Policies & Procedures

Selection and Evaluation, Specific Positions

Procedures for Appraisal of Higher Administrators (CHAPA Policy) - 2B2

Procedures
1. Administrators to be Reviewed
  1. The Committee for Higher Administrator Performance Appraisal (CHAPA), a standing committee of the University Planning and Budget Council, is responsible for the periodic review of the Chancellor and the line officers reporting to the Chancellor.
  2. The Chancellor and the Provost and Vice Chancellor for Academic Affairs will be reviewed twice in a six year period.
  3. During the fall term of an academic year, the CHAPA will recommend to the University Planning and Budget Council, and through that body to the Chancellor, the administrator(s) to be reviewed during that year. Review of administrator(s) will generally be on a rotating basis, but the administrator(s) to be reviewed in a particular year will be determined by CHAPA on the basis of length of service and time elapsed since the last review. Membership of the review committees will be determined by the University Planning and Budget Council.
2. Purpose
  1. The purpose of the review is 1) to provide information that may assist the administrator in the improvement of performance and 2) to provide information to administrative superiors. Considerations of confidentiality, objectivity, and impartiality will characterize the review process.
  2. The review committee will seek information on the administrator being reviewed from persons who are in a direct position to know about the performance of the administrator. The University Planning and Budget Council will approve procedures and instruments relevant to the task of the review committee based on acknowledged criteria for such procedures and instruments.
3. Confidentiality
  
  Confidentiality is an absolute responsibility of the members of CHAPA and all review committees. All communications to the review committees will be held in strict confidence. Since review committees deal with personnel matters, their meetings will be closed to all persons other than those on a particular review committee. The chair of each review committee is responsible for maintaining confidentiality. (University Legal Counsel should be consulted for guidance when necessary.) All confidential materials will be kept by the chair of the review committee, and no copies of such materials to be made or distributed. Members of the committee are responsible for maintaining confidentiality regarding all materials or information they are privy to.
4. Files and Disposition of Data
  1. The CHAPA will develop and maintain a file on each of the administrative positions to be reviewed. These files are to contain all official statements concerning duties, functions, and objectives of these positions and all previous evaluations.
  2. After the initial evaluation, subsequent evaluations will focus on changes observable since the prior evaluations.
  3. Following the preparation of the review report, the chair of the review committee shall submit to CHAPA all materials related to the review, including prior evaluation records.
  4. Materials collected by the review committee are to be retained by the chair of CHAPA for one year and then destroyed, except for those materials to be held in the position files.
5. CHAPA and Review Committee Responsibilities
  1. In the review of administrators, the chair of CHAPA is responsible for calling the initial meeting of the review committee. At that meeting a chair for the review committee will be selected by the committee from its members. The CHAPA file for the position under review, together with materials submitted by the administrator being reviewed, are to be given to the chair of the review committee. The chair of the review committee will meet with CHAPA to discuss the review report and the administrator's reply to that report. The chair of CHAPA is responsible for insuring that the committee executes its charge.
Sequence of Review Steps
1. File Check
  
  Prior to review, the CHAPA consults with the officer and the administrative superior of the officer being reviewed to validate that the file for the position is adequate and current. In the case of the Chancellor, the administrative superior is the President, and for the line officers, it is the Chancellor.
2. Notification and Thirty Day Response Period
  
  The chair of the CHAPA notifies the officer to be reviewed. The officer is advised concerning the nature, the parameters, and the format of the procedure to be used. The officer is also requested to submit to the CHAPA within thirty days any materials to be considered by the review committee.
3. Review Committee Meeting with Administrator
  
  Upon receipt of the materials (see B.) from the administrator being reviewed, the review committee will meet with the administrator to discuss matters relevant to the review. In particular, sources of information available for the review, including previous reviews; and identification of persons who are in a direct position to comment on the administrator's performance, will be requested by the review committee.
4. Review Report Submitted to Administrator
  1. The chair of the review committee will prepare the review report and submit it to the administrator being reviewed.
  2. The review committee report is to be submitted to CHAPA not more than four months after receipt of the statement in "B.". The administrator being reviewed will be requested to respond to errors or omissions of fact within fifteen days of receipt of the committee's report.
5. Forwarding Reports
  1. When the Chancellor or the Provost and Vice Chancellor for Academic Affairs is being reviewed, the CHAPA submits to and discusses its report and the administrator's response with the chair of the University Planning and Budget Council. On the basis of this discussion, the chair of the University Planning and Budget Council prepares a letter which accompanies the report of the CHAPA and the administrator's response to the President in the case of the Chancellor, and to the Chancellor in the case of the Provost and Vice Chancellor for Academic Affairs.
  2. When another line officer is being reviewed, the CHAPA meets with the review committee to discuss the report and the administrator's response. On the basis of this discussion, the chair of the CHAPA prepares a report which together with the administrator's response is forwarded to the Chancellor.
  3. In the case of all reviews conducted under the auspices of CHAPA, the main conclusions of the review report shall be discussed by the chair of the University Planning and Budget Council with the administrative superior of the administrator under review. The essence, but not the particulars of such a discussion, may be reported in confidence to the University Planning and Budget Council in executive session at the discretion of the chair of the Council. If this is done, the administrator involved will be so advised.
Approved by Chancellor effective 4/10/91
This policy was issued on October 3, 2008, replacing the September 24, 2008 version.
Document Reference: 2B2 (formerly 2B3 before former policy 2B2 was deleted)
Origin: OP 4/5/84; EB 16-15; OP 5/22/89; OP 4/10/91