Third Year Review & Annual Faculty Evaluations

Guidelines

Points of Career Reflection & Evaluation - Be Proactive

Applications & appointment
Appointment upon hire to graduate faculty – seven year appointment
Third year review (required for TT and CT faculty)
Graduate faculty (reappointment every 7 years)
1st Promotion
Tenure (eligible during 5th year at UGA, 3 years service credit can be given)
Post tenure review (every 5 years after tenure)
2nd Promotion
Role changes or additions (graduate coordinator, department head, director of special project, broader administrative role)
Retirement

Dynamic Nature of Faculty Evaluation

'93 VPAA policy on third year review established
'95 third year reviews incorporated into PT guidelines
'97 implementation of post tenure review
'99 implement new faculty activity report in COE
'99 COE revisions to post tenure review approved
'00 VPAA begins discussion on revision of PT guidelines
'04 VPAA approves new PT guidelines
'07 Revised P&T guidelines approved
'08 COE procedures for CT Promotions approved

Advantages of Change

More regular feedback
More timely feedback
Clarification of procedures
Documents more user friendly
More precise & consistent interpretation of Board of Regents Policy
Reflect newly passed employment laws

Purpose of the Third Year Review

Give new faculty members an opportunity to:

know how they are developing given departmental expectations
know how they are progressing toward promotion and tenure
relocate early in their career if there is not a good fit with UGA given their emerging career goals

Locating Information for a Third Year Review

Letter of offer
Budgeted and assigned time as recorded in the fiscal/academic budget
UGA Guidelines for Appointment, Promotion & Tenure (Fall 07) - cloud book page 26, Advisement about Promotion and Tenure, Annual Evaluation and Third Year Review or http://www.uga.edu/provost//polproc/apt/2007_UGA_Guidelines_Appt_Promo_Tenure.pdf
Departmental P&T criteria and guidelines

The Process

The faculty member submits "materials to the department head. What materials?
1. current vita (use VPAA format) – which includes a statement about focus of your research agenda
2. statement of main accomplishments to date (2 pages) – will become section four for promotion and/or tenure dossier
3. detailed description of achievements to date (12 pages) – will become section five for promotion and/or tenure dossier
4. Departmental committees may ask for additional information such as:
  1. Course evaluation information
  2. Your goals for the next few years & plans for meeting them
Department Head appoints committee (no less than 3 members) to review materials & prepare a written report. This report will be substantive and will provide the faculty member with critical feedback about his/her progress toward promotion and/or tenure.
The committee report is shared with eligible faculty in the PTU and a vote taken to recommend whether progress toward promotion and/or tenure is sufficient. (pg. 27 in Guidelines for Appointment, Promotion and Tenure). The written report with the faculty vote is given to the Department Head.
The department head reviews the report with the faculty member in a face -to-face meeting.
The faculty member may prepare a written reply to the departmental report which becomes a part of the report. A written response is recommended if there are inaccuracies or misunderstandings in the departmental report. No written response is required if the faculty member agrees with the report.
The departmental third year review report and any written faculty response becomes a section in the promotion dossier. SAVE A COPY FOR YOURSELF.

What Do Evaluators Consider During a 3rd Year Review?

quality of work - peer & student evaluation considered
balance across areas
productivity relative to budgeted time
continuity or integration of work
focus

Factors Untenured Faculty Members Need to Consider

assigned time for instruction, research, & service or administration
how assigned time relates to budgeted time
are your budgeted and assigned time consistent
are your weekly activities consistent with your assigned time
departmental expectations of you
departmental procedures of 3rd year review
consistency of departmental expectations and procedures with UGA promotion & tenure guidelines

Budgeted and Assigned Time Compared to Weekly Activities

Assigned time adds up to 100 and is usually reported as a %
Budgeted time adds up to .75 for faculty on 9-month contracts & 1.00 for faculty on 12-month contracts
Budgeted & assigned time should be the same for faculty on 12-month contracts
Budgeted & assigned time will look different for faculty on 9-month contracts

How to convert budgeted and assigned time, and compare it to your weekly activities:

Example 1: You know your assigned time is 4/10 Research & 6/10 Instruction You want to determine your budgeted time and make a comparison to weekly activities.

Convert tenths to percents: 4/10=40% & 6/10= 60% ; 40% + 60%=100%
Multiply percents by .75 to find your budgeted time:

40	x .75	= .30
60	x .75	= .45
Assigned 100		.75	budgeted

Now that you have both budgeted & assigned time compare your weekly activities to those times. Using 40 to represent an average work week, multiply it by each of your assigned times:

.40 x 40 = 16 approximate hours for research

.60 x 40 = 24 approximate hours for instruction

Example 2: You know your budgeted time is .19 Research & .56 Instruction. You want to determine your assigned time and make a comparison to weekly activities.

Divide each amount by .75: .19/.75 = 25% & .56/.75 = 75%; 25 + 75 = 100%
Now using your assigned time calculate how much time during each 40 hour week you should be working on your assigned areas:

.25 x 40 = 10 hours for research

.75 x 40 = 30 hours for instruction

What Records Should Every Faculty Member Keep

vita in VPAA format updated at least annually
teaching evaluations - numerical data & student comments for every course
evaluative data collected on your supervision (field placements, directed readings)
unsolicited letters (e-mails) from students on your teaching, advising or mentoring
number of students advised at each degree level per year
number of student committees on which you serve (as chair & as a member)
information on what your graduates are doing
a list of guest lectures done in classes especial those outside your department
a copy of each of your publications
a copy of papers presented at conferences
list of journals where you review & approximate number of reviews done each year
unsolicited letters (e-mails) regarding your research
grant proposals
citations of your work
media which you develop
performance videos
written reviews of any of your books articles, media or instructional material
activities for state and national professional organizations committee member reviewer of papers, programs, nominations elected offices held
list of service activities
unsolicited letters regarding your service activities
a copy of your annual faculty activity report & faculty evaluation

Organize Records Kept

file folder for each year
notebook of all publications
files for types of records kept across years (course comments, unsolicited letters)

Pointers for New Faculty

get a mentor or two
seek view points from departmental faculty & those outside your unit
ask for specific and direct feedback
ask senior faculty for help on becoming active in national organizations, letting people know you want to review articles, planning professional meetings
you are responsible for your own success, advocate for yourself

Role of a mentor

suggests outlets for work
suggests funding sources for ideas
provides suggestions for improving teaching
acts as a sounding board during career decisions
helps articulate importance of what you are doing
discusses career balance
support

4/2/2009

Third Year Review

Guidelines