REG 05.50.02 - Review of College Deans

Authority: Provost and Executive Vice Chancellor

History: First Issued: October 20, 1986. Last Revised: October 19, 2010.

Related Policies: 
NCSU REG05.50.05 - Review of Dean of Undergraduate Academic Programs, Dean of Graduate School, and Vice Provosts 

Additional References:  
N.C.G.S.§126, Article 7 - The Privacy of State Employee Personnel Records
Leadership Survey Administration for College Deans

Contact Info: Vice Provost for Faculty Affairs (919-513-7741)


1.   INTRODUCTION

1.1  The Provost and Executive Vice Chancellor is responsible for reviewing the administrative performance of college deans.

1.2  Comprehensive reviews are conducted pursuant to this regulation to assess college leadership and programs.  They are held at intervals of not more than five years from the date of initial appointment of the Dean or the date of the last review.  Reviews may be waived or delayed at the discretion of the Provost for sufficient cause.  Normally, reviews will not be conducted for incumbents who have informed the Provost in writing that they plan to retire, resign or return to a faculty position within one year of the scheduled review.

1.3  This regulation does not pertain to the Dean of the Graduate School or the Dean of Undergraduate Academic Programs, whose reviews are conducted according to NCSU REG05.50.05 - Review of Dean of Undergraduate Academic Programs, Dean of Graduate School, and Vice Provosts.

2.   NOTIFICATION TO THE DEAN AND SYSTEMATIC SOLICITATION OF COLLEGE FACULTY AND STAFF VIEWS

2.1  Early in the fall semester, the Provost will initiate the review by notifying the Dean and appointing an ad hoc College Leadership Survey Committee (CLSC) of no fewer than five members of the college faculty and staff.  Unless exceptional circumstances exist, one member of this Committee shall be a current Faculty Senator, one member shall be a current Staff Senator, and the remaining members will be selected to optimize representation of the college faculty and staff.  A majority of the members of this Committee shall be faculty with permanent tenure.  Where appropriate, non-tenure track faculty should be included on the Committee.

2.2  In consultation with the Provost and the Chair of the Faculty, the CLSC develops an evaluation instrument designed to elicit the views and recommendations pertinent to college leadership and programs from faculty (regular and non-tenure track faculty) and staff (SPA and non-faculty EPA Professionals).  The CLSC shall forward the evaluation instrument to the Provost and may recommend additional groups, e.g., external constituencies, to be surveyed, subject to approval by the Provost.  Adequate provisions should be made for open-ended written comments on the evaluation instrument.

2.3  The Provost shall provide the Dean an opportunity to suggest names of people to include in the survey of external constituencies and to review the proposed evaluation instrument and suggest changes prior to finalizing and forwarding the evaluation instrument to the CLSC.

3.   ADMINISTRATION AND TABULATION OF EVALUATION INTSTRUMENT

3.1  Upon receipt of the finalized evaluation instrument from the Provost, the CLSC will forward the instrument to University Planning and Analysis (UPA).  The instrument will be  programmed and administered online by UPA to all members of the college faculty (determined by the Official Roster of the Voting Faculty maintained by the Faculty Senate Office and current employment files in Human Resources), staff, and other designated groups as determined appropriate by the CLSC and/or Provost.  The CLSC will notify participants that the online survey is available. 

3.2  The data collection procedures will ensure that only those identified as valid survey participants are able to access and complete the survey.

3.3  The data collection procedures will ensure that only those identified as valid survey participants are able to access and complete the survey.

3.4  Participation in the survey is voluntary. 

3.5  UPA will make paper copy surveys available on request.  All completed paper copy surveys shall be returned unsigned to UPA using a system that verifies the validity of the evaluator but maintains anonymity.  UPA will add all responses from paper surveys into the electronic data base from the online survey, then destroy the paper surveys.

4.   COLLEGE OVERVIEW PRESENTATION AND SESSIONS WITH SPECIFIED GROUPS

4.1  The Provost shall schedule a series of sessions with faculty, administration and staff, during which the Chancellor and Provost will be present.

4.2  The first session shall provide for a brief overview by the Dean of college programs and goals.  University administrators, College faculty, staff, and students may join with the Chancellor and Provost in asking questions about the college leadership and programs.  The Chair of the Faculty and any University administrators designated by the Chancellor or the Provost may be invited to attend the first session.

4.3  The second session shall provide an opportunity for the Chancellor and Provost to meet with the college faculty for an informal discussion of college leadership and programs.  The Dean, the Associate and Assistant Deans or other comparable college administrators, and the Department Heads or other comparable unit heads will not be present.

4.4  The third session shall provide an opportunity for the Chancellor and Provost to meet with the college staff for an informal discussion of college leadership and programs.  The Dean, the Associate and Assistant Deans or other comparable college administrators, and the Department Heads or other comparable unit heads and faculty will not be present.

4.5  The fourth session shall provide an opportunity for the Chancellor and Provost to meet with the Associate and Assistant Deans, Department Heads and other comparable unit heads or other college administrators as deemed appropriate by the Provost for an informal discussion of college leadership and programs.  The Dean will not be present, nor will the college faculty or staff.

4.6  Individuals from these groups will also be provided an opportunity to present written or oral comments to the Provost.

4.7  Additional sessions or procedures may be requested by the Provost or may be recommended by the CLSC subject to the approval of the Provost.

5.   REPORTS ON THE EVALUATION RESULTS

5.1  UPA will prepare a report consisting of aggregate-level responses to each closed-ended survey question and verbatim responses to all open-ended questions and provide a paper copy of the report to the CLSC.  UPA is responsible for retaining an electronic copy of the final survey data file.

5.2  The Committee shall provide the Provost with a copy of the report(s), along with any observations they wish to make on the survey and responses.  The Office of the Provost will also maintain a copy of the report.

5.3  The Provost will provide the Dean with the report of aggregate-level responses to closed-ended questions and a summary of responses to open-ended questions.  The report will not include verbatim responses to open-ended questions, although as part of the Dean’s personnel file these responses may be requested by the Dean.

5.4  Members of the CLSC shall not disclose information concerning the results of the survey to any persons other than the Provost and authorized staff members of the Provost.

5.5  The Provost may use any other relevant information in reviewing and evaluating college leadership and programs.

6.   REVIEW AND REPORT BY PROVOST

6.1  After the Provost reviews the results of the evaluation with the Dean, the Provost shall report the evaluation results at a meeting of the college faculty and staff.  The meeting of the college faculty and staff should occur as soon as possible, but no later than May 15 of the academic year or by fiscal year end for colleges with predominantly fiscal year appointments.

6.2  These procedures do not preclude a faculty or staff member, Department Head, Assistant/Associate Dean, or other unit employees from individually expressing views with regard to college leadership and programs to the Provost at any time.

6.3  These procedures do not preclude the Provost from consulting with the Chancellor regarding the college leadership at any time.

6.4  Documents generated through this process are confidential personnel records and shall be treated as such as required by North Carolina law.