Coach/Non-Instructional Athletic Trainer (NIAT)Evaluation Workshop

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Evaluation Procedure

There is only one evaluation procedure leading to recommendations regarding promotion and renewal of full-time members in accordance with procedures developed by the Senate and approved by the President.

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The Evaluation Process Coaches and non-instructional athletic

trainers are evaluated:For Promotion following the University

promotion scheduleFor Renewal

Non-instructional athletic trainers follow 1st year renewal schedule

Coaches shall be evaluated prior to the end of their contract and follow the agreed upon calendar.

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Renewal and Promotion

Coaches evaluated for Promotion shall also be evaluated for renewal at the same time if the renewal is due in the same year, unless the member requests a separate renewal evaluation in accordance with Table 2.

Such requests shall be made no later than Oct. 20 of the renewal year.

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Routing for Renewal

DEC AD President

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Routing for Promotion

DEC AD P&T Provost

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The Role and Responsibilities of the DEC

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What is the DEC? The elected Athletic Dept

DEC (ADDEC) conducts evaluations (renewals and promotions) of coaching/NIAT members. (6.7)

Only tenured members or those who have completed three years or more of continuous service and have had their contract renewed at least once may serve on the DEC (6.7).

Request in writing for a “hardship” DEC goes to the University President and Provost before June 15th . HR will provide the Athletic Department with the membership of the hardship DEC no later than September 7 (see Faculty Senate P&T document).

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DEC Ethics

In no case shall persons under consideration for promotion serve on the DEC during any deliberations on promotion. (6.7)

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How Does the DEC Know Who to Evaluate?

Human Resources provides spreadsheets to assist the DECs in determining eligibility for renewal, promotion, as well as professional assessments for tenured faculty. Human Resources or AAUP can assist DECs with interpreting the spreadsheets.

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The Written Evaluation (4.11.10) After deliberations, the

DEC must make a written evaluation and recommendation with supporting reasons based upon the evaluation criteria.

Each recommendation must be signed by all members of the DEC.

If a DEC member elects to write a minority report, it must be appended to the DEC’s report.

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The Written Evaluation cont.

Recommendations shall include a summary using one of the following phrases: “Do Not Recommend”“Recommend with Some Reservation”“Recommend”“Strongly Recommend”“Very Strongly Recommend”

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Evaluations should be candidly and clearly written. They should

include: Specific examples illustrating the quality

of performance Constructive, specific suggestions for

improvement where needed Practical guidance for how to address any

concerns identified by the DEC

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Important Points Be honest. A negative recommendation should

not come as a surprise to the candidate.

Follow the contractual procedures, the timetable, and your Departmental Bylaws.

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CAUTION!

No document shall be placed in an evaluation or assessment file without the knowledge of the faculty member being reviewed.

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Transmittal to Member

A copy of the DEC Evaluation and recommendation, with supporting reasons, must be given to the member 4 days prior to transmitting to the Athletic Director

A member shall have 4 days to append comment to the evaluation.

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Transmittal to the Athletic Director Evaluation/Renewal (untenured coaches)

In accordance with the agreed upon dates, the DEC must transmit its written evaluation and recommendations with supporting reasons to the Athletic Director, together with all materials submitted to and considered by the DEC.

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Transmittal to the Athletic Director

Renewal Evaluation (non-instructional athletic trainers)

In accordance with dates in the Faculty Senate Renewal Document for 1st year renewals, the DEC must transmit its written evaluation and recommendations with supporting reasons to the Athletic Director, together with all materials submitted to and considered by the DEC.

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Transmittal to the Athletic Director

Promotion: In accordance with dates in the Faculty

Senate Promotion and Tenure Document, the DEC must transmit its written evaluation and recommendations with supporting reasons to the Athletic Director, together with all materials submitted to and considered by the DEC.

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Good Faith and Reasonable Care in what you communicate to the candidate

Stay away from rumor, hearsay, and innuendo

Gratuitous, subjective evaluations of character or personality (as opposed to the contractual evaluation standards) have no place in the process

DEC members should only communicate their findings to people who have an interest in the matter

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The Role of the Athletic Director( Renewals and Promotions)

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The Athletic Director shall write a recommendation after reviewing the candidate’s file and DEC recommendation.

The Athletic Director’s evaluation and recommendation shall be sent to the member 4 days prior to transmitting to the University-wide Promotion & Tenure Committee.

A member shall have 4 days to append comment to the evaluation.

The Athletic Director shall transmit his/her evaluation, recommendation and candidate’s file to the University –wide P&T Committee on or before date specified in the Faculty Senate Document.

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Promotion

Renewal (non-instructional trainers) The Athletic Director shall write a recommendation after

reviewing the candidate’s file and DEC recommendation.

A copy of the Athletic Director’s evaluation and recommendation shall be sent to the member 4 days prior to transmitting to the University President.

A member shall have 4 days to append comment to the evaluation.

The Athletic Director shall transmit his/her evaluation, recommendation and candidate’s file to the University President on or before date specified in the Faculty Senate Document for 1st year renewals.

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Renewal Evaluations (untenured coaches)

The Athletic Director shall write a recommendation after reviewing the candidate’s file and DEC recommendation.

A copy of the Athletic Director’s evaluation and recommendation shall be sent to the member 4 days prior to transmitting to the University President.

A member shall have 4 days to append comment to the evaluation.

The Athletic Director shall transmit his/her evaluation, recommendation and candidate’s file to the President In accordance with the agreed upon schedule.

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The Role of the Promotion & Tenure Committee (Promotions Only)

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University-wide Promotion & Tenure Committee

Each promotion candidate will receive a letter from the Provost’s Office informing them of the opportunity to appear before the University-wide P&T Committee. This is your opportunity to “sell” yourself and present any updates.

By March 5, the University-wide P&T Committee will submit their recommendations to the Provost, simultaneously informing the candidate. 26

The Role of the President(Renewals Only)

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President

For renewals, the President takes required action and informs the member and copies the DEC and the member’s personnel file on the agreed upon date.

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The Member and Renewal

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The Renewal Process

Athletic Coaches on defined term appointments shall receive a written evaluation of performance and renewal recommendation prior to the end of their contract by the ADEC at the conclusion of their NCAA season following the schedule in Table 2. (6.7.1) (use Coach Renewal Evaluation Chart for guidance)

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Non-instructional Athletic Trainers shall follow the schedule for 1st year renewals in Table 1 (4.11).

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The Member and Promotion

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Evaluation For Promotion (4.11.3) By date specified in the Faculty Senate

Promotion and Tenure document, the DEC must notify full-time coaches and NIATs who meet the standards for promotion in Article 6.3 that they are eligible.

Candidates wishing to be considered for promotion must notify the DEC Chair and the Department Chair, in writing, (e-mail acceptable) by date specified in the Faculty Senate P&T Document.

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Notice of Withdrawal

A candidate may withdraw after the promotion process starts.

A withdrawal waives all claims for promotion during that year.

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Eligibility for Promotion

Coach and Athletic Trainer: Coach A –For coaches, earned bachelor’s degree

and less than two (2) years of appropriate professional level experience.

Coach I –Earned master’s degree for athletic trainer, master’s degree preferred for coaches, and two (2) years of appropriate professional level experience.

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Eligibility contd. Coach II –Earned master’s degree for athletic

trainer, master’s degree preferred for coaches, and three (3) years of appropriate professional level experience.

Coach III –Earned master’s degree for athletic trainer, master’s degree preferred for coaches, and five (5) years of appropriate professional level experience.

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Eligibility contd. Coach IV –Earned master’s degree for athletic

trainer, master’s degree preferred for coaches, and eight (8) years of appropriate professional level experience.

Comparable Standards - A candidate who does not meet the above standards may also be appointed or promoted to a rank listed above, provided the candidate has credentials and/or experience substantially comparable to the listed standards.

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By the appropriate date specified in the Faculty Senate P&T Document, the DEC

Chair must give written notice to each full-time member to be evaluated, providing the

member with (4.11.5): The fact and purpose of the evaluation, The opportunity to submit material, (for

advice on putting your portfolio together please see AAUP guidebook for coaches or non-instructional athletic trainers).

The opportunity to appear personally before the DEC, prior to their recommendation.

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Preparing a file for promotion

Primary files shall not exceed one 3-inch loose leaf binder. Supplemental information may be placed in a second binder.

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What Candidates must include Candidate information sheet All letters of appointment Evaluation letters from previous steps CV Personal statement (if desired) Job description Evidence related to categories of evaluation Student opinion surveys if available Dates of activities.

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What Must the DEC Consider? (4.11.7)

The DEC must consider all materials supplied by the candidate, and may solicit additional information pertinent to the categories of evaluation, however, the information must be in writing and they must supply the candidate with a copy of the materials they receive.

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EVALUATION CRITERIA AND CATEGORIES FOR FULL-TIME

COACHES (6.8) AND NON-INSTRUCTIONAL ATHLETIC

TRAINERS (6.9)

Quality is the Key

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Has the Department defined “Quality” in the evaluation categories?

The DEC must understand and apply the criteria in the contract.

The DEC must have a collective understanding of what constitutes evidence of quality in each category.

The DEC members should consider the job description and the categories for evaluation.

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“The criterion for evaluation shall be the quality of service, in the following categories”

Categories of EvaluationCoaches

Administration and conduct of assigned sportAdherence to policies & rulesFund raisingBudget managementProgram organization &

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Relationship with student athletesRecruitmentGraduation ratesTeam management

Record of competitionProgram developmentRecord of successful competitions

Service to Department & University Years in rank.

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Categories of EvaluationNon-Instructional Athletic Trainers

Risk management /injury prevention

Injury treatment/ disposition

Rehabilitation Organization and

administration of services

Coordination of services with other professionals

Education of student athletes

Counseling of student athletes

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Management of Health Care of Student Athlete

Care and professionalism when interacting with student athletes

Educational growth and service to profession

Service to Department & University

Years in rank.

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YEARS IN RANK (6.3)

Years of appropriate professional level experience.

Comparable Standards (can be applied to years in service/rank and/or credentials).

At least 10 years in rank, degree requirements excepted (5.4)

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All evaluators, including the DEC, must weight the categories in the order listed.

Any special conditions in the appointment letter must also be considered in the evaluation process.

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Job Descriptions

Pursuant to Article 6.4 coaches and NIATs should have job descriptions. It is recommended that the candidate include a copy of their job description in the their evaluation portfolios.

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Access to Personnel Files (4.11.6)

DEC members may review the personnel files of members to be evaluated for promotion

The files will contain all prior evaluations for renewal, tenure, etc.

Call Paula Rice in HR (x25568) to arrange a time to review the files

Members should review their own files periodically.

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Appropriate Information (4.11.7)

The DEC shall seek and use appropriate information relating to all elements of the member’s duties. Although peer review through observation is not required of coaches and NIATs, it may still be a part of the evaluation process.

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Student Athlete Opinion Surveys

Although student evaluations of coaching and non-instructional athletic training are not required, they may be part of the evaluation process.

If coach or NIAT has teaching responsibilities, the DEC shall obtain and use the data from student opinion surveys and other information pertinent to this teaching load. (6.7.1)

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Student Athlete Opinion Surveys

The evaluation instrument and procedure for administration should be approved by the department

The evaluation should be administered by a third party (this does not include an athlete on the team!)

Student athletes must be apprised of the survey process and assured that the coach/NIAT will not review them until the end of the season.

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Collegiality As A Factor Most coaches would agree that collegiality,

meaning a commitment to a common purpose and the ability to work toward it, is an important aspect of a coaches overall performance. (See Article 4 “Professional Rights and Responsibilities”)

However, collegiality is not a separate category of evaluation.

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When the Evaluation Is Completed A copy of the DEC evaluation must be

sent to the member upon issuance (4.11.1)

A copy is placed in the member’s official personnel file in Human Resources.

For promotion, the evaluation shall go to the University-wide P&T Committee.

For renewal evaluations, the evaluation shall go directly to the president.

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QUESTIONS?

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