Evaluation Process
Steps for processing evaluations:
- Faculty identify team members responsible for student evaluations (week 5-8)
- Faculty use evaluation submission guidelines (week 9-Eval week)
- Program secretaries receive & review evaluations
- Registration & Records posts credit
- Student submits self-evaluation to Registration & Records
Want these steps in hardcopy?
Faculty Evaluation Process Guidelines (PDF)
1. Faculty identify team members responsible for student evaluations (week 5-8)
No later than Week 8 of the quarter the program coordinator of team-taught programs will need to complete a program list that they receive from Registration and Records to identify which faculty member will be writing each student's evaluation. Faculty will submit the list directly to Registration & Records or to the program coordinator's Program Secretary.
2. Faculty use evaluation submission guidelines (week 9-Eval week)
In order to effectively facilitate the new evaluation process, the Evaluation Process Review Committee developed guidelines for how faculty should format evaluations before submitting them to the Program Secretaries.
Following this format will help Program Secretaries process evaluations. For instance, Program and Course Descriptions should be included in your evaluation and the Individual and Internship Learning Contracts and Field Supervisor letters will no longer be attached to evaluations. Refer to: Faculty Evaluation Submission Guidelines
a) Continuing Faculty must, within two weeks of the end of the evaluation week in which an action is needed, submit one of the following for every student to their Program Secretaries:
- a final and completed written evaluation of student achievement and appropriate program description for the student,
- a report of No Credit,
- a report of an Incomplete due to unfinished student work (see Section 7.625 of the Faculty Handbook)
b) Adjunct Faculty teaching courses must submit completed evaluations to the Program Secretaries as early as possible, and no later than Friday of evaluation week.
c) Visiting Faculty teaching in programs must submit completed evaluations to the Program Secretaries no later than the Friday of evaluation week in their last teaching quarter.
3. Program secretaries receive & review evaluations
Program Secretaries will log evaluations, Incompletes and No Credits as they come in and prepare them using the automated Evaluation Processing System.
They will proceed to review evaluations based on the review criteria (to be approved by Faculty Fall Quarter 2005) then evaluations will be sent electronically directly to Registration & Records. Faculty will receive copies of their evaluations of students as soon as Program Secretaries process them.
Faculty will have the opportunity to review, edit and correct the 'faculty copy' of the evaluation and contact his or her Program Secretaries within five working days of receiving the copy. If a transcript has already gone out, the only changes that will be accepted are those that change the content language or equivalencies to the students' evaluations. This is due to the fact that Registration and Records will need to retrieve the transcript from its recipient(s).
4. Registration & Records posts credit
Registration and Records will post credit and mail the student's copy of the evaluation to the student.
5. Student turns in self-evaluation to Registration & Records
Program Secretaries will no longer collect student self-evaluations. Students will be responsible for submitting their self-evaluations to Registration and Records. Students should submit two signed self-evaluations to Registration and Records. Faculty may take the risk of collecting them and turning them in to Registration; however, students will still be ultimately responsible for making sure their self-evaluation has been submitted.
Although Faculty Handbook policy (section 7.624 - Student Self-Evaluations) states that all students must write a self-evaluation, each faculty or teaching team will decide if it is required for transcript.
Faculty requiring the student self-evaluation for transcript should notify their Program Secretary of the requirement as early in the quarter as possible. Faculty will submit his or her evaluation of the student to the Secretary at the end of the quarter or when the student leaves the program. The Program Secretary will put a hold on the student's record and process the evaluation of the student.
Registration and Records will see that the record is on hold, check to see if the student has turned in the self-evaluation, and post the credit. If the student self-evaluation has not been received by Registration and Records, they will immediately give official notification to the affected student that his or her self-evaluation is missing, and no requests for transcripts will be fulfilled until the student submits the self-evaluation to Registration and Records.
A copy of the student self-evaluation will be sent to the faculty when it is posted to the transcript.