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Need-to-Know Info for Part-Time Faculty Evaluations

The Need-to-Know List for Faculty Evaluating Part-Time Faculty

This list will be updated as revisions or corrections are needed.

  1. Part-time faculty are evaluated once within the first year of hire.
  2. An evaluation is made up of a classroom/workplace observation, a set of student evaluations, and a complete evaluation report.
  3. Department Chairs take on or delegate part-time evaluations to full-time faculty–tenured, tenure-track, or temporary full-time faculty are permitted to be evaluators for part-time faculty.
  4. The division Dean is given a list of part-time faculty up for evaluation during the given semester. Per contract, they can request to see the draft evaluation report, student evaluations, and observation report. Once available, they can see this material after  the observation is complete but before the final rating is decided/the final meeting with the part-time faculty member occurs.
  5. The division Dean has an optional Dean Form they can complete, if they made the request mentioned above. This Dean Form becomes part of the evaluation packet–though those comments may or may not be included in the evaluation report itself. Per contract, evaluating faculty have the option to (or not to) incorporate Dean comments into the actual report or consider them when assigning ratings. Of note, Dean comments have been quite valuable during the part-time evaluation process.
  6. A part-time evaluation consists of one course or session observation and one set of student evaluations conducted for the observed class (or observed session/workplace event).
  7. Evaluation forms for the various areas (instruction, counseling, and library) are here [link].
  8. In the online environment, evaluators for courses have two options for online course observations. (A) gain Canvas access to the evaluee’s course and observe the course for a maximum of two weeks (including watching a live course if one occurs during the two week window) or (B) sitting down with the evaluee and looking through the online course with the evaluee and asking questions relevant to the observation (any recordings available on the online course can/should be viewed). Evaluators hoping to watch a live course are encouraged to opt for (A).
  9. The method of observation is intended to be collaboratively and collegially decided upon between the evaluator and evaluee.
  10. While full reports are not shared until after grades are posted (to ensure student comments are not shared before grades are posted), it is good practice to meet with the evaluee soon after an observation to note positive observations and constructive criticism based on the observation. Please don’t leave an evaluee hanging with anxiety by not sharing some thoughts from the observation in a reasonable timeframe following the observation.
  11. Previously, evaluators requested Canvas access via ADAs or the Instruction Office. Now, the evaluees themselves are the ones who grant the observer access to the Canvas shell and then revoke that access when Option (A) is chosen. This is done using the evaluator’s full Palomar email address (e.g.,–this is an example; do not add me to your Canvas). This happens in the “People” tab of the evaluee’s canvas course, and ATRC helpfully has created a video for how to do that [link]. An evaluator should communicate with the evaluee about when the two-week observation window will begin (within or near the evaluation window of October for full-term courses or during the middle-point of the term for shorter term (FT1, FT2, etc.) courses). Then, the evaluee must give the evaluator the role of OBSERVER (and only OBSERVER) and then revoke the role after the two week observation period.
  12. Evaluators for library sessions or one-on-one counseling appointments or other non-course, workplace events should participate as a live observer using the appropriate software (Zoom, Skype, Teams, etc.) and their relevant observation form.
  13. The faculty evaluator communicates with evaluee ahead of time regarding what the observation will entail (again, governed by the relevant observation form).
  14. The faculty evaluator conducts the classroom/workplace observation using the classroom/workplace observation form during the observation/evaluation window (usually October/March). See calendars for timing for other courses–but you’re aiming for the middle of the term for observations and evaluations.
  15. In the online environment, the Tenure and Evaluations office proctors the student evaluations; the office sends the results to the evaluator when complete.
  16. The evaluator uses the student evaluation results and the observation to draft the evaluation report.
  17. The Department Chair must sign and complete the page of the evaluation that is theirs (last page of report document).
  18. If the Dean made the request, the faculty evaluator must submit the required documents (draft report, student evals, and observation form) to the Dean. Evaluators should not sign the report yet as they may make changes based on Dean comments. The Dean will return the form in a timely manner so the evaluation can be completed in advance of the deadline. This communication and submission of documents back and forth happens between the evaluator and the Dean; the Tenure and Evaluations Office is not involved.
  19. Each discrete item in the report gets a separate rating. The final rating is not necessarily an average of the discrete items. Instead, the final rating is the evaluation of the part-time evaluee’s overall performance–using information from all the items (and observation and student evaluation and, perhaps, the Dean’s form) to make their decision.
  20. A part-time evaluee needs a rating of “standard” or higher on two successive evaluations to receive a Priority Number for the purposes of priority in class assignments. Two successive ratings of Needs Improvement removes the evaluee’s PN. One Unsatisfactory rating also removes an evaluee’s PN. A PN can be regained after two successive evaluations with a rating of “standard” or higher. As such, as with other part-time faculty without a PN, and following contract guidelines, faculty who received ratings that removed their PN can still be offered class. Two NIs or on Unsatisfactory is not at all intended to imply the part-time faculty member is fired (faculty cannot fire faculty); it simply means they’ve lost their PN and priority status.
  21. If an evaluee receives an overall rating of “Needs Improvement” and has a PN, a part-time improvement plan is required and must accompany the review report. The Improvement Plan must be approved and signed by the Department Chair and the TERB Coordinator before being presented to the evaluee for signature. The Improvement Plan then becomes part of the review report.
  22. If the evaluee is rated “Needs Improvement” but does not have a PN, the improvement plan is optional. However, if the plan is to give the evaluee a class in an upcoming semester, an improvement plan would be beneficial.
  23. Per contract, a part-timer under required improvement plan must be reevaluated with one year. If your evaluation results in a required improvement plan, please inform your department chair so records can be kept on your end as well as they’ll need to request an out-of-cycle evaluation sometime during the next year.
  24. Once the evaluation packet is complete (i.e. every required item written above this line has been accomplished), the Evaluator signs the report and asks the Department Chair to read and sign the report. (Yes, the Department Chairs signs twice–one on their Chair Form and once on the main report itself.)
  25. For any part of the signing process, Adobe Sign is preferred but not required. If you have other means of signing digitally, please do so. If you’d like to use Adobe Sign but are unsure how to do it, the TERB Coordinator can help route the documents for signature. Please email with that request.
  26. Typically, after grades are submitted, the faculty evaluator meets with the part-time evaluee. (If no student comments are included in the report, the evaluator may meet with the evaluee before grades are posted).)
  27. Following the meeting, the part-time evaluee signs the report. The signature simply indicates the meeting happened and not that they agree or disagree with the report.
  28. When the faculty evaluator has the complete report (report signed by evaluator, Department Chair (in two places), and evaluee; completed course observation form; and (if required) Dean Form (optional)), it should be sent to the Tenure and Evaluations Office using this link for signature and processing.
  29. The part-time evaluee has 10 business days from the date of their signing to write a response and submit it to the TERB Coordinator (currently: (Lawrence Lawson)); they should indicate if they’d like anyone else to immediately receive the response. The response becomes part of the evaluation packet and is viewable by Department Chairs (or other full-time faculty) responsible for making assignments (i.e. assigning classes).
  30. If all goes well, part-time faculty are evaluated once within a year of hire and then again once every six semesters. A Department Chair may request an out-of-cycle evaluation for any part-time faculty member. They simply need to make the request, in writing, to the TERB Coordinator (currently: (Lawrence Lawson)) noting evaluee name and course name and 5-digit ID and the name of the evaluator.

Observation and Student Evaluation Period for Courses: October [last week of September and first week of November permissible if necessary]

Observation and Student Evaluation Period for Counseling/Library Sessions: Weeks 4-14 of the semester

Probationary TEC Meetings: Last four working weeks of the semester

Fall 2020 Probationary Packet due to Tenure and Evaluations Office: Thursday, February 4th, 2021

Fall 2020 Peer and Part-Time Evaluation Packets due to Tenure and Evaluations Office: Monday, March 1st, 2021

Link to full calendars