IFAS Internal Management Memoranda

UF/IFAS; Administrator Evaluation

EFFECTIVE DATE: November 8, 2011

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

SUBJECT: UF/IFAS; Administrator Evaluation

  1.  Introduction

    The Senior Vice President 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 and web-based surveys. The process is also designed to provide feedback to both the administrator and faculty on overall performance.
  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.

      Administrators are appointed to five-year terms but serve at will, therefore, each unit administrator will receive a comprehensive evaluation at the end of each five- year period. The administrator will submit a description of duties and responsibilities along with plan of work and achievements for the previous five years.  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. IFAS utilizes the Administration Evaluation System from the IDEA Center at Kansas State University to administer the quinquennial evaluation process.  The Department Chair/REC Director being evaluated will be mailed a Department Chair Information Form from the IDEA Center to be filled out by them as part of the process.  The faculty reporting to the Department Chair/REC Director will be mailed a survey form from the IDEA Center to be completed.  In this confidential system, the data is submitted directly to the IDEA Center online database.  Forms from the IDEA Center may be accessed at http://www.theideacenter.org.

       The results from the IDEA Center will be sent to the Senior Vice President.  The Senior Vice President   in consultation with the deans will provide a written overall summary to the unit administrator concerning his performance appraisal.  The unit head will be provided a copy of the IDEA Center summary which should be shared with the unit faculty.

  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 statement of accomplishments for the immediate past five-year period and a job summary and statement of personal goals for the upcoming five-year period. IFAS utilizes the Administration Evaluation System from the IDEA Center at Kansas State University to administer the quinquennial evaluation process. The Administrator being evaluated will be mailed an Administrator Information Form from the IDEA Center to be filled out as part of the process.

    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). These names and email addresses will be submitted to the IDEA Center and they will be emailed a survey from the the IDEA Center. In this confidential system, the data is submitted directly to the IDEA Center online database. The Administrator Information Form will be mailed from the IDEA Center to those evaluating the Senior Vice President. The summary 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, appropriate UF leadership and all IFAS faculty with a 20% or greater appointment in the specific Dean's functional area (teaching, research or extension). These names and email addresses will be submitted to the IDEA Center and they will be emailed a survey for the Dean being evaluated from the IDEA Center. In this confidential system, the data is submitted directly to the IDEA Center online database. The results will be sent to the Senior Vice President. The Senior Vice President will provide a copy of the results obtained from the IDEA Center and 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 of the five (5) year evaluation to the Dean.
    3. Executive Associate Vice President, Associate Deans and District Directors

      Evaluations for the Associate Deans and District Directors will also be handled through the IDEA Center at Kansas State University. The survey will be emailed to the Chairs, Center Directors and other IFAS faculty and/or staff as determined by the supervisor/evaluator. County Extension Directors and County faculty will be emailed a survey form for their District Director. This would typically include input from significant groups and other key administrators such as other Associate Deans, clientele, etc., with whom the individual works. The results from the IDEA Center will be sent to the 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.

      For the Associate Deans and District Extension Directors, the IDEA Center           Department Chair form will be used.



      The Executive Associate Vice President will be evaluated by the Senior Vice President based on input from the Deans, Chairs and REC Directors.
  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 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 Executive Associate VP and Support Unit Directors  (web) (PDF)