Annual Evaluation of Deans
Shall stipulate that a review of the Dean or the Acting Dean be conducted annually beginning in the first academic year of his or her tenure in office, provided that he or she has been in office for at least six months of that academic year. The Annual Evaluation should be conducted beginning on or about February of that year and be concluded not later than May 1. This Annual Evaluation will not be conducted in the same academic year as the Quadrennial Review.
Shall meet and design an instrument to be used for soliciting the opinions of the personnel within the School or College about the Dean’s performance in office. The evaluation instrument shall consider the written job description of the Dean and the specific duties of the Dean listed in the School or College’s operating papers. The Annual Evaluation Committee may conduct interviews as it deems appropriate. In subsequent years the Committee shall review the existing instrument while striving for consistency of evaluation from year to year.
Shall consider data provided by the Dean to document the performance of the School or College and that of the Dean.
Shall consider the recommendations made by the Committee in the previous year's Annual Evaluation and the responses of the Dean, the Provost, and the Chancellor to those recommendations.
Shall include, among the materials considered by the Annual Evaluation Committee, a performance survey and analysis based on the job description for the Dean. The performance survey should include the solicitation of information through a questionnaire distributed to the faculty members identified in Section II. A. 3 above. This should occur at least in the second year after appointment and in the second year after each Quadrennial Review.
Shall ensure the confidentiality of views and materials considered by the Committee as indicated above Section I. C.
Final Report and Recommendations
The Annual Evaluation Committee shall prepare a report that includes a written list of recommendations for the Dean, based upon the Annual Evaluation. The Dean shall have an opportunity to make a written response to the Committee within a specified period of time.
The Committee shall make a final report to the Chancellor, the Provost, and the Dean. The final report may incorporate the Committee’s summary of, and/or comments on, the Dean’s response. A copy of the Dean's response to the Committee's report and recommendations should accompany the report to the Chancellor and the Provost. The Committee shall submit at least a summary of its report to the faculty of the School or College. In the summary, certain information may remain private upon joint agreement of the Annual Evaluation Committee and the Chancellor and the Provost.
Files and Disposition of Data
The Annual Evaluation Committee will develop and maintain appropriate files to fulfill its task. These files are to contain all official statements concerning duties, functions, and objectives of the position, all previous Annual Evaluations and Quadrennial Reviews, as well as all data gathered during the evaluation and review process.
Following the preparation and recommendations of the Annual Evaluation report, the Chair of the Committee shall submit to the Provost all materials related to the evaluation so that he or she can proceed with his or her Annual Evaluation in an appropriate and timely manner.
In determining if certain information in the final report should be kept confidential, the Annual Evaluation Committee, the Chancellor, and the Provost should give careful consideration to the wishes of the Dean. Sections of the report that are so agreed to be kept confidential, as well as the documentation upon which they are based and all materials collected by the evaluation [Section II. D. 1], should be carefully protected and maintained by the Chair of the Annual Evaluation Committee and kept in the Office of the Provost. Confidential sections of all final Annual Evaluation reports, and all documentation not retained as part of the Quadrennial Review will be destroyed in accordance with provisions of the Illinois State Records Act, 5 ILCS 160/1 et seq.
PROCEDURES FOR QUADRENNIAL REVIEW
The specific procedures for the Quadrennial Review shall be developed by each School or College and approved in writing by the Provost. The Schools or Colleges may augment the following procedures in developing their own, but their procedures shall make explicit at least the provisions in this document.
Formation of the Dean’s Quadrennial Review Committee. Each School or College:
Shall provide that a Quadrennial Review of the Dean's performance will occur at the beginning of the fourth year of the Dean's tenure in office, and every fourth year thereafter.
Shall call for the constitution by the Provost of a Quadrennial Review Committee to be constituted in the same manner as the Procedures for Dean Selection [Section A. 1.].
Approved by Chancellor effective May 1, 2008
This policy was issued on May 13, 2009, replacing the October 7, 2008 version.
Document Reference: 2B3 (formerly 2B4 before policy 2B2 was deleted and all subsequent policies were renumbered)
Origin: RP 2-86/87; WC 7-91/92; OP 8/2/95; RP 1-07/08