REVIEW OF ADMINISTRATIVE OFFICERS

at EAST CAROLINA UNIVERSITY

1. Application

This policy shall apply to all code unit administrative and all other senior university administrative positions beginning August 1, 2002. These positions include, but are not limited to, the following:

• vice chancellors
• deans of the professional schools, the College of Arts and Sciences, the Office of Undergraduate Studies, and the Office of Graduate Studies
• directors of Academic Library Services, the Health Sciences Library, Continuing Studies, and the Chief Information Officer
• department chairs in the College of Arts and Sciences and in the professional schools
• and individuals heading other units which report directly to the Chancellor.

Vice chancellors and deans are requested to adopt this policy and procedures for other administrative officers in their unit not covered above such as associate and assistant vice chancellors, associate and assistant deans, and directors of major university offices. Vice chancellors and deans wishing to utilize a different evaluation approach for administrators other than those positions listed above should develop an evaluation protocol by May 1, 2002 for approval by the Chancellor. All protocols should be reviewed and commented on by appropriate supervisors prior to submission to the Chancellor.

2. Review Period*

This review shall occur during March of the fourth year of the administrator’s service and during March of every fourth year thereafter. In the case of code unit administrators, the unit faculty’s vote on the effectiveness of the administrator shall occur during the same semester.

3. Review Authority

This review shall be initiated by the next higher administrator (hereafter called the reviewing officer). The reviewing officer shall appoint three persons to a Review Committee, including one faculty member (or staff member, if appropriate) from the unit of the administrator undergoing review (hereafter called the officer under review), one administrative officer from a different unit, and one other administrative officer or faculty/staff member. The reviewing officer may request that the officer under review suggest potential members of the Review Committee. The Review Committee shall elect a Committee chair.

The reviewing officer shall meet with the Review Committee to advise the committee regarding specific areas for review and persons to consult. The administrator undergoing review may suggest topics or aspects related to his/her record or administrative style for special consideration by the Review Committee.

4. Review Methods

The Review Committee shall examine the following documents:

a. an administrative portfolio prepared by the officer under review that documents his or her performance during the review period;

b. administrator’s and unit annual reports during the review period;

c. unit strategic planning progress reports during the review period

d. annual faculty evaluation survey results during the review period (if such surveys are conducted for the officer under review); and

e. annual personnel evaluations by the supervisor of the officer under review performed during the review period.

The administrative portfolio shall include a reflective statement describing the officer-under-review’s 1) administrative philosophy, strategies, and methodologies; 2) attempted innovations and assessment of their effectiveness; and 3) a statement of objectives for the future of the administrative unit.

In code units, documents a., b. and c. shall also be provided to the voting faculty of the unit before the faculty vote on the effectiveness of the administrator.

The Review Committee shall make a general request for written or oral evaluations of the performance of the officer under review from administrators, faculty, staff, and students. It may also solicit specific feedback from selected individuals. The Committee may gather other information as suggested by the reviewing officer, or at its own discretion, including, if appropriate, reviews by professionals outside the university regarding the performance of the officer under review in representing the officer’s unit externally.

5. Review Reporting

The Review Committee shall present a written report with recommendations to the reviewing officer. The written report shall be forwarded to the officer under review and he or she invited to prepare a response, if desired. In the case of code unit administrators, this shall occur at the same time as the report of the results of the unit faculty’s vote on the administrator’s effectiveness. The reviewing officer shall review this information and report his or her conclusions to the officer under review, the Review Committee and the faculty of the unit. In the case of administrators of code units, the reviewing officer will forward his/her recommendation to the Chancellor.

Approved: William V. Muse, Chancellor Date: 3-18-02

*Please note that Faculty Senate Resolution #03-05, dated January 28, 2003, revised the ECU Faculty Manual, Appendix L., Section F. Quadrennial Unit Administrator Evaluation, therefore forcing a revision to section 2. of this document. (June 24, 2003)