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Each full-time faculty member at KSU, regardless of rank or responsibilities or contract type, must receive an annual review of his or her performance (BoR Policy Manual, Section 8.3.5). In January of each year, the department chair or direct supervisor of the faculty member conducts an annual review of the faculty member’s activity (provided in the ARD) in relation to the FPA goals for the previous calendar year. Administrators reviewing candidates should be very clear in stating their expectations and in discussing problems in detail with the faculty member.
The annual review process begins when the faculty member submits documentation and materials for the annual evaluation (including ARD and FPA). The appropriate supervisor will discuss with the faculty member in a scheduled conference the content of that faculty member’s annual written evaluation and his/her progression towards achieving future milestones. The faculty member will be given 10 calendar days to respond in writing to the annual written evaluation. Within 14 calendar days, the appropriate supervisor will acknowledge in the digital workflow the receipt of the response, noting changes, if any, in the annual written evaluation made as a result of either the conference or the faculty member’s written response. (BoR Academic and Student Affairs Handbook 4.4)
The entire package is then forwarded to the next administrative level for review. Within 10 calendar days from the review decision, the faculty member has the right to submit electronically a written appeal to the next level of review addressing specific items from the review providing clarification or additional perspective. Such responses become integral to the ARD throughout the review process. The response is archived with all other documentation for future reference (e.g., inclusion in portfolio reviews). No response is required by the last administrative reviewer.
If the faculty member believes that the process of review has been violated, the faculty member may request review under the provisions of the KSU Grievance Policy.
Evaluation of faculty performance via the Annual Review Document and Faculty Performance Agreement will be conducted in the digital workflow system. The general timeline for annual reviews and evaluation of faculty performance adheres to the following schedule:
- Last Friday of January: Completed ARDs/FPAs submitted by teaching and administrative faculty to next level supervisors.
- 2nd Friday of March: All reviews between teaching and administrative faculty and next level supervisors completed; portfolios submitted to second level supervisors.
- 2nd Friday of April: Second level supervisors return annual review submissions to teaching and administrative faculty; salary recommendations (if applicable; exact date TBD based on Budget Office and Board of Regents directions).
Each college may elect to have the faculty due date sooner, however, no earlier than one week before KSU’s deadline, but not later, than those listed above. All faculty must have an annual review digitally signed by the appropriate administrators at all levels by the final due date listed above. Failure by a faculty member to submit all documentation required for annual reviews according to the University review timeline above shall be deemed as not meeting performance standards. Eligibility for merit, if applicable, is contingent upon completion of the ARD process.
A faculty member returning from a full leave of absence must complete their ARD and FPA within two weeks of returning from leave during their academic or fiscal contract period. If a faculty member on an academic contract officially returns from leave when they are not under contract (e.g., during the summer), the ARD and FPA must be completed within two weeks of the next contract start date.
Within 30 days after the start date, new faculty should develop an FPA in consultation with the Department Chair, to cover the period from the start date to December of the start year.
The requirement for annual reviews does not preclude the possibility of having additional reviews during the year. Non-renewal schedules as outlined in Section 4.1.8 of the KSU Faculty Handbook must be followed.
ARDs, FPAs, supervisor evaluation, and any additional comments, such as response letters, must be submitted with documents and materials for all Promotion and Tenure reviews, including pre-tenure reviews and post-tenure reviews.
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