The Departmental Performance Review Committee October 25, 2016 Presented by: Mónica Sánchez-Flores – PRC Coordinator

The Performance Review Evaluation of performance under Article 7 is summative; the results are shared with the Dean Performance reviews are conducted in the following cases: To determine Right of First Refusal for sessional faculty [Article 5.2.5.2] and LTC faculty [Article 7.1.3]—mandatory Review for renewal of tenure-track appointment [5.2.2]— mandatory Faculty member request (e.g. for tenure/promotion)-- voluntary For Dean direct request (when request approved by the PRC after examining the factual evidence)

PRC Membership 7.3 Performance Review Committee In each Department, a Departmental Performance Review Committee (PRC) shall be formed consisting of: a minimum of three elected members; one Faculty Association representative (non-voting); and the department Chair (non-voting) Both genders shall be included wherever possible. At least one member of the committee must be representative of the appointment type (i.e. bipartite or tripartite) of the member(s) being evaluated. If a representative from one of the appointment types is not available, the committee shall choose such a representative from a cognate Department

Electing PRC Members TRUFA advises a formal, secret ballot election by all department faculty be held to choose three normally tenured PRC members Ideally, the PRC members’ terms (3 years is ideal) should be staggered to allow for mentoring and continuity Department Chair normally chairs the PRC, unless the Chair is being evaluated or is in a conflict situation PRC members should be reminded that all discussion and recommendations are to be held in confidence

PRC Procedures Once the PRC committee is formed, the chair must identify departmental faculty for whom an evaluation is mandatory and send them a letter informing them that their performance will be evaluated TRUFA has developed a template letter for this purpose, available in the TRUFA website For all except sessional faculty, the PRC chair will request that each faculty member submit their most recent APAR Both those required to be assessed or doing so voluntarily

PRC Procedures The chair then must establish a schedule for: Classroom visits and assessment by colleagues A member being evaluated may choose any colleague to conduct the assessment, not just members of the PRC Student opinion surveys are now administrated by a third party: Institutional Planning and Analysis (IPA) every course, every semester (see below)

Student Opinion Surveys Now administrated by TRU’s Institutional Planning and Analysis (IPA): During the last 3 weeks of instruction for fall and winter semesters During the last week of instruction of any summer session course Student confidentiality: Reports with fewer than 5 results are not distributed (consistent with the practice of BCStats and the BC Statistics Act)

Student Opinion Surveys Memorandum of Settlement between TRU and TRUFA (July 21st 2015) to establish student evaluations every course, every semester Moodle Course Evaluation process is no longer supported The Centre for Excellence in Learning and Teaching and IPA are not equipped to process the results and produce reports for Moodle evaluations anymore TRUFA recommends that faculty get a colleague or staff member to administer course evaluations for them in this new process

PRC Meetings Once the student survey results and colleague classroom visitation assessments have been submitted to the PRC chair, he/she shall schedule the first committee meeting The meeting cannot take place without the TRUFA observer in attendance PRC chairs should ensure that the TRUFA observer is included in meeting schedule planning

PRC Meetings Assessment of a member’s performance is based on APAR (for tenured/tenure-track/LTC faculty only) Student Opinion Surveys Classroom Visitation Report Any other relevant information provided by the member The PRC assessment and recommendation are guided by Article 6.11.5 guidelines for teaching, service and scholarship (if applicable) Department-determined standards for satisfactory performance in teaching, service and research (if applicable)

PRC Meetings The PRC should give consideration to the following: (a) Individual consideration of each Member’s case (b) Comparative consideration of the assessment of all Members in the Department(s) or discipline area (c) The Member’s assigned workload in the Department/Discipline (d) The appropriateness of the facilities and resources available for the Member’s teaching and scholarship; and (e) Normally increasing expectations of performance as a Member progresses from rank to rank

PRC Meetings The member being evaluated is given the opportunity to meet with the PRC before the review is completed The member has the choice to accept the invitation or not Invitation to clarify or supplement information if the member under evaluation thinks that it is needed This invitation is to be made no matter if the PRC thinks that the evaluations will be satisfactory or not

PRC Recommendations The PRC, after the review is completed, shall recommend to the Dean one of the following: The Member’s performance has met the required standard or The Member’s performance has not met the required standard The PRC writes a Review Report to the Dean with its recommendation using a standard template provided by TRUFA (see website) Copy the TRUFA observer The PRC report is sent to the Member, but only after all semester grades have been submitted

PRC Meetings for Sessionals Right of first refusal (ROFR) is the right to “substantially the same Sessional work, as determined by the department,” when it “is available in the subsequent academic year” Probationary ROFR: Is automatically granted for one academic year, after having taught the course for the first time Full ROFR is granted: Upon completion of a successful PR evaluation as per article 7.1.3, (iv) PRC is formed for evaluation of sessional faculty members after the initial Sessional appointment to establish right of first refusal (ROFR), as per article 5.2.5.2 Automatically (no need to put a PRC together) after having taught in two work terms (semesters or summer sessions) without a PRC being conducted, as per article 5.2.5.2

Chair & Dean Identify Members Needing PRC Dept. Elects PRC Chair & Dean Identify Members Needing PRC (during first two weeks of semester) Notice of PR Sent to Member (no later than third week of semester) PRC Schedules Peer Class Visitation (mid semester; i.e., week 8 - 10) Chair Contacts PRC & TRUFA Rep to Schedule PR Meeting PRC Invites Member to Meet with Committee PRC Meets, Completes PR, Sends Review Report to Dean/Director with Recommendations

Questions? If you have questions or need clarification on issues related to Performance Reviews, please contact Mónica Sánchez-Flores, TRUFA PRC Coordinator or Lloyd Bennett, TRUFA Vice-President, Salary & Working Conditions