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Palomar College Learning For Success

Probationary Faculty Evaluation Process

If you’re new to chairing a Tenure and Evaluations Committee or need a refresher on what chairing a committee entails, this page is for you! Of course, before anything else, please familiarize yourself with this calendar and the documents for your probationary faculty member. However, this page is meant as a shorthand representation of the typical steps for chairing an evaluations committee for teaching, library, and counseling probationary faculty following current procedure.  Improvement plans and other factors may influence changes to this process.  For a more robust and detailed description, consult the contract, article 17.

To avoid the impact multiple late-start courses may have on the tenure and evaluation process for probationary faculty members, it is suggested that, as part of their contract load, probationary faculty members have as few late-start courses as possible.

17.1.1 Faculty review shall be the primary feature of the evaluation
process.

[[[VIDEO GUIDE WILL GO HERE.]]]

IF YOUR EVALUATIONS COMMITTEE IS ALREADY FORMED, SKIP TO STEP 3.

FALL

STEP 1: Your department hires a new probationary faculty member (tenure track, non-tenure track, or temporary full-time). Congratulations! If you’re here, this step has already happened.

STEP 2a: Your Department Chair serves as chair (or designates a colleague) to serve as chair for the probationary faculty’s Evaluation Committee. [Tenure-track probationary faculty must have a committee comprised of tenured faculty; only non-tenure-track and temporary full-time faculty may have probationary faculty on their committee.]

STEP 2b: Your Department Chair selects a permanent faculty member from the probationary faculty member’s discipline (or a related discipline if the size of the department or other factors do not facilitate the appointment of a permanent faculty member from the probationary faculty member’s discipline) to serve as a second member of the Evaluation Committee. [Tenure-track probationary faculty must have a committee comprised of tenured faculty; only non-tenure-track and temporary full-time faculty may have probationary faculty on their committee.]

STEP 2c: The appropriate Dean and Vice President is assigned to the Evaluation Committee for your probationary faculty member. (Counseling gets the VP of Student Services; all others get the VP of Instruction.)

STEP 2d: The TERB Coordinator solicits full-time faculty volunteers to serve as an outside member on your Evaluations Committee. The TERB Coordinator then recommends placement, and the appropriate VP approves the placement. This typically happens within the first two weeks of the fall semester. [Tenure-track probationary faculty must have a committee comprised of tenured faculty; only non-tenure-track and temporary full-time faculty may have probationary faculty on their committee.]

STEP 3: Once outside members are placed, the probationary faculty member is informed of their outside member and their second member, and he or she is given 10 business days to approve or challenge the appointments. They cannot challenge the Chairperson.

STEP 4: Once the Evaluation Committee makeup is approved by the appropriate parties, Evaluation Committee Chairs work with their committee to schedule the Evaluation Committee Meeting that occurs late in the fall semester (Nov and Dec). THis is typically done with a calendar already pre-completed by VPs and Deans with their availability. [This meeting occurs at the end of the fall cycle to discuss the semester’s work (student evaluations, class/workplace observations, the evaluee’s self-improvement form, the letter from the Department Chair, etc.), decide on ratings for the evaluee, and approve and sign the Review Report.]

STEP 5: The TERB Office will send out FALL student evaluation packets for your probationary faculty member (and/or generate online evaluations for distance education courses). Your committee will use these to administer student evaluations. In rare cases, when TEC members cannot administer student evaluations, Administrative Department Assistants (ADAs) may administer them with Department Chair approval. Again, please reference the calendar to see when student evaluations take place during the FALL semester. [Fast Track and other special cases might fall outside of this range; please communicate with the TERB office if you have unique needs in this area.]

STEP 6: The Chair of the committee will confer with the faculty members on the committee (and the probationary faculty member) to schedule and conduct class/workplace observations for the probationary faculty member and student evaluations. A classroom observation is typically done in three courses, and library observations are handled differently (usually during library workshops run by the probationary faculty member); workplace observations are done for some faculty whose contract load involves coordination, etc. Deans can be invited to conduct a classroom observation at the discretion of the Chair. Again, please reference the calendar to see when observations take place during the semester. [Fast Track and other special cases might fall outside of this range; please communicate with the TERB office if you have unique needs in this area.]

STEP 7: Typically, the faculty on the committee meets to discuss all the materials and write the narrative for the Review Report draft–leaving the decision on ratings for the full TEC meeting with all five members of the TEC (Three Faculty + Dean + VP).  That draft Review Report and materials are brought to the Evaluation Committee meeting with the Dean and VP for discussion with the goal of solidifying a final draft of the Review Report, deciding on ratings, and having all five committee members sign it.

STEP 8: After the Review Report is completed and signed by all the Evaluation Committee members, the Chair and one other member of the committee meet with the probationary faculty member to review the evaluation and gather the probationary faculty member’s signature on the report. [IMPORTANT: The probationary faculty member does not get student evaluations until AFTER the probationary faculty member posts final grades.]

STEP 9: Submit the completed, signed Review Report and the rest of the packet [see this checklist for packet items] to the TERB office before leaving for winter break–by the DECEMBER deadline in this calendar

SPRING

STEP 10:  The TERB Office will send out SPRING student evaluation packets for your probationary faculty member (and/or generate online evaluations for distance education courses). Your committee will use these to administer student evaluations. In rare cases, when TEC members cannot administer student evaluations, Administrative Department Assistants (ADAs) may administer them with Department Chair approval. Again, please reference the calendar to see when student evaluations take place during the SPRING semester. [Fast Track and other special cases might fall outside of this range; please communicate with the TERB office if you have unique needs in this area.]

STEP 11: The Chair and one other member of the committee meets with the probationary faculty member to complete the Spring Confirmation Form. [IMPORTANT: The probationary faculty member does not get student evaluations until AFTER the probationary faculty member posts final grades.]

STEP 12:  Submit the completed, signed Spring Confirmation Form to the TERB office before leaving for summer break–by the MAY deadline in this calendar

THE END

 

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