty in your department(s) titled: "Faculty Review Assignments"
What can the Evaluation Assistant do?
Create Summary Forms and assign/check full-time/adjunct status (usually defaults to the correct status, but this should be checked before creating a form), choose year of the evaluation cycle
Appoint Reviewers - Evaluation Assistants can appoint themselves as Reviewers if that makes sense
Assist Department Chair in tracking the status of all faculty in the process - Note that the list of faculty for review can be sorted by any column. (If you click on a column and then <Shift>-click on a different column, it will sort by both.)
What is the Evaluation Assistant not able to do?
View the contents of any Summary form beyond the header info (so no access to ratings and comments), unless they are also appointed as a Reviewer.
If they are also a reviewer, they can view/edit everything on the forms they are assigned to review.
Reviewers can be appointed by the Department Chair or by an Evaluation Assistant
There can be only one Reviewer per Summary form
Department Chairs should never be assigned as Reviewers (strange things happen and there's no need, since all forms go to the Department Chair for review/modifications before being sent to faculty)
Reviewers can be assigned upon form creation or afterwards: Evaluation Assistants can Edit a form and assign/reassign a Reviewer. Department Chairs can assign a reviewer upon form creation or at any time prior to signing the form.
Department Chairs can assign a Summary form to a different reviewer and then forward the form to the new reviewer.
Department Chairs can remove a Reviewer from the form; this is especially encouraged if the Department Chair makes significant changes to the ratings or comments made by the Reviewer.
There will be a list of all the faculty you are assigned to review titled: "Evaluations assigned to me for review"
What can the Reviewer do?
The Reviewer can enter comments and ratings into some or all fields for which they have information. (They are not required to enter information into all fields; sometimes, the reviewer may not have access to as much information as the Department Chair.)
The Reviewer is the last person to enter information into the form before it goes to the Department Chair.
If your department has 3 levels of review (e.g., peer reviewers, Assistant Department Chair(s), Department Chair), you should assign the Reviewer to be the next to last level in the chain (Assistant Department Chair in this example).
Earlier levels can enter information into a Word file (or a Google form) and send that to the Reviewer.
The Reviewer would copy/paste that information into the Summary form and combine it with their information and then send if forward to the Department Chair.
While it is possible that we will expand the system later to allow for a third level of review, for now there is only the Reviewer. If your department has someone who needs to check/tweak all forms before going to the Department Chair, they will need to be assigned as Reviewers.
You will notice a shaded box towards the bottom of the form that says "Notes to Department Chair (not printed on form)". Anything you type into this shaded box will not be viewable by the faculty, but only the Department Chair.
After you send the form forward to your Department Chair, they may return the form to you with some comments/questions/concerns.
These will show up towards the end of the form.
You will notice that the form reappears in your list of forms to review when this happens.
What is the Reviewer not able to do?
The Reviewer cannot see the list of all faculty in the department; they can only see a list of the forms they have been assigned to review.
The Reviewer cannot create a form; the Department Chair or Evaluation Assistant must create the form and assign the Reviewer.
The Reviewer cannot change the adjunct/full-time status or the evaluation year (or the Reviewer) in the "header" of the form.
The Reviewer does not make final decisions about the form; the form always goes to the Department Chair before being sent out to faculty. Thus, the Department Chair makes all final decisions about what goes out. (The Reviewer should be thought of as functioning in an advisory role to the Department Chair.)
It is now possible to attach a PDF file to the form that will be attached to the final PDF version of the form that is archived. (There is a size limit, so please don't try to attach scanned documents or other large files - those will result in an error.)
There is a limit of one PDF per form attached. If you add a file to a form with an existing attachment, the new file will replace the old one.
If your Assistant Department Chair(s) or Evaluation Committee Chair(s) play a significant role in evaluating groups of faculty, you might consider assigning them as both Evaluation Assistants and Reviewers (or they can assign themselves as Reviewers...).
This allows them to both organize and track evaluations as well as evaluate faculty directly.
If you work together in pairs (or small groups) to evaluate faculty, then you will need to assign one person as the "scribe" to type the information into the form. (If you have a large number of forms to work through, you could assign different faculty to each person on your team so one person doesn't have to do all the typing.)
If you have evaluations coming from other faculty that you double-check and send on to the Department Chair, you will want to have those sent to you in a Word file (or Google doc/form) and you would need to copy/paste into the file. (See above for more info.)
You can still asign a departmental admin to be an Evaluation Assistant to help with the assignments and form creation.
If you are assigned as both an Evaluation Assistant and a Reviewer, note that you will have two lists: One called "Faculty Review Assignments" at the top of the page and one called "Evaluations assigned to me for review" at the bottom.
In the top list, you will only be able to do Evaluation Assistant duties (i.e., you cannot even see ratings and comments).
The bottom list only shows you the forms you have been assigned as Reviewer on, so you would go to that list to view/edit comments/add ratings to the form.