Annual Review Timeline for the Basic Sciences

Annual Review Timeline for the Basic Sciences

Updated May 19, 2014

Departmental Faculty Evaluations

December/Early Jan.Theadministration provides faculty with student evaluations and comments on the fall semester medical, graduate, and other courses in Word format.

January 1st weekDean’s Office reminds the Department Chairs to direct tenure-track, tenured, and non-tenure-track faculty to download and fill out the Word file entitledAnnual Documentswhich is located on the School of Medicine web.

JanuaryFaculty fill out the Status of Progress Form (top portion through the date of tenure). The faculty member then inserts the Annual Faculty Planning Document for the calendar year just ended(this copy can be unsigned) after the Status of Progress Form.Faculty then fill out theAnnual Faculty Evaluation Document(excluding the assessment sections at the end of each of the three categories)on a calendar year basis for theyear just ended, and the Annual Faculty Planning Document for the calendar year just started. Peer and student teaching evaluations and comments which are required and any other documents that the faculty member wishes to include should be placed at the very end, all in Word format. Faculty type the date and their signature on the Annual Faculty Evaluation Document and the Annual Faculty Planning Document. A single Word file should be sent electronically to the Department Chair by the end of January. It should contain in order 1) the Status of Progress Form, 2) the Annual Faculty Planning Document for the calendar year just ended, 3) the Annual Faculty Evaluation Document(with date and signature) for the calendar year just ended, 4) the Annual Faculty Planning Document (with date and signature) for the calendar year just started, and 5) peer and student teaching evaluations and comments and any other documents that the faculty member wishes to include.

FebruaryDepartment Chairs fill out the assessment portions of the Status of Progress Form and the assessment portions of the Annual Faculty Evaluation Document and type the date and their signature on the Status of Progress Form, the Annual Faculty Evaluation Document, and the Annual Faculty Planning Document for the calendar year just started. When possible, Chairs should use adjectives emphasized on the evaluation forms(unsatisfactory, adequate, substantial, and outstanding) to describe faculty performance and not use adjectives that are difficult to interpret. The Department Chair then sendsthe entire document electronically in Word format to the respective faculty member prior to meeting with them before the end of February to discuss all documents.

Faculty date andtype their signature on the Status of Progress Form.The faculty member has the option to append a brief comment on the Evaluator’s evaluation at the end of the Status of Progress Form as well as at the end of the Annual Faculty Evaluation Document. The faculty member then converts the entire document to a single pdf file (not a portfolio type pdf) and sends it electronically to the Department Chair prior to meeting with the Department Chair to discuss all documents. If changes are made to any of the documents, the revised relevant documents must be exchanged electronically in pdf format between the faculty member and the Departmental Chair.

Department Chairs electronically forward the entire pdf file of all non-tenured, tenure-track and all tenured faculty below the rank of Full Professor to the Chair of the School of Medicine Basic Science Tenure and Promotion Committee by February 28. Department Chairs forward the entire pdf file of all Full Professors and faculty in non-tenure-track lines to the Dean’s Office by February 28.

March 1st weekChair of the School of Medicine Basic Science Tenure and Promotion Committee forwards files of all non-tenured, tenure-track and all tenured faculty below the rank of Full Professor electronically to subcommittee chairs for evaluation.

MarchSubcommittees review the files and Chairs of the Subcommittees send their reports electronically in Word format to the Chair of the School of Medicine Basic Science Tenure and Promotion Committee by March 31.

4/1 – 4/15Chair of the School of Medicine Basic Science Tenure and Promotion Committee sends a report of the subcommittee findings electronically in Word format to the faculty member and their Department Chair by April 15.

4/16 – 4/30The faculty member types the date and their signature on the coversheet of the subcommittee findings and electronically sends the subcommittee report in Word format to their Department Chair. Department Chairs type the date and their signature on the coversheet of the subcommittee reports. Department Chairs convert the subcommittee report to pdf format, place it front of the Status of Progress Form, andelectronically forward the complete file to the Dean’s office by April 30.

After May 1Dean types the date and signature on the Annual Faculty Evaluation Document and the Annual Faculty Planning Document of all facultyand forwards an electronic copy to Human Resources for storage.

Departmental Chair Evaluations

January 1st weekDean’s office reminds Department Chairs to fill out their own Annual Documents.

JanuaryDepartment Chairs fill out the documents, type the date and their signature on the Annual Faculty Evaluation Document and the Annual Faculty Planning Document, and return them electronically as a single pdf file (not a portfolio type pdf) to the Dean’s Office by the end of January.

MarchDean fills out the assessment portions of the Annual Faculty Evaluation Document for Department Chairs and dates and types signature on the Annual Faculty Evaluation Document and the Annual Faculty Planning Document. The Dean then sends the entire document electronically in pdf format to the respective Department Chair prior to meeting with them before the end of April to discuss all documents.

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