College of Liberal Arts

Annual Review of Faculty


The annual evaluation of faculty is required by Regents’ Rules 30501, 31102, and HOP 2-2151; is governed by the Provost Office; and is monitored by the Committee of Counsel on Academic Freedom (CCAFR).  The complete guidelines (for 2020-21) can be found here.

Procedure within the College

Department Responsibilities:

  • [BC/EC] Conduct annual reviews for all of their faculty (whether TTT or NTT), according to department practice and the Provost guidelines, excluding any faculty exempted under those guidelines ( sec 3.b.)  In other words, the list of faculty required to have an annual review will not necessarily be identical to the list of faculty a department wishes to consider for merit raises. 
    • Note: Departments are expected to conduct annual reviews of any of their faculty who are appointed as chairs or directors. Faculty serving in administrative roles are only exempted if they are paid 100% in their administrative position (such as a provost or dean).
  • [BC/EC] Place each faculty member into an overall review category (sec 4.). [Chair] If disagrees with any overall category placement, may provide separate overall rating which will become the overall rating of record (sec 5.b.)
  • [Chair] Send individual written notifications of annual review results to faculty members (sec 5.). If applicable, this notice should note any areas where improvement is needed (5.c.) or include an explanation of a difference in overall rating between the BC/EC and Chair (5.b.). 
  • [Senior Staff] List all faculty and ratings (or reasons for exception allowed by the Guidelines) on the Annual Review template and submit to Ann Kelble by May 1. If an extension is needed, please notify Ann. [Note: the ratings must be submitted before the Dean certifies all of the college's evaluations, so please try to get them done sooner than later]
  • [Senior Staff] Maintain faculty annual review records [such as the chair's written review communications] in department files; provide copies to Dean or Provost upon request.



BC/EC: Department's faculty governing body: either Budget Council (BC), Extended Budget Council (EBC), or Executive Committee (EC).

Chair: Either the Chair or Director of the academic unit in question.

Senior Staff: Often the department manager; whichever administrative staff member is responsible for recording, maintaining, and reporting faculty evaluation information on behalf of the academic unit.

Department: In this instance, refers to any administrative unit within the College of Liberal Arts that is permitted to appoint faculty; also called Academic Unit. [Note: Tenured and tenure-track faculty may only be appointed within academic departments.]

Annual Review template


Q: What if our department’s review period doesn’t match the academic year?  (E.g. In February 2021, we evaluated our faculty for their activities during 2019-20.)
A: For the annual review process, we ask that when departments communicate their ratings, they specify which years are being evaluated as well as the year those ratings are being communicated. Departments can determine the scope of their annual review but are expected to clearly define their practice and to keep it consistent (or, make & communicate changes to the process when needed, consistent with their faculty governance and/or by-laws).

Q: As in the previous question, we will be submitting 2020-21 reviews that are based on 2019-20.  What should we do about faculty who started in Fall 2020?
A: Each department’s governing body (EC/EBC/BC) shall establish faculty annual review criteria and methods to ensure fair and consistent standards.  In each instance where a given individual’s record does not fit established review standards or parameters, the governing body should determine how they might most fairly accommodate the record and, as applicable, establish precedent(s) for subsequent review cycles. 

In the example above, the established practice would have the department not review the new faculty member until 2021-22.  While the department can make exceptions to their own practices, document under what circumstances would they do so and why.  Be sure to also consider how that decision would impact future review cycles.   

Q: If I have the review results in January, do I still wait until May to submit them?
A: No, you can submit the department’s annual faculty review ratings at any time before May 1 of an academic year. 

Q: Do I have to use the College’s template?
A: No, however please use it as the basis to ensure all required information is included.

Q: Do I need to provide any explanations of ratings to the College?
A: No, you do not need to include explanations for every rating when reporting to the Dean’s or Provost Office. However, if someone was not rated, please note the departmental explanation as to why. Please also note that as the department is required to communicate the basis for the individual ratings in writing to each faculty member, it is expected that the department will maintain those records, and that they will be able to furnish those details or documentation upon request. [Note: additional follow-up is required in the case of an "unsatisfactory rating", per the review guidelines.]

Q: What if I have a faculty member who spent only part of the review period in an administrative role (i.e. director)?
A: Policy states that chairs and program directors may be reviewed “by the department or the dean according to existing practice.”  In Liberal Arts, all faculty (including academic chairs and directors) not appointed 100% in an administrative title should be reviewed at the department level, regardless of where merit is determined.

Last Modified: September 2020