1. Coach/Non-Instructional Athletic Trainer (NIAT) Evaluation Workshop 1

2. 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. 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. 2

3. The Evaluation Process Coaches and non-instructional athletic trainers are evaluated: Coaches and non-instructional athletic trainers are evaluated: For Promotion following the University promotion schedule For Promotion following the University promotion schedule For Renewal For Renewal Non-instructional athletic trainers follow 1 st year renewal schedule Non-instructional athletic trainers follow 1 st year renewal schedule Coaches shall be evaluated prior to the end of their contract and follow the agreed upon calendar. Coaches shall be evaluated prior to the end of their contract and follow the agreed upon calendar. 3

4. 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. 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. Such requests shall be made no later than Oct. 20 of the renewal year. 4

5. Routing for Renewal DEC AD President 5

6. Routing for Promotion DEC AD P&TProvost 6

7. The Role and Responsibilities of the DEC 7

8. What is the DEC? The elected Athletic Dept DEC (ADDEC) conducts evaluations (renewals and promotions) of coaching/NIAT members. (6.7) 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). 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 15 th. HR will provide the Athletic Department with the membership of the hardship DEC no later than September 7 (see Faculty Senate P&T document). 8

9. DEC Ethics In no case shall persons under consideration for promotion serve on the DEC during any deliberations on promotion. (6.7) In no case shall persons under consideration for promotion serve on the DEC during any deliberations on promotion. (6.7) 9

10. 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. 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. 10

11. 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. 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 DECs report. 11

12. The Written Evaluation cont. Recommendations shall include a summary using one of the following phrases: Recommendations shall include a summary using one of the following phrases: Do Not Recommend Recommend with Some Reservation Recommend Strongly Recommend Very Strongly Recommend 12

13. Evaluations should be candidly and clearly written. They should include: Specific examples illustrating the quality of performance Specific examples illustrating the quality of performance Constructive, specific suggestions for improvement where needed Constructive, specific suggestions for improvement where needed Practical guidance for how to address any concerns identified by the DEC Practical guidance for how to address any concerns identified by the DEC 13

14. 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. 14

15. CAUTION! No document shall be placed in an evaluation or assessment file without the knowledge of the faculty member being reviewed. No document shall be placed in an evaluation or assessment file without the knowledge of the faculty member being reviewed. 15

16. 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 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. A member shall have 4 days to append comment to the evaluation. 16

17. Transmittal to the Athletic Director Evaluation/Renewal (untenured coaches) 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. 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. 17

18. Transmittal to the Athletic Director Renewal Evaluation (non-instructional athletic trainers) Renewal Evaluation (non-instructional athletic trainers) In accordance with dates in the Faculty Senate Renewal Document for 1 st 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. In accordance with dates in the Faculty Senate Renewal Document for 1 st 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. 18

19. Transmittal to the Athletic Director Promotion: 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. 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. 19

20. Good Faith and Reasonable Care in what you communicate to the candidate Stay away from rumor, hearsay, and innuendo 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 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 DEC members should only communicate their findings to people who have an interest in the matter 20

21. The Role of the Athletic Director ( Renewals and Promotions) 21

22. The Athletic Director shall write a recommendation after reviewing the candidates file and DEC recommendation. The Athletic Director shall write a recommendation after reviewing the candidates file and DEC recommendation. The Athletic Directors evaluation and recommendation shall be sent to the member 4 days prior to transmitting to the University-wide Promotion & Tenure Committee. The Athletic Directors 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. A member shall have 4 days to append comment to the evaluation. The Athletic Director shall transmit his/her evaluation, recommendation and candidates file to the University – wide P&T Committee on or before date specified in the Faculty Senate Document. The Athletic Director shall transmit his/her evaluation, recommendation and candidates file to the University – wide P&T Committee on or before date specified in the Faculty Senate Document. 22 Promotion

23. Renewal (non-instructional trainers) The Athletic Director shall write a recommendation after reviewing the candidates file and DEC recommendation. The Athletic Director shall write a recommendation after reviewing the candidates file and DEC recommendation. A copy of the Athletic Directors evaluation and recommendation shall be sent to the member 4 days prior to transmitting to the University President. A copy of the Athletic Directors 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. A member shall have 4 days to append comment to the evaluation. The Athletic Director shall transmit his/her evaluation, recommendation and candidates file to the University President on or before date specified in the Faculty Senate Document for 1 st year renewals. The Athletic Director shall transmit his/her evaluation, recommendation and candidates file to the University President on or before date specified in the Faculty Senate Document for 1 st year renewals. 23

24. Renewal Evaluations (untenured coaches) The Athletic Director shall write a recommendation after reviewing the candidates file and DEC recommendation. The Athletic Director shall write a recommendation after reviewing the candidates file and DEC recommendation. A copy of the Athletic Directors evaluation and recommendation shall be sent to the member 4 days prior to transmitting to the University President. A copy of the Athletic Directors 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. A member shall have 4 days to append comment to the evaluation. The Athletic Director shall transmit his/her evaluation, recommendation and candidates file to the President In accordance with the agreed upon schedule. The Athletic Director shall transmit his/her evaluation, recommendation and candidates file to the President In accordance with the agreed upon schedule. 24

25. The Role of the Promotion & Tenure Committee (Promotions Only) 25

26. University-wide Promotion & Tenure Committee Each promotion candidate will receive a letter from the Provosts 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. Each promotion candidate will receive a letter from the Provosts 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. By March 5, the University-wide P&T Committee will submit their recommendations to the Provost, simultaneously informing the candidate. 26

27. The Role of the President (Renewals Only) 27

28. President For renewals, the President takes required action and informs the member and copies the DEC and the members personnel file on the agreed upon date. For renewals, the President takes required action and informs the member and copies the DEC and the members personnel file on the agreed upon date. 28

29. The Member and Renewal 29

30. 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) 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) 30

31. Non-instructional Athletic Trainers shall follow the schedule for 1 st year renewals in Table 1 (4.11). Non-instructional Athletic Trainers shall follow the schedule for 1 st year renewals in Table 1 (4.11). 31

32. The Member and Promotion 32

33. 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. 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. 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. 33

34. Notice of Withdrawal A candidate may withdraw after the promotion process starts. A candidate may withdraw after the promotion process starts. A withdrawal waives all claims for promotion during that year. A withdrawal waives all claims for promotion during that year. 34

35. Eligibility for Promotion Coach and Athletic Trainer: Coach A –For coaches, earned bachelors degree and less than two (2) years of appropriate professional level experience. Coach A –For coaches, earned bachelors degree and less than two (2) years of appropriate professional level experience. Coach I –Earned masters degree for athletic trainer, masters degree preferred for coaches, and two (2) years of appropriate professional level experience. Coach I –Earned masters degree for athletic trainer, masters degree preferred for coaches, and two (2) years of appropriate professional level experience. 35

36. Eligibility contd. Coach II –Earned masters degree for athletic trainer, masters degree preferred for coaches, and three (3) years of appropriate professional level experience. Coach II –Earned masters degree for athletic trainer, masters degree preferred for coaches, and three (3) years of appropriate professional level experience. Coach III –Earned masters degree for athletic trainer, masters degree preferred for coaches, and five (5) years of appropriate professional level experience. Coach III –Earned masters degree for athletic trainer, masters degree preferred for coaches, and five (5) years of appropriate professional level experience. 36

37. Eligibility contd. Coach IV –Earned masters degree for athletic trainer, masters degree preferred for coaches, and eight (8) years of appropriate professional level experience. Coach IV –Earned masters degree for athletic trainer, masters 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. 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. 37

38. 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 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 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. The opportunity to appear personally before the DEC, prior to their recommendation. 38

39. 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. Primary files shall not exceed one 3-inch loose leaf binder. Supplemental information may be placed in a second binder. 39

40. What Candidates must include Candidate information sheet Candidate information sheet All letters of appointment All letters of appointment Evaluation letters from previous steps Evaluation letters from previous steps CV CV Personal statement (if desired) Personal statement (if desired) Job description Job description Evidence related to categories of evaluation Evidence related to categories of evaluation Student opinion surveys if available Student opinion surveys if available Dates of activities. Dates of activities. 40

41. 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. 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. 41

42. EVALUATION CRITERIA AND CATEGORIES FOR FULL-TIME COACHES (6.8) AND NON- INSTRUCTIONAL ATHLETIC TRAINERS (6.9) Quality is the Key 42

43. Has the Department defined Quality in the evaluation categories? The DEC must understand and apply the criteria in the contract. 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 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. The DEC members should consider the job description and the categories for evaluation. 43

44. 44 The criterion for evaluation shall be the quality of service, in the following categories

45. Categories of Evaluation Coaches Administration and conduct of assigned sport Administration and conduct of assigned sport Adherence to policies & rules Adherence to policies & rules Fund raising Fund raising Budget management Budget management Program organization & administration Program organization & administration 45

46. Relationship with student athletes Relationship with student athletes Recruitment Recruitment Graduation rates Graduation rates Team management Team management Record of competition Record of competition Program development Program development Record of successful competitions Record of successful competitions Service to Department & University Service to Department & University Years in rank. Years in rank. 46

47. Categories of Evaluation Non-Instructional Athletic Trainers Risk management /injury prevention Risk management /injury prevention Injury treatment/ disposition Injury treatment/ disposition Rehabilitation Rehabilitation Organization and administration of services Organization and administration of services Coordination of services with other professionals Education of student athletes Counseling of student athletes 47 Management of Health Care of Student Athlete

48. Care and professionalism when interacting with student athletes Care and professionalism when interacting with student athletes Educational growth and service to profession Educational growth and service to profession Service to Department & University Service to Department & University Years in rank. Years in rank. 48

49. YEARS IN RANK (6.3) Years of appropriate professional level experience. Years of appropriate professional level experience. Comparable Standards (can be applied to years in service/rank and/or credentials). Comparable Standards (can be applied to years in service/rank and/or credentials). At least 10 years in rank, degree requirements excepted (5.4) At least 10 years in rank, degree requirements excepted (5.4) 49

50. All evaluators, including the DEC, must weight the categories in the order listed. 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. Any special conditions in the appointment letter must also be considered in the evaluation process. 50

51. 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. 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. 51

52. Access to Personnel Files (4.11.6) DEC members may review the personnel files of members to be evaluated for promotion 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. 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 Call Paula Rice in HR (x25568) to arrange a time to review the files Members should review their own files periodically. Members should review their own files periodically. 52

53. Appropriate Information (4.11.7) The DEC shall seek and use appropriate information relating to all elements of the members duties. Although peer review through observation is not required of coaches and NIATs, it may still be a part of the evaluation process. The DEC shall seek and use appropriate information relating to all elements of the members duties. Although peer review through observation is not required of coaches and NIATs, it may still be a part of the evaluation process. 53

54. 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) 54

55. Student Athlete Opinion Surveys The evaluation instrument and procedure for administration should be approved by the department 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!) 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. 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. 55

56. 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) 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. However, collegiality is not a separate category of evaluation. 56

57. 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 members 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. 57

58. QUESTIONS? 58