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Intranet: Policies and Procedures: Section 1: Personnel

1.03 Promotion, Tenure, Evaluations and Reporting

1.03.01 Promotion and Tenure of Faculty

The department head, district head, or unit coordinator has specific responsibility for the evaluation and preparation of promotion and tenure documentation for faculty assigned to their department/unit. This is a very important responsibility and one that is ongoing.

Annual Review

Each academic and public service faculty member will be annually evaluated by the department head, district head, or unit coordinator relative to his/her progress toward promotion in accordance with procedures outlined in the University of Georgia Guidelines for Appointment, Promotion, and Tenure and Guidelines for Appointments and Promotion for Public Service Academic Rank. All records regarding progress for promotion will be kept in each person's promotion file in the office of the their department head, district head, or unit coordinator.

Promotion Requests and Tenure Recommendations

Faculty promotion requests and tenure recommendations shall originate within the department, district, or unit. The department head, district head, or unit coordinator will assemble a committee to discuss all promotion requests and tenure recommendations, and will decide on the method of voting within the unit.

The department head shall conduct the voting within the academic departments. The department head will write the cover letter for the promotion dossier and tenure recommendations and will report the vote of the faculty in a cover letter. In instances where the department head is ineligible to participate according to University regulations, an appropriate faculty member will be assigned the duties. It is imperative that this process is done in a conscientious manner since the presentation and general information provided carries considerable influence in the overall process. The promotion dossiers and tenure recommendations will be forwarded by the department head to the appropriate associate dean for review, who will in turn submit them to the dean and director. The district head will write the cover letter for the promotion recommendations and will report the vote of the faculty in a cover letter. It is imperative that this process is done in a conscientious manner since the presentation and general information provided carries considerable influence in the overall process. The promotion dossiers and district recommendations will be forwarded by the district head to the appropriate associate dean for review who will in turn submit them to the dean and director.

The dean and director will appoint a college-wide committee to review promotion and tenure recommendations for academic faculty and public service faculty.

The committee's recommendation will be reviewed by the dean and associate deans with dossiers of those recommended for promotion and tenure forwarded to the appropriate University committee.

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1.03.02 Evaluations

Board of Regents and institutional policies stipulate that each employee shall be evaluated annually, in writing, by the immediate supervisor. The focus of the annual review shall be to measure job performance as prescribed by the employee’s job description or assignment. Annual reviews may be used to make decisions regarding continuation of employment, distribution of salary raises, enhanced career development, or selection for awards or other honors.

Employee evaluations shall be conducted in a professional manner with all files or documents generated maintained and protected in accordance with University regulations governing personnel records.

To ensure a measure of uniformity in procedure, the following steps shall be included in each unit's annual or periodic formal evaluation process:

  1. the immediate supervisor will discuss with the employee in a scheduled conference the content of that employee's evaluation;
  2. the employee will sign a statement acknowledging that she/he has been apprised of the content of the evaluation;
  3. the employee may respond in writing to the evaluation. The employee's response, if any, will be attached to the evaluation;
  4. the immediate supervisor will acknowledge in writing her/his receipt of this response, noting changes, if any, in the annual evaluation made as a result of either the conference or the employee's written response. This acknowledgment will also be a part of the written record; and
  5. where the employee receives an unsatisfactory evaluation, the immediate supervisor will develop an improvement plan specifying corrective measures with time-lines for accomplishment. The improvement plan shall be a part of the written record.

Evaluation of Classified Employees

Each classified employee shall be evaluated in writing annually by the immediate supervisor. Where an employee's duties or responsibilities entail split supervision, a joint evaluation shall be completed. The evaluation shall be conducted in accordance with the policy and procedures published by the Department of Human Resources.

Evaluation of Faculty

Each faculty member shall be evaluated at least annually, in writing, by the unit head on the basis of appointment and assigned duties and responsibilities described in her/his letter of appointment and/or job description. The principal basis for faculty evaluations in the college shall be scholarly attainment and professional growth as evidenced by one or more of the following: (1) teaching, (2) research, publication (3) extension/outreach and (4) institutional and professional service activities. Should the faculty member's duties and responsibilities change significantly after hire, the evaluation should be linked to a current letter of appointment and not to the position announcement under which she/he may have been originally hired. Such changes must be concurred by assistant deans (where appropriate), associate deans and the dean and director. A copy of the change of assignment must be on file and a part of the permanent record of the faculty member.

Teaching faculty evaluations must incorporate, where applicable, student peer evaluations of teaching effectiveness.

Finally, though not a substitute, annual faculty reviews may be used in connection with evaluating the readiness of faculty for promotion and tenure considerations. In addition to annual evaluations, non-tenured assistant professors shall be given "third year" reviews in accordance with University Guidelines for Appointment, Promotion, and Tenure.

Evaluation of Academic Department Heads

Department heads shall be evaluated annually by the dean and director. The dean and director will solicit input from associate deans and may include such information in his/her evaluation. In addition, department heads shall be evaluated by the respective faculty every three (3) years. The procedures for the third-year review shall be developed and coordinated by the dean and director. Normally, the third-year review will be conducted in November of the review year. The purpose of both reviews shall be to assess the performance of the department head. Findings of either review may lead to a recommendation for reaffirmation and suggestions for improvement or for a non-reappointment.

Evaluation of District Heads

The associate dean for extension will annually evaluate district heads. The purpose of the evaluation shall be to assess the performance of the district head. In addition to the annual evaluation, district heads shall be evaluated by the respective faculty every three (3) years. The procedures for evaluation shall be developed by the associate dean for extension. Findings of the review may led to a recommendation for reaffirmation and suggestions for improvement or for a non-reappointment.

Evaluation of Associate Deans, Assistant Deans and Coordinators

Associate deans, assistant deans for Tifton and Griffin, and coordinators shall be evaluated annually by the dean and director. In the evaluation of assistant deans and coordinators, the dean and director will solicit input from associate deans and may include such information in his overall evaluation.

Associate deans, assistant deans for Tifton and Griffin, and the coordinators shall be evaluated every four (4) years by the appropriate faculty. The main purpose of the evaluation shall be to assess the performance of the associate deans, assistant deans and the coordinators. The procedure for evaluation shall be developed by the dean and director. Findings of either review may lead to a recommendation for reaffirmation and suggestions for improvement or for a non-reappointment. Other assistant deans will be evaluated by appropriate associate deans.

Evaluation of Program Development Coordinators

Evaluation of program development coordinators shall be evaluated every three (3) years by the appropriate faculty and/or staff. These reviews shall be coordinated by the dean and director. These reviews shall be conducted in November of the review year. Results of the surveys shall be provided to the associate dean for extension. The main purpose of the evaluations shall be to maintain and improve the performance of the district heads and state program leaders. Findings of the review may lead to a recommendation for reaffirmation and suggestions for improvement or for a non-reappointment.

Filing of Evaluations

Each employee shall be provided a copy of his/her annual evaluation. A copy of the annual evaluation of classified employees shall be maintained in the unit and one copy shall be provided to the Department of Human Resources. Copies of all employee evaluations shall be maintained at the level of evaluation and subject to review by higher administration.

At the completion of the evaluation process, the Notification of Completion of Faculty and Staff Evaluation form will be submitted by each administrative unit, including department heads, district heads, assistant deans, and coordinators indicating that all evaluations have been completed for each person assigned to his/her unit.

FORMS PDF
Notification of Completion of Faculty Evaluations FacultyEval.pdf
Notification of Completion of Staff Evaluations evals.pdf
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1.03.03 Faculty Reporting

It is becoming increasingly important that we account for resources expended in the College of Agricultural and Environmental Sciences. This has long been an accepted responsibility, but particularly in view of the effort by the Federal establishment to provide more definitive documentation of findings and contributions, accountability of resources, as well as efforts by the State. There are several areas in which documentation and accountability should be routine.

The Annual Research Progress Report "AD-421" is submitted to CRIS in March of each year to document the specific project progress for the previous twelve month period (January to December). See Policy for Research Project Development and Approval.

Faculty Activity and Planning Report (FAPR)

The Faculty Activity and Planning Report must be executed by each faculty member to the College of Agricultural and Environmental Sciences. The FAPR replaces the annual staff activity report, which is no longer a requirement. The FAPR is designed to assist department heads and the central administration in facilitating improved faculty counsel, professional management, and appropriate assignment of merit raise pools. This document may have other practical uses in judging individual faculty workload assignments and performance levels clarifying faculty administrative expectations or serving as a framework for conducting annual faculty reviews. This document should be completed and submitted to the academic department head so that all faculty FAPR can be submitted by the department head to the the dean and director by February 1 of each year.

Impact Statements

Every faculty member is required and expected to submit at least one impact statement, which is a brief, clear summary of the social, environmental or economic impact of the faculty member’s efforts during the past year. It should state his/her accomplishments in a specific project or program and the payoff to society during the previous year. The impact statement should report measured impact on the college’s clientele in economic value or efficiency, environmental quality, social well-being or health and well-being. Impact statements must be submitted on the Web by November 1 of each year to be included in the college’s searchable database. A faculty member’s information could become part of the college’s response to USDA requests for impact and accountability, the college annual report for the President, reports to Congress and the state Legislature, media information and other outlets.

FORM PDF
Faculty Activity and Planning Summary Report activity.pdf
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