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Palomar College Learning For Success

Need-to-Know Info for Tenured (Peer) Faculty Evaluations

The Need-to-Know List for Faculty Evaluating Tenured (Peer) Faculty

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

  1. Once tenured, full-time faculty members are evaluated once every three years. At that time, a Peer Review Committee (PRC) is formed.
  2. Only tenured faculty members may be part of a PRC.
  3. Per contract, the Department Chair chooses the PRC Chair, and the tenured evaluee chooses the second member of the committee. (For out-of-cycle Tenured (Peer) Faculty evaluations, there is a third, “outside” PRC member, and that tenured faculty member is selected by the TERB Committee.) The Tenure and Evaluations Office will ask for information from the Chairs, and the evaluee may submit their preferences using this form [link].
  4. The Tenured (Peer) Faculty member may challenge the PRC Chair and/or Second with a written statement to the TERB Committee, submitted it to the TERB Coordinator (currently: (Lawrence Lawson). As such, some Department Chairs find it expedient to consult with the Tenured (Peer) Faculty member regarding the PRC Chair, but that is not required.
  5. The standard Tenured (Peer) Faculty evaluation consists of one classroom/workplace observation, two sets of student evaluations, a PD contract copy from the evaluee, a self-reflection document completed by the evaluee,  and the written review report. Documents can be found here [link]. (Out-of-Cycle Tenured (Peer) Faculty evaluations, per contract, follow the Probationary Faculty evaluation process of 3 or 4 course/workplace observations and student evaluations in all courses (or workplace events) up to a full contract load.)
  6. The Tenured (Peer) Faculty member chooses (A) the classes they want observed and (B) what classes the want student evaluations run in. They then communicate (A) to the PRC and (B) to the Tenure and Evaluations office and the PRC Chair.
  7. 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).
  8. The method of observation is intended to be collaboratively and collegially decided upon between the evaluator and evaluee.
  9. 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.
  10. 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.
  11. The faculty evaluator conducts the classroom/workplace observation using the classroom/workplace observation form during the observation/evaluation window (usually October/March for full semester classes). See calendars for timing for other courses–but you’re aiming for the middle of the term for observations and evaluations.
  12. In the online environment, the Tenure and Evaluations office proctors the student evaluations; the office sends the results to the PRC when complete.
  13. The PRC uses the student evaluation results, the observation, the self-reflection, and the PD report to draft the evaluation report.
  14. 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 Tenured (Peer) Faculty member’s overall performance–using information from all the items.
  15. When the report is complete, the PRC members sign it and send the report (and just the report) to the Tenure and Evaluations Office to secure Dean and VP signatures and optional comments.
  16. The Tenure and Evaluations Office returns the signed document to the PRC.
  17. The PRC meets with the Tenured (Peer) Faculty member to review the report and collect their signature; the signature simply indicates the meeting happened and not that they agree or disagree with the report. This meeting occurs, typically, after grades are submitted. (If no student comments are included in the report, the PRC may meet with the evaluee before grades are posted.)
  18. The 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.
  19. 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.
  20. The entire Tenured (Peer) Faculty evaluation packet should be sent to the Tenure and Evaluations Office using this link.
  21. If the Tenured (Peer) Faculty member receives rating of “Needs Improvement” or “Unsatisfactory,” the PRC and TERB and the evaluee will develop an Improvement Plan and process that can last no longer than two years–with a fresh evaluation happening each semester of those two years until an overall “Standard” or higher rating is achieved. Please alert the TERB Coordinator (currently: (Lawrence Lawson) if this is the case.

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