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Internal Management Memoranda

 

EFFECTIVE DATE: August 22, 2006

INTERNAL MANAGEMENT MEMORANDUM: 6C1-6.30-1-14 (Revised)

SUBJECT: UF/IFAS; Administrator Evaluation

  1.  Introduction

    The Senior Vice for Agriculture and Natural Resources or other designated administrator will conduct an annual evaluation of unit administrators and will solicit faculty input as part of a comprehensive evaluation. Input from faculty and others concerning Department Chair, Center Director, and other administrators' leadership performance as it relates to their administrative duties is only one source of information used in the evaluation process. The Senior Vice President or designated administrator will make the final determination of the job performance of the respective positions. Other sources of input used in the evaluation process include discussions with the Deans and individuals who work with the unit on a frequent basis. The process is also designed to provide feedback to both the administrator and faculty on overall performance. (The evaluation form is at the end of this document.)
     
  2. The Process for Faculty Unit Administrators (Department Chairs/Center Directors)
     
    1. Annual Goals, Objectives and Annual Accomplishments.

      An annual evaluation of unit administrators will occur based on an assessment of the administrator's progress towards meeting his or her professional and unit goals. The unit administrator will prepare annually a statement of his or her unit and personal goals and objectives (Plan of Work) for the upcoming year, as well as a statement of his/her accomplishments for the past year. The plan of work and accomplishments will be reviewed and discussed with the unit's faculty annually between January and June. After distributing and discussing the document with his/her faculty, it will be forwarded to the Senior Vice President for review and feedback. The Senior Vice President will share the material from the unit leaders with the Deans. The unit administrator also should express any concerns he or she has regarding the unit to the Senior Vice President. The unit administrator will receive from the Senior Vice President written input regarding the document which he or she should discuss at a meeting with the faculty.
       
    2. Quinquennial Evaluation.

      In addition to the normal annual evaluation process, each unit administrator will receive a comprehensive evaluation at the end of each five-year period. The evaluations, where possible, will be staggered so that only one-fifth of the unit administrators will be evaluated each year. All evaluations will be conducted during the period of January to June. As a part of this extensive evaluation, the Senior Vice President will solicit input from the faculty. All faculty input shall be based upon the performance of the unit administrator in relation to his or her job description and the UF/IFAS and unit mission and goals. The process for soliciting faculty input to the evaluation involves six steps:
       
      1. The Senior Vice President for Agriculture and Natural Resources will initiate the review by sending a survey form, description of duties and responsibilities, and a document prepared by the unit administrator describing his or her achievements during the previous five years to all tenured and tenure-accruing faculty in the unit. In the case of Department Chairs, this includes tenured and tenure-accruing faculty located in the department at Gainesville as well as those located at Research and Education Centers (RECs). Faculty at RECs will evaluate their Director as well as the Chair of the department where they hold tenure.
         
      2. The faculty are requested to complete the form by providing an assessment for each responsibility criterion. Also, the faculty are asked to provide an overall assessment rating and an indication regarding reappointment. If there are any questions concerning how to complete the form or regarding the evaluation process, individuals should contact the Senior Vice President's Office for clarification.
         
      3. The completed form is forwarded to the Senior Vice President's Office in an envelope provided marked CONFIDENTIAL. The confidentiality of those evaluated and participating in the evaluation process will be maintained. The individual forms and comments will not be shared with the evaluee as allowed by Florida Statutes and Florida Board of Education's rule. Individuals wishing to discuss matters of a specific nature, but not wishing to use the survey document, may request an appointment with the Senior Vice President. This should only be done if there are issues which cannot be handled by the survey document.
         
      4. The evaluations will be consolidated and then summarized for use by the Senior Vice President in the comprehensive evaluation process. The unit's faculty will meet with the Senior Vice President to discuss the unit's progress toward meeting its mission and goals and the unit administrator's leadership. At that time, the Senior Vice President will provide a verbal summary of the results of the evaluation instrument to the unit's faculty. The actual input cannot be provided to the faculty, because as with the faculty evaluation, the results are confidential, not subject to the public records law, and are under the jurisdiction of the person being evaluated.
         
      5. After all other forms of input into the evaluation process have been received and reviewed, the Senior Vice President will prepare, in consultation with the deans, a preliminary appraisal of the unit administrator's performance, and will schedule a conference with the unit administrator to discuss the preliminary appraisal. This meeting will be for the purpose of discussing leadership strengths, exemplary aspects of program direction and accomplishments, any areas of concern, and if appropriate, areas of unsatisfactory performance. Following the meeting the Senior Vice President will provide a written summary of the discussion to the unit administrator.
         
      6. Within one month, or as soon thereafter as possible, after the Senior Vice President has provided the written summary to the unit administrator, the unit administrator is encouraged to meet with the faculty to discuss the results of the evaluation in an open and constructive manner. It is essential that the unit administrator and the faculty jointly develop a plan for addressing significant areas of departmental programs which require their combined efforts for improvement.
         
  3. The Process for the Senior Vice President, Deans, Executive Associate Vice President, Associate Deans and District Directors

    The quinquennial evaluation process for the Senior Vice President, Deans, Executive Associate Vice President, Associate Deans and District Directors follows the same philosophy and approach as that for Department Chairs and Center Directors. The evaluation will be conducted every fifth year during the period from January to June. In preparation for the evaluation, the Senior Vice President or other administrators in this category will prepare a job summary and statement of personal goals for the upcoming five-year period, and a statement of accomplishments for the immediate past five-year period. This information, along with a statement of mission, will be provided to those from whom evaluative input is solicited.
     
    1. Senior Vice President

      For the Senior Vice President's evaluation, input will be solicited from the Deans, Associate Deans, Chairs, Center Directors, and 20% of all IFAS tenure and tenure-accruing faculty (randomly selected). The completed forms will be returned to the President of the University or a designated representative.
       
    2. Deans

      For the Dean's evaluation, input will be solicited from the Associate Deans, Chairs, Center Directors and all IFAS faculty with a 20% or greater appointment in the specific Dean's functional area (teaching, research or extension).  The completed forms will be returned to the Senior Vice President. The Senior Vice President will provide a verbal summary of the results of each Dean's evaluation with the IFAS Faculty Council and with the Chairs and Center Directors as a group. After these meetings, the Senior Vice President will meet with the Dean to discuss input received and overall performance and leadership of the Dean. Following this meeting, the Senior Vice President will provide a written summary to the Dean.
       
    3. Executive Associate Vice President, Associate Deans and District Directors

      For these evaluations, input will be solicited from the Chairs, Center Directors and other IFAS faculty and/or staff as determined by the supervisor/evaluator. County Extension Directors and County Faculty will provide input on District Directors. This would typically include input from significant groups and other key administrators such as other Assistant/Associates, clientele, etc. with whom the individual works. The completed forms are returned to the respective supervisor of the given position. The supervisor will meet with the individual being evaluated to discuss input received and overall performance and leadership of the individual. Following this meeting, the supervisor will provide a written summary to the  individual.
       
  4. The Process for IFAS Support Unit Directors

    The quinquennial evaluation process for support unit Directors such as the Directors of IFAS Communication Services, Information Technologies, Office of Conferences and Institutes, Human Resources, etc. follows the same philosophy and approach as that for other IFAS administrators. The same evaluation instrument is utilized. The evaluation will be conducted every fifth year during the period from January to June. In preparation for the evaluation, the administrator to be evaluated will prepare a summary of job duties, a statement of personal goals for the upcoming five-year period, a statement of accomplishments for the immediate past five-year period. This information, along with a statement of mission, will be provided to those from whom evaluative input is solicited.

    For these evaluations, input will be solicited from the Chairs, Center Directors and other IFAS faculty and/or staff as determined by the supervisor/evaluator. The completed forms are returned to the respective supervisor of the given position. The supervisor will meet with the individual being evaluated to discuss input received and overall performance and leadership of the individual. Following this meeting, the supervisor will provide a written summary to the individual.

 

Form - Assessment of Department Chairs and Center Directors (web) (WordPerfect)

Form - Assessment of District Directors  (web) (WordPerfect)

 

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