Authority: Provost and Executive Vice Chancellor
History: First Issued: August 1, 2006. Last Revised: November 7, 2012.
NCSU REG05.50.02 – Review of College Deans
N.C.G.S§126, Article 7 – The Privacy of State Employee Personnel Records
Standard Operating Procedure for Review of Deans/Vice Provosts
Contact Info: Vice Provost for Faculty Affairs (919-513-7741)
1.1 The Provost and Executive Vice Chancellor is responsible for reviewing the administrative performance of the Vice Chancellor and Dean of Academic and Student Affairs, Dean of the Graduate School, and the Vice Provosts (includes Senior Vice Provosts).
1.2 Comprehensive reviews are conducted pursuant to this regulation to assess unit leadership and programs. They are held at intervals of not more than five years from the date of initial appointment 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.
2. NOTIFICATION TO THE DEAN/VICE PROVOST AND SYSTEMATIC SOLICITATION OF FACULTY, ADMINISTRATOR AND STAFF VIEWS
2.1 Early in the fall semester, the Provost will initiate the review by notifying the Dean/Vice Provost and announcing the review to unit staff and the Vice Chancellors, Deans, Vice Provosts, Department Heads and the Chair of the Faculty.
2.2 In consultation with the Chair of the Faculty, the Provost will develop an evaluation instrument designed to elicit views and recommendations pertinent to unit leadership and programs from unit direct reports (including SHRA staff and EHRA Professionals) as well as faculty, academic administrators of other units, and other internal or external constituencies as deemed appropriate 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/Vice Provost and the Chair of the Faculty an opportunity to suggest names of groups or individuals to include in the survey and to review and propose changes to the evaluation instrument.
3. ADMINISTRATION OF EVALUATION INSTRUMENT
3.1 The Provost will send the finalized evaluation instrument to the Office of Institutional Research and Planning (OIRP). The instrument will be programmed and administered online by OIRP to all members of the identified groups of faculty, staff, and others as determined appropriate by the Provost. The Provost will notify participants that the online survey is available (See Section 4.1).
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 Survey results will be anonymous; it will not be possible to identify any given individual from survey records or reports that can or will be shared with others.
3.4 Participation in the survey is voluntary.
3.5 OIRP will make paper copy surveys available on request. All completed paper copy surveys shall be returned unsigned to OIRP using a system that verifies the validity of the evaluator but maintains anonymity. OIRP will add all responses from paper surveys into the electronic data base from the online survey, and then destroy the paper surveys.
4. UNIT OVERVIEW PRESENTATION AND SESSIONS WITH SPECIFIED GROUPS
4.1 The Provost shall request the administrator under review to prepare a brief overview of unit goals and accomplishments during the period under review. The overview will be presented at an initial session scheduled by the Provost, which is open to all members of the university community.
4.2 Following the initial session, the Provost shall schedule follow-up sessions to allow for an informal discussion of unit leadership and programs. The sessions will not include the administrator under review, and attendees will be limited as follows:
4.2.1 A session with unit staff.
4.2.2 A session with direct reports and other unit administrators deemed appropriate by the Provost.
4.3 Individuals from these groups will also be provided an opportunity to present written or oral comments to the Provost.
4.4 Additional sessions or procedures may be requested by the Provost or recommended by the Chair of the Faculty.
5. REPORTS ON THE EVALUATION RESULTS
5.1 OIRP 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 Provost. OIRP is responsible for retaining an electronic copy of the final survey data file. The Office of the Provost will also maintain a copy of the report.
5.2 The Provost will provide the administrator under review 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 or Vice Provost’s personnel file these responses may be requested by the administrator being reviewed.
5.3 The Provost may use any other relevant information in reviewing and evaluating the positions and programs covered by this regulation.
6. REVIEW AND REPORT BY PROVOST
6.1 The Provost shall evaluate the performance of the Dean/Vice Provost, taking into consideration the information obtained from the sessions with specified groups, the surveys conducted, and any other relevant information possessed by the Provost. After sharing the results of the evaluation with the Dean/Vice Provost under review, the Provost shall report the evaluation results at a meeting of the unit staff during the spring semester of the academic year during which the review takes place. Members of the Faculty Senate will also be invited to attend this session.
6.2 These procedures do not preclude a faculty member, unit administrator or staff member from individually expressing views with regard to unit 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 unit 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.