1. Using Activity Insight to Standardize the Annual Adjunct Faculty Evaluation Process Vicky Fennell AI Administrator & Faculty Records Analyst Kaplan University October 2014

2. 2 Overview Why did we need a new annual process for adjunct faculty evaluation? What is the new process and how was it developed? What does the ongoing use of the evaluation and follow up look like?

3. 3 Why Did We Need a New Process? At KU, faculty performance is evaluated based on the five criteria found in the Faculty Handbook: -Substantive Expertise -Preparation -Presentation -Classroom Management -Cultural/Environmental Contribution Even though all faculty are evaluated on the above criteria, the frequency, and format for doing so has differed from school to school -Emails -SharePoint -Word documents -Some bi-annually, some annually, some never, etc.

4. 4 Building the New Process To meet HLC requirements, the Vice Provost of Kaplan University made the decision to standardize the process for completing annual reviews for adjunct faculty. Pre-change steps: 1.Create a new annual review form that would be used across ALL schools within KU -Our Vice Provost worked with several Deans and Chairs to create the form that made sense but was also aligned with the faculty handbook 2.Get buy-in and approval from all Deans and Assistant Deans 3.Review form with HR and the University Provost 4.Build the form in Activity Insight along with any reporting to go along with the process 5.Communicate the new process to all Deans, Chairs, and Faculty and provide training on the new form

5. 5 What Is the New Process? The Annual Adjunct Evaluation form was built right into Activity Insight, helping it to increasingly become the one-stop shop for faculty members’ professional information.

6. 6 The New Evaluation Form

7. 7 A Sample Email to Faculty Dear Barbara, As you may recall, at Kaplan University we complete a formal, holistic evaluation of each faculty member’s performance each year. I have had the opportunity to review your classes and contributions in the past year, and look forward to sharing that feedback with you. To access the evaluation, go to KU Campus > Quick Links > Activity Insight > Manage Your Activities > Teaching > Annual Adjunct Faculty Evaluation. I would like to set up a time to give you a call so we can discuss your many strengths as well as areas for further concentration. I also want to hear more about your professional goals and discuss ways in which I can support you in reaching them. I am available during the following time slots next week. Please let me know a couple times that would work for you: Monday 1 – 4 pm ET, Wednesday 5 – 8 pm ET, Friday 9 – 11 am ET. Best regards, and I look forward to our discussion, Sally

8. 8 Associated Reports 1. Anniversary Report Pulls all faculty with a hire date within the month the Chair pulls the report in order to determine which of their faculty need to be evaluated that month 2. Evaluation Verification Report Pulls list of faculty and shows the date their evaluation was entered. If no date is listed, there is no evaluation entered. Two reports were built to aid this new evaluation process:

9. 9 Ongoing Use, Feedback, and Improvement New process for adjunct faculty annual evaluations was rolled out in March of this year Going smoothly ever since! Currently in the process of surveying Chairs for feedback We are also VERY excited about the new workflow function in AI which will make this entire process even better!

10. 10 Appendix A: The Evaluation Form

11. 11 Appendix A: The Evaluation Form (Cont.) When the evaluation is complete, average the ratings in the 5 areas and round to the closest half point:

12. 12 Appendix A: The Evaluation Form (Cont.)

13. 13 Appendix A: The Evaluation Form (Cont.)

14. 14 Appendix A: The Evaluation Form (Cont.)

15. 15 Appendix A: The Evaluation Form (Cont.)

16. 16 Appendix A: The Evaluation Form (Cont.)

17. 17 Appendix A: The Evaluation Form (Cont.)