The institution periodically evaluates the effectiveness of its administrators.

Judgment of Compliance:  In compliance

Narrative


East Carolina University
(hereafter, ECU or the university or the institution) conducts annual evaluations and five-year comprehensive reviews of all administrators.  Annual evaluations of university academic administrators (from the chancellor to unit administrators) are conducted by the Office of Institutional Planning, Assessment, and Research (IPAR) as required by Part II, Section V of the Faculty Manual.  A five-year review of administrators is also conducted based on the ECU Board of Trustees (hereafter BOT) policy Appointment and Review of Administrative Officers at ECU.  The five-year review follows the Implementation Guidelines for Administrative Reviews in Accordance with Board of Trustees Policy approved by the Chancellor. 

Academic Administrator Annual Evaluation:  Based on administrative level, three different procedures are used for evaluating academic administrators based on administrative level.  As required by the Part II, Section V of the Faculty Manual, evaluations use instruments recommended by the Faculty Senate and approved the Chancellor. Senior academic administrators (deans, vice chancellors, and the chancellor) are evaluated using the survey entitled Administrator Evaluation (Chancellor, Vice Chancellor, Deans).  This survey is implemented across the campus.  Evaluations of unit administrators are conducted using one of two distinct procedures.  All other eligible academic units (except the Brody School of Medicine) conduct the annual evaluation of department chairs and school directors using the Individual Development and Educational Assessment (IDEA) Survey; further details and processes concerning the IDEA Survey are located on the webpage About the IDEA SurveyThe Brody School of Medicine (BSOM) has developed its own Brody School of Medicine Chair Survey with different content and guidelines.  Procedures for administrative staff evaluations are included in the Academic Unit Codes of Operation.

The Administrator Survey, the IDEA Survey, and the BSOM Chair Survey afford faculty an opportunity to provide annual anonymous feedback on administrators.  Faculty eligible to participate in the administrator review must: be appointed to a full-time faculty position; be a permanently tenured or probationary term faculty person; have been employed in any faculty position for at least 12 consecutive months at East Carolina University; hold regular academic faculty rank and who must, except as noted for faculty on leaves of absence, be carrying at East Carolina University, at the time of the voting, not less than half the normal teaching/research program load as practiced in the unit of appointment.  According to the Administrator Survey Procedures, lists of eligible faculty are approved by appropriate department chair. Survey results are then summarized by IPAR and provided to the respective administrator.  Comments are sent only to the individual being reviewed, not to his or her supervisor. As stated in the Administrator Survey Procedures, administrators are determined to be eligible for evaluation if theyhave been employed on a permanent basis, have completed, at the time of the survey, at least one year of employment in their administrative position, and supervise five or more eligible faculty members.

The Administrator Survey Schedule and the IDEA Chair Survey Schedule are maintained by IPAR.  IPAR informs the candidate and his or her superior when a review must be conducted.

The examples below illustrate the administrative review process at different levels of administration and provide copies of the forms and memoranda at each stage of the review process.

Administrator Survey of Academic Vice Chancellors

As stated in the Administrator Survey Schedule, IPAR begins preparing, in November, for the annual administrator survey of eligible academic Vice Chancellor(s) by updating the ECU Personnel Data File to identify the faculty and administrators who are eligible to participate in this survey.  As an eligibility verification, the lists of faculty are reviewed and approved by appropriate department chairs.  Then, IPAR sends an email message to eligible faculty to rate the performance of the Chancellor, academic Vice-Chancellors, and Deans, with a link to the online Administrator Survey in which faculty can then evaluate the performance of their academic vice chancellor. The respondents evaluate the Vice Chancellor's decision-making, leadership, resource allocation, managerial skills, and other relevant aspects of effective leadership. ECU’s Chancellor and the evaluated vice chancellor receive a summary of the Administrator Survey Results prepared by IPAR.  The evaluated vice chancellor also receives a compilation of any comments provided by the respondents.  The Chancellor reviews the results of the annual administrator evaluation and incorporates results as needed in the vice chancellor’s annual review.  The specific results of the administrator survey are a part of the individual’s personnel file and, therefore, are considered confidential by federal law

Administrator Survey of Deans

As stated in the Administrator Survey Schedule, IPAR begins preparing, in November, for the annual administrator survey of the deans by updating the ECU Personnel Data File to identify the faculty and administrators who are eligible to participate in this survey.  As an eligibility verification, the lists of faculty are reviewed and approved by appropriate department chairs.  Then, IPAR sends an email message to eligible faculty to rate the performance of the Chancellor, academic Vice-Chancellors, and Deans, with a link to the online Administrator Survey in which the faculty can then evaluate the performance of their dean. The respondents evaluate the dean's decision-making, leadership, resource allocation and acquisition, rapport, shared governance support, managerial skills, and other relevant aspects of effective leadership. The appropriate vice chancellor and dean receive a summary of the Administrator Survey Results prepared by IPAR.  The evaluated dean also receives a compilation of any comments provided by the respondents.  The appropriate academic vice chancellor reviews the results of the annual administrator evaluation and incorporates results as needed in the dean’s annual review.  The specific results of the administrator survey are a part of the evaluated individual’s personnel file and, therefore, are considered confidential by federal law

IDEA Survey of a Department Chair

As stated in
the IDEA Chair Survey Schedule, IPAR begins preparing, in November, for the annual IDEA Chair Survey of the Chairs (and School Directors) by updating the ECU Personnel Data File to identify the faculty and administrators who are eligible to participate in the annual IDEA Chair Survey; eligibility to be evaluated and to participate in evaluation is determined via the criteria presented within the IDEA Survey Procedures.  As an eligibility verification, the lists of faculty are approved by appropriate department chairs.  Then IPAR transmits faculty contact lists to the IDEA Center, Manhattan, Kansas, which contacts each eligible main-campus faculty member via email with a link to the online IDEA Chair Survey form so that the faculty member can evaluate the chair’s performance.  The respondents evaluate the chair's decision-making, administrative skills, leadership, faculty development, resource allocation and acquisition, rapport, communication skills, managerial skills, and other relevant aspects of effective leadership. The appropriate dean and evaluated chair (or school director) receive the IDEA Feedback for Department Chairs Report sent by the IDEA Center to IPAR and then distributed by IPAR.  The chair (or school director) also receives a compilation of any comments provided by the respondents.  The appropriate dean reviews the evaluative results of the annual IDEA survey and incorporates as needed in the chair’s/school director’s annual review.  The specific results of the IDEA survey are a part of the evaluated individual’s personnel file and are, therefore, considered confidential by federal law.

BSOM Chair Survey

For the Brody School of Medicine (BSOM) Chair Survey, IPAR emails a survey invitation to each BSOM
eligible faculty member.  The IPAR email message contains a link to the Annual Department Chair Evaluation - BSOM which the BSOM faculty member uses to complete the survey. Respondents evaluate a chair's decision-making, administrative skills, leadership, faculty development, resource allocation and acquisition, rapport, communication skills, managerial skills, and other relevant aspects of effective leadership. The appropriate dean and evaluated chair receive a summary of the results within the BSOM Chair Survey (results) prepared by IPAR.  The evaluated chair also receives a compilation of any comments provided by the respondents.  The appropriate dean reviews the evaluative results of the annual IDEA survey and incorporates these as needed in the chair’s annual review.  The specific results of the IDEA survey are a part of the evaluated individual’s personnel file and are, therefore, considered confidential by federal law.

Five-Year Administrator Review: With the exception of individuals who serve primarily in staff roles to the Chancellor, East Carolina University’s Implementation Guidelines for Administrative Reviews in Accordance with Board of Trustees Policy apply to all individuals who report directly to the Chancellor, academic deans, department chairs, and selected other administrators.  These implementation guidelines state that a five-year review is the responsibility of the appointing officer, who shall determine the review’s conduct, processes, conclusions, and possible actions resulting from the review and who shall appoint a review committee.  The guidelines further specify the criteria to be included in the evaluation, the timeframe and general process for evaluation, and the role of the review committee. 

The dual purposes of the five-year review primarily formative are: to improve the performance of the leader and to identify areas for future leadership development.  The expected outcome is improved leadership for the enhancement of the institution, and the review may lead the appointing officer to initiate a more comprehensive summative review.  The resulting report of the review committee will provide a description of the strengths and weaknesses of the administrator and offer suggestions for improvement.  Should the results of the five-year review be sufficiently negative, it is the responsibility of the appointing officer to make decisions regarding corrective actions or possible termination.

This process has been implemented for the Vice Chancellor for Administration and Finance.  Below is a description of the process for review.

Five-Year Review of Vice Chancellor

The Chancellor begins the five-year review of the Vice Chancellor by establishing a committee to lead the review.  The committee identifies representatives of constituencies eligible to provide input into the review of the vice chancellor.  A memorandum requesting feedback is sent from the Chair of the Five-Year Review Committee, which includes the evaluation form.  The five-year review survey is sent to the constituencies.  These evaluation forms are made available to the Vice Chancellor under review as well as the Chancellor and Five-Year Review Committee.  Respondents evaluate the vice chancellor's leadership, personal character and integrity, communication, effectiveness and efficiencies in business practices, administrative skills, management style, planning ability, , and contributions to the economic and community impact of the university on its expanding service regions.  The review committee reviews the survey results as well as the vice chancellor’s administrative portfolio.  The committee discusses the results of the review with the evaluated vice chancellor.  Then the committee provides a final report of the review to the Chancellor.  The Chancellor reviews the response of the committee when considering the final decision and informs the University community of the final decision.


Documentation

Reference Title

Location

About the IDEA Survey

IDEA

Academic Unit Codes of Operation

Academic Unit Codes of Operation

Administrator Evaluation – Chancellor

Administrator Evaluation - Chancellor

Administrator Evaluation – Deans

Administrator Evaluation - Deans

Administrator Evaluation – Vice Chancellor

Administrator Evaluation - Vice Chancellor

Administrator Survey Procedures

Administrator-IDEA-Procedures-1

Administrator Survey Results

Adm-Report-1

Administrative Survey Schedule

Administrator Survey Schedule-Spr12

Annual Department Chair Evaluation - BSOM

annual eval dept chair template 09-10 053010

Appointment and Review of Administrative Officers at ECU

3.2.10 1107BOTpolicy

Brody School of Medicine Chair Survey

BSOM Chair Survey Form

BSOM Chair Survey (results)

BSOMChairSurveyReport-AllDeptsCombined-Spr10

Email Message to Eligible Faculty to Rate the Performance of the Chancellor, academic Vice-Chancellors, and Deans

Memo To Eligible Faculty Members-Spr12

Faculty Manual, Part II, Section V

Faculty Manual, Part II, Section V

Five Year Review of the Vice Chancellor

Seitz_Survey

IDEA Chair Survey Form

IDEA Survey Chair Form-2012

IDEA Chair Survey Schedule

IDEA Survey Schedule-Spr12

IDEA Feedback for Department Chairs Report

IDEA Survey Report-2012

IDEA Survey Procedures

IDEA Survey Procedures

Implementation Guidelines for Administrative Reviews in Accordance with Board of Trustees Policy

3.2.10 Implementation Guidelines for Administrative Reviews

Implementation Guidelines for Administrative Review Revision

2010 11 14 Review Guidelines_Working Group Proposal_revised2

Memorandum Requesting Feedback

Seitz_MEMORANDUM