Department Chairs and Deans are automatically assigned in the system, while Evaluation Assistants and Reviewers are assigned by the Department Chair or their designee (Evaluation Assistant).
Department Chairs have access to all Summary Forms in their department
Set up weightings for their department (weightings are printed on forms)
Can assign Evaluation Assistants for the department and/or assign Reviewers for each faculty member
Can enter comments for each section in the form and assign ratings (or modify Reviewer’s comments/ratings)
Can send form back to reviewer with notes before signing or send forward to faculty for review
Can handle faculty conference requests and attach conference reports/Performance Improvement Plans
Deans have access to all Summary Forms in their area
Receive a notification when forms are ready for their review and/or signature
Review forms from Department Chairs where the Overall Rating is “Does not meet” before going to faculty
They do not review other forms before going out to faculty (current limitation)
Can send the form back to the Department Chair with a note for reconsideration
Choose Contract Length (full-time faculty only) and sign in Box Sign (generating the final PDF)
We have plans to create a “dashboard” for the Dean to monitor the faculty evaluation workflow in their area
Evaluation Assistants can only assign reviewers, choose evaluation year, and monitor progress
Evaluation Assistants are assigned by Department Chairs for the department(s); they are usually admins, but other faculty can also be assigned to help with evaluation administration
Can assign reviewers and the year of the evaluation cycle to individual faculty and view where each faculty form is in the process
Cannot view or edit comments or ratings on forms; they only have access to the headers
Reviewers are assigned by either the Department Chair or an Evaluation Assistant for individual faculty reviews; there can only be one reviewer per Summary form
Can enter comments for each section in the form and assign ratings
Forms are no longer visible after being sent to the Department Chair
Department Chair may return forms to them for further consideration with a note
If the Department Chair is the only reviewer, just leave the Reviewer field blank.
Can only view their own forms
Can acknowledge receipt of their Summary Form, add comments, and/or request a conference
Can view their archived Summary Forms after final Dean’s signature
If your department assigns one or more Assistant Department Chairs or an Evaluation Comittee Chair(s) to evaluate or proof/modify evaluations before they go to your Department Chair, then you should assign them to be Reviewers for the forms they will need to access.
If two or more will work together on this, then you will need to choose one of them to be the "scribe" and input the info into the form (i.e., assign that person as the Reviewer). At this time, there can only be one reviewer per form.
If you have a 3-stage (or more) evaluation process (i.e., faculty reviewer -> Assistant Department Chair -> Department Chair), you will probably want to choose your Assistant Department Chair to be the Reviewer and ask your first-level reviewers to send their ratings and comments to that Assistant Department Chair (you can find Word forms they can use here and here). Then, the Assistant Department Chair can copy/paste over into the Summary form in the system, modify as necessary, and choose ratings.
While the Evaluation Assistants are usually assigned to departmental admins who help with administering evaluations, they can also be assigned to Assistant Department Chairs or Evaluation Committee Chairs or others who help with the administration or need to help track the process. Multiple Evaluation Assistants can be assigned for each department and you can appoint someone to be both an Evaluation Assistant and a Reviewer, if that makes sense with your process.
Department Chair assigns weights for the current year - Warning: once these are entered and you start creating forms, you will not be able to change the weightings. Please check carefully before you hit "Submit".
Department Chair assigns Evaluation Assistants
Department Chair and/or Evaluation Assistants can assign Reviewers
Form is created by Department Chair or Evaluation Assistant
(Optional): Reviewers review evaluation materials, enter comments and ratings into the Summary form, and then send the form to the Department Chair
Department Chair reviews evaluation materials, enters/adds comments, determines/modifies ratings, double-checks the overall rating (see instructions here), signs and sends out to faculty for acknowledgement (may optionally return to the reviewer with comments first)
In the case of an Overall Rating of Does Not Meet ACC Faculty Expectations, the form is sent to the Dean for review before being sent to the faculty
The faculty review their form, acknowledge receipt of it, add any comments to it, and send onwards to the Dean
Faculty may choose to request a conference with the Department Chair to discuss their evaluation before sending it on to the Dean
The Dean receives a notification that the form is ready for review, assigns a contract length (full-time faculty only), and signs a PDF copy of the form, which is archived