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Review of College Deans

REG 05.50.2

Performance Management Review

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Authority: Provost and Executive Vice Chancellor

History: First Issued: October 20, 1986. Last Revised: January 10, 2006. Additional History Information.

Additional References:  N.C.G.S§126, Article 7, The Privacy of State Employee Personnel Records.

Contact Info: Senior Vice Provost for Academic Affairs (919-515-9770)

1.1.   The Provost and Executive Vice Chancellor (hereafter referred to as Provost) 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 the initial appointment of the dean or the date of the last review. 

1.3.   This regulation does not pertain to the Dean of the Graduate School or the Dean of Undergraduate Academic Programs.

2.   Notification to the Dean and Systematic Solicitation of College Faculty and Staff Views.

2.1.   The Provost will initiate within two weeks of the fall semester the review by notifying the dean and appointing an ad hoc College Leadership Survey Committee of no fewer than five members of the college faculty.  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. 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 College Leadership Survey Committee develops an evaluation instrument designed to elicit faculty (regular and special faculty) and staff (SPA, non-faculty EPA Professionals and post-docs) views and recommendations pertinent to college leadership. The College Leadership Survey Committee shall forward the evaluation instrument to the Provost and may recommend additional groups, e.g., students and external clientele, 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 review the proposed evaluation instrument and to suggest changes prior to finalizing and forwarding the evaluation instrument to the College Leadership Survey Committee to administer.

2.4.      Prior to the administration of the evaluation instrument, the dean under review should present to the faculty a summary report of the last five years of the dean's administration.

3.   Administration and Tabulation of Evaluation Instrument. 

3.1.   Upon receipt of the finalized evaluation instrument from the Provost, the College Leadership Survey Committee shall administer with anonymity the instrument to all members of the college faculty (determined by the Official Roster of the Voting Faculty except emeritus faculty), staff, and other designated groups as appropriate.  The dean, associate and assistant deans, other comparable college administrators, department heads and assistants to the dean who hold concurrent faculty status are not to be included.  They will be given the opportunity for written input directly to the Provost.

3.2.   The Survey Committee may request that faculty members code their responses to the questionnaire so as to identify either their departments/units or their academic ranks and tenure status, but not both.

3.3.   The responses shall be returned unsigned to the College Leadership Survey Committee through the Faculty Senate Office using a system to verify validity of the evaluator but also maintaining anonymity.  The double envelope method is suggested wherein the evaluator signs the outer envelope so the Faculty Senate office can verify validity and record receipt, and then separate the inner envelope holding the completed instrument so it may be opened separately and thus anonymously. The reviewing college may choose to administer the review electronically, provided that secure anonymity be maintained.

3.4. The committee shall tabulate the responses by question and shall provide the Provost with the tabulation, the original and only copy of the comments which are submitted, and the observations which the committee wishes to make on the survey and the responses. The summaries shall be arranged in such a format that the anonymity of the respondents shall not be compromised.

3.5.   Members of the College Leadership Survey Committee shall not disclose information concerning the results of the survey to any persons other than the Provost and authorized staff members of the Provost.

4.   College Overview Presentation and Sessions with Specified Groups.

4.1.   The Provost shall schedule a series of sessions with faculty, administration and staff to be conducted, during which the Chancellor, Provost, Vice Chancellor for Research and Graduate Studies and Vice Chancellor for Extension, Engagement and Economic Development will be present.

4.2.   The first session shall provide for a brief overview of college programs and goals. College faculty, staff, and students may join with the Chancellor, Provost, Vice Chancellor for Research and Graduate Studies and Vice Chancellor for Extension, Engagement and Economic Development in raising questions and expressing opinions.

4.3.   The second session shall provide an opportunity for the Chancellor, Provost, Vice Chancellor for Research and Graduate Studies and Vice Chancellor for Extension, Engagement and Economic Development 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, Provost, Vice Chancellor for Research and Graduate Studies and Vice Chancellor for Extension, Engagement and Economic Development 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, Provost, Vice Chancellor for Research and Graduate Studies and Vice Chancellor for Extension, Engagement and Economic Development 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. These administrators will also be provided an opportunity to present written or oral comments to the Provost.

4.6.   Additional sessions or procedures may be requested by the Provost or may be recommended by the College Leadership Survey Committee subject to the approval of the Provost.

4.7.   The Chair of the Faculty and any University administrators designated by the Chancellor or the Provost may be invited to attend the first session (previously described in 4.2).

5.   Use of Additional Information.

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

6.   Review and Report by Provost

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.

7.   These procedures do not preclude a faculty member, department head, assistant/associate dean, etc. from individually expressing views with regard to college leadership and programs to the Provost at any mutually agreeable time.

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

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