​Directions for Creating your Supplemental Review​​​

During the academic staff member's 2nd and 5th years of employment, and every 5 years thereafter, the evaluation process shall consist of the annual review and a 2-part supplemental review, a questionnaire survey and a self-assessment.

Questionnaire Survey Development

The academic staff member and the supervisor shall develop a questionnaire survey in accordance with the requirements of Procedures for Evaluation of Non-Instructional Faculty and Category A and C Academic Staff (Chapter 4D, Section 15).

All questionnaires shall include:

  1. Some general questions (from or similar to those in the procedures document), constructed by the academic staff member and the supervisor; and
  2. These open-ended questions
    • What are this individual's strengths in performing the duties in the job description?
    • What suggestions can you make for improvement in the individual's job performance?

Optional questions selected from among those provided in the procedures document may also be selected for inclusion. See the Sample Survey for possible questions. Questionnaires for those with titles at or above the level of director shall include additional required questions found in the sample survey document, but for other titles the questions can and should be changed to reflect the position description.

Distribution

The academic staff member and supervisor jointly develop a list of survey recipients limited to those who know how the academic staff member is carrying out the day-to-day duties and responsibilities of his/her job description. The supervisor completes a copy of the questionnaire and distributes other copies to those on the list.

Other persons who ask to complete a questionnaire shall be afforded the opportunity by the supervisor with full disclosure to the academic staff member being evaluated. Results of the questionnaire from persons not on the agreed-upon list shall be tabulated separately.

Procedure for Data Collection

The procedure for the collection of data may be found in the Procedures for Evaluation of Non-Instructional Faculty and Category A and C Academic Staff (Chapter 4D, Section 15).

Self-assessment

The academic staff member shall also complete the questionnaire, and may provide any other information regarding performance.

Evaluation Report

Following the annual/supplemental review meeting but not later than May 1, the supervisor prepares and files a written evaluation report for inclusion in the academic staff member's personnel file. The academic staff member receives a copy of the evaluation report and may prepare a written response to the evaluation. Any response shall also be placed in the personnel file. The written evaluation report, which shall be signed by the supervisor and the academic staff member, shall include at least the
  • updated position description
  • goals and objectives for the upcoming year
  • self-assessment
  • complete record of the evaluation

 

Checklist for Creating your Supplemental Review

Make sure to include the following components when developing your supplemental review:
  • An introductory letter to the recipients of the review
  • A copy of your current position description
  • The survey
  • A date by which the review should be completed
  • A person/place to which the completed review should be sent

Sample Letter

You have been selected as a person who has knowledge of ______________________ (insert reviewee’s name) and their work habits. Please take a few moments to complete the attached survey and return by ____________________ (date) to ________________________________ (person gathering data) at ________________ (address).

Your comments will be kept confidential and will be reported in aggregate with other reviewers. Your comments will assist in providing critical feedback to __________________________ (insert reviewee’s name) about their performance within their role as ____________________ (job title).

I thank you in advance for your participation in this process.

Supervisor Name

Address

Phone

E-mail

Recipients

The academic staff member and supervisor jointly develop a list of survey recipients limited to those who know how the academic staff member is carrying out the day-to-day duties and responsibilities of his/her job description. The supervisor completes a copy of the questionnaire and distributes other copies to those on the list.

Other persons who ask to complete a questionnaire shall be afforded the opportunity by the supervisor with full disclosure to the academic staff member being evaluated. Results of the questionnaire from persons not on the agreed-upon list shall be tabulated separately.​​​​
Supplemental Review Resources