Administrative Evaluation of Program/Department

Coordinators Process and Forms

Office of Academic Affairs Napa Valley College

May 2018

Administrative Evaluation: Department/Program Coordinator

Table of Contents

Process Overview 1

Forms

Part 1 – Self-Evaluation 3

Part 2 – Peer Evaluation 5

Part 3 – Administrative Evaluation 7

Appendix: Professional Responsibilities/Job Description 9

Administrative Evaluation of Department/Program Coordinators

Process Overview and Timeline

Evaluation Process

Under the direction of the Office of Academic Affairs, the Supervising Administrator will conduct an

evaluation of faculty serving as Department/Program Coordinators according to the timeline established

through mutual agreement with the Academic Senate.

Program Coordinator evaluations include a self-evaluation, a peer evaluation by faculty in the

program/department, and administrative evaluation by the supervising administrator. The work of the

self, peer and administrative evaluation focuses on the administrative performance of the program

coordinator relative to contractual obligations, professional responsibilities, and the position

announcement. To establish consistency with the evaluation process for administrative staff, the

evaluation will be done once every three years during the second year of the program coordinator’s

term.

Evaluation Outcome

At the conclusion of the administrative evaluation process, the Supervising Administrator will assign

performance ratings (Not Applicable, Meets or Exceeds; Needs Improvement, or Does not Meet) and

provide feedback for the primary areas of faculty responsibility covered by the administrative evaluation

process. When the Supervising Administrator has completed all components of the evaluation as listed

above, he or she will meet with the evaluatee to review the completed evaluation packet, including the

summary evaluation and recommendation on continuation of term or improvements as deemed by the

full evaluation results. The evaluatee and supervising administrator will sign the final evaluation

document indicating that the review process is completed. The final, signed administrative evaluation

packet will be maintained in the Office of Academic Affairs. The evaluation summary will be forwarded

to Human Resources for inclusion in the evaluatees personnel file, subject to the provisions for inclusion

of materials in personnel files set forth in the collective bargaining agreement.

If the overall performance ratings are anything other than “Meets or Exceeds” or if the evaluation

includes observation of a pattern of deficiency, the Supervising Administrator will schedule a separate

meeting with the faculty member to review the evaluation materials and discuss the area(s) for

improvement. The faculty member may include a representative at this or any meeting related to the

administrative evaluation. If the issue(s) are resolved at this meeting, no action is taken. If not, a work

plan will be developed to address the area(s) of concern or deficiency. In all cases, the discipline article

of the contract and applicable Education Code provisions will be followed.

Note

Nothing in these guidelines shall be construed to limit in any way the District’s right to investigate

allegations against unit members when authorized or required by law or to initiate discipline procedures

as authorized by applicable provisions of Education Code. Further, nothing in this process shall be

construed to limit in any way the rights of the District to conduct an evaluation process independent

from the scheduled Department/Program Coordinator process.

March 2019

Program Coordinator Self-Evaluation

Office of Academic Affairs

Program Coordinator Self-Evaluation April 2018

I. Evaluation Information

Evaluatee Position

Evaluated by Semester/Year

II. DirectionsReview the following items as outlined in the Department/Program Coordinator job description (attached).

Rate the performance of the evaluatee in meeting these responsibilities by checking the applicable box: Not applicable, Meets or exceeds expectations, Needs improvement, or Does not meet requirement.

Additional information may be provided in the Comments box below.

Core Duties Not

applicable

Meets or exceeds

expectations

Needs improvement

Does not meet

requirement

Consults and participates in schedule building for the area, including section offerings and staffing

Meets with area faculty as necessary

Addresses and processes student complaints; refers matters to supervising administrator as appropriate

Assists with fiscal and human resources requirements (budgeting, timecards, employee requisitions, etc.)

Coordinates program review for the area

Attends to applicable safety issues

Coordinates activities and outreach with other departments/services on and off campus

Coordinates procurement of teaching resources for the program

Advises students on program, degree, or certificate requirements

Oversees Student Learning Outcomes assessment

Coordinates development of web and printed material pertaining to area of discipline

Maintains adequate adjunct faculty pools and coordinates hiring process for adjunct faculty

Facilitates evaluation of adjunct faculty

Reviews faculty syllabi to ensure consistency with Course Outline of Record

Coordinates curriculum development and articulation as appropriate

Program Coordinator Self-Evaluation

Office of Academic Affairs

Program Coordinator Self-Evaluation April 2018

III. Comments/Other Information

Program Coordinator Peer Evaluation

Office of Academic Affairs

Program Coordinator Peer Evaluation April 2018

I. Evaluation Information

Evaluatee Position

Evaluated by Semester/Year

II. DirectionsReview the following items as outlined in the Department/Program Coordinator job description (attached).

Rate the performance of the evaluatee in meeting these responsibilities by checking the applicable box: Not applicable, Meets or exceeds expectations, Needs improvement, or Does not meet requirement.

Additional information may be provided in the Comments box below.

Core Duties Not

applicable

Meets or exceeds

expectations

Needs improvement

Does not meet

requirement

Consults and participates in schedule building for the area, including section offerings and staffing

Meets with area faculty as necessary

Addresses and processes student complaints; refers matters to supervising administrator as appropriate

Assists with fiscal and human resources requirements (budgeting, timecards, employee requisitions, etc.)

Coordinates program review for the area

Attends to applicable safety issues

Coordinates activities and outreach with other departments/services on and off campus

Coordinates procurement of teaching resources for the program

Advises students on program, degree, or certificate requirements

Oversees Student Learning Outcomes assessment

Coordinates development of web and printed material pertaining to area of discipline

Maintains adequate adjunct faculty pools and coordinates hiring process for adjunct faculty

Facilitates evaluation of adjunct faculty

Reviews faculty syllabi to ensure consistency with Course Outline of Record

Coordinates curriculum development and articulation as appropriate

Program Coordinator Peer Evaluation

Office of Academic Affairs

Program Coordinator Peer Evaluation April 2018

III. Comments/Other Information

Program Coordinator  Administrative Evaluation Office of Academic Affairs      

Program Coordinator Administrative Evaluation  April 2018 

I. Evaluation Information

Evaluatee  Position 

Evaluated by  Semester/Year 

II. DirectionsReview the following items as outlined in the Department/Program Coordinator job description (attached).

Rate the performance of the evaluatee in meeting these responsibilities by checking the applicable box: Not applicable, Meets or exceeds expectations, Needs improvement, or Does not meet requirement.  

Additional information may be provided in the Comments box below.    

Core Duties Not 

applicable 

Meets or exceeds 

expectations 

Needs improvement 

Does not meet 

requirement 

Consults and participates in schedule building for the area, including section offerings and staffing 

Meets with area faculty as necessary 

Addresses and processes student complaints; refers matters to supervising administrator as appropriate 

Assists with fiscal and human resources requirements (budgeting, timecards, employee requisitions, etc.) 

Coordinates program review for the area 

Attends to applicable safety issues 

Coordinates activities and outreach with other departments/services on and off campus 

Coordinates procurement of teaching resources for the program 

Advises students on program, degree, or certificate requirements 

Oversees Student Learning Outcomes assessment 

Coordinates development of web and printed material pertaining to area of discipline 

Maintains adequate adjunct faculty pools and coordinates hiring process for adjunct faculty 

Facilitates evaluation of adjunct faculty 

Reviews faculty syllabi to ensure consistency with Course Outline of Record 

Coordinates curriculum development and articulation as appropriate 

Program Coordinator  Administrative Evaluation Office of Academic Affairs      

Program Coordinator Administrative Evaluation  April 2018 

III. Performance of Department/Program Specific Duties

IV. Summary of Peer Evaluations

V. Commendations

VI. Recommendations

VII. Signatures   Print name and sign

Evaluatee  Date 

Evaluator  Date 

VP, Academic Affairs  Date 

Position: Department/ProgramCoordinatorReportsto: SupervisingAdministratorCompensation: BasedonCoordinatorCompensationMatrixCoreDuties:

• Consultinthedevelopmentofschedulesfornon-facultyemployeesandinternsandvolunteers,asappropriateforarea.

• Convenemeetingswithfaculty,asnecessary• Assistwithprocessingstudents’concernsandcomplaints;refermattertosupervising

administrator,asappropriate.• Assistadministratorwithfiscalandhumanresourcesrequirements(purchases,

inventoryprocurement,budgeting,timecards,employeerequisitions,etc.)• Coordinateprogramreview(PEP)andotherprogramdevelopment,including

completionofannualplanningandbudgetdocumentsandreviewandupdateofpoliciesandproceduresforrespectivearea.

• Maycontributetograntwritingdevelopment,implementation,andreporting.• Attendtoapplicablesafetyissues,includingthedevelopmentofprogram-specific

policiesandprocedures.• Coordinateactivitiesandoutreachwithotherdepartments/servicesoncampusand

externalagencies• Coordinateprocurementofteachingresourcesforeachprogram,includingbutnot

limitedtoinstructionalsupplies,equipment,trainingdevices,roomandspaceneeds,studentresources,handouts,etc.;monitorlaboratoryoperations,includingmaintenanceandrepairofequipmentandfacility.

• Inconsultationwithcounselors,advisestudentsonpre-andco-requisitesfortheprogramanddegreeandcertificaterequirements.

• OverseeSLOassessment;ensureregulardiscussionsofassessmentresultsandcontinuousqualityimprovement.

• Coordinatedevelopmentofwebcontentandrelevantcatalogandscheduletoensureaccuracy.

• Developcourse,section,andfacultyschedulesandmakerecommendationstosupervisingadministrator

• Maintainadequatepart-timefacultypoolsandcoordinatehiringprocessforpart-timefaculty.

• Facilitatetheevaluationofpart-timefaculty• Orientandmentorfaculty,includingreviewofsyllabitoensurethattheyare

consistentwiththecourseoutlinesofrecord.• Coordinatecurriculumdevelopment,includingarticulationwithappropriate

institutions.

Additionalduties.Notapplicabletoallcoordinatorpositions.

• Assistinstudentplacement,auditions,and/orinterviews,etc.,forprogramentrance;providesupporttostudentsexitingprograms,includingpreparationforemploymentinterviewsandrelevantindustryexaminations.

• Coordinateinternships,externships,clinicalexperiences,studentplacementwithoutsideagencies.

• Responsibleforstatutoryand/orlocallyrequiredreportsandactsasaliaisonwithreportingagencies.

• Coordinatereview,piloting,andapprovalofnewtextbooks.• Coordinateinstitutionallymandated/initiatedprogramsforretentionandstudent

success.• Coordinatereviewofprerequisitechallenges.• Performdutiesrelatedtostudentrecruitmentandselection,includingorientation

sessions,programentrytesting,andcreationandmaintenanceofinformationalbrochures,andapplications.

• Overseeanon-goingprocessofobtainingandmanagingstudentrecordsandrequireddocuments.

• Develop,coordinate,andmonitorclinical,practicum,andfieldworkforstudents.• Directandmanagegalleryoperations,includingstudentandfacultyexhibitions.

November15,2016