Supplemental Reviews

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.

Supplemental Reviews are designed to gather feedback from colleagues who are familiar with an Academic Staff member's role and function within the role.

Utilize the options below to create your supplemental review (along with your supervisor's input). The sample letter and survey are in WORD format for easy adaptation for your needs.

There is an electronic format available for the supplemental review. Training sessions for new academic staff are held 2 times/year. Contact the Associate Vice Chancellor for Personnel & Budget office for dates.

READ THESE INSTRUCTIONS FIRST before creating an electronic supplemental review.

Enter here to work on your electronic review.

Directions

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).

• Some general questions (from or similar to those in the procedures document), constructed by the academic staff member and the supervisor; and
• These open-ended questions
  1. What are this individual's strengths in performing the duties in the job description?
  2. What suggestions can you make for improvement in the individual's job performance?
• Questionnaires for those with titles at or above the level of director shall include additional required questions found in the procedures document.
• Optional questions selected from among those provided in the procedures document may also be selected for inclusion.

The academic staff member and supervisor jointly develop a list of survey recipients limited to those who know how the academic staff member in carrying out the day-to-day duties and responsibilities of his/her job description. The academic staff member sends the survey to the agreed-upon list of recipients with the results going to the supervisor.

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.

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).

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

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; and
• complete record of the evaluation.

Checklist

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 Documents

For a sample intro letter click here to download.

For a sample survey click here to download.