From BFA bylaws, section 10:
Administrator Appraisal Committee
- The committee shall consist of five (5) members. The membership may
not be comprised with one college/school. The members of the standing
committee shall be elected by the Boulder faculty for staggered three-year
terms. There shall be no more than three (3) members from any one school
or college. One (1) of those five (5) members should be a BFA member.
Any members who miss more than two (2) meetings shall be subject to
- The committee shall:
- oversee the evaluation of administrators during each spring semester;
- update or modify the evaluation questions and procedures in accordance
with the faculty and evaluees' feedback, and keep current the list
of administrator evaluees;
- assist the BFA Executive Committee in developing a report to
the faculty and monitor the effect of the appraisal on the administration.
Committee policies, reviewed and approved April 1997 except
- Evaluations shall be collected annually at the start of the spring
term, with results released in March or April.
- Campus-wide: chancellor; vice chancellor and associate and assistant
vice chancellors for academic affairs; dean and associate dean of the
graduate school; dean of libraries
- System-wide: president; vice president for academic affairs
- Schools, colleges, and libraries: deans; associate and assistant
deans; associate directors of libraries. Evaluated only by raters in
- All positions are evaluated every year, with these exceptions:
- if the position is vacant
- by vote of the committee
- if occupied by an acting administrator
- in an administrator's first year in the position; exclusion in
this case is by that individual's request (policy adopted 1996)
- Positions are evaluated even if it is the administrator's known last
year in the position
- When an administrator has moved from one evaluated position to another
within six months of the evaluation, the committee, in consultation
with that individual, will determine in which position(s) (if any) the
individual will be evaluated.
- The chancellor shall be given the opportunity to review the list of
positions and administrators to be evaluated each year. However, final
authority for the list lies with the committee.
- The College of Architecture and Planning (A&P) is part of the
University of Colorado at Denver, but A&P undergraduate students
are Boulder campus students, some A&P faculty are housed on the
Boulder campus, and the A&P dean is part of the UCB Council of Deans.
Accordingly, the BFA voted unanimously March 16, 1998 to include the
A&P dean in the AAP.
- Individuals considered BFA members, except administrators who are
being evaluated. Total 1200 to 1300 each year. Policy revised 12/2/97;
text clarified 2/98.
Eligible job titles
- Regular faculty (job titles "professor," "associate professor,"
"assistant professor,"), including those in Museum and ROTC, including
- All senior instructors plus instructors with two or more years
service (i.e., with starting appointment dates at least 2 years
prior to September of the academic year in question)
- Adjoint professors and associate professors; assistant, associate,
and full attendant professors.
- Directors of research institutes.
- College of Architecture and Planning faculty based on the Boulder
- Adjunct; assistant and associate adjoint; visiting; lecturer; honorarium
part-time; and clinical appointments do not meet the eligibility criteria.
- Administrators who are themselves being evaluated are excluded. This
eliminates the chance of self ratings. The committee considers all these
individuals to have alternative means of expressing their opinions about
any other administrator.
- The rules correspond to rules for membership in the faculty senate
except in the addition of institute directors.
- The committee may make exceptions to these rules on a case by case
basis in extraordinary circumstances.
- Final authority for determining eligibility of raters lies with the
What's provided to raters
- A letter of invitation and instructions
- A description of the program and policies, and of changes from the
- The name, position, and position description of each administrator
to be evaluated
- An opportunity to rate each administrator separately on each question
- An opportunity to make comments on each administrator
- An envelope for returning the ratings and comments
- PBA shall offer administrators the opportunity to review and revise
on-file position descriptions annually
- The highest-ranking administrator in each college, the library, the
graduate school, academic affairs, the campus, and central administration
shall have the opportunity to review and revise annually, descriptions
of all positions in their units.
- The committee shall resolve any differences between descriptions
provided by the units and by the administrators themselves.
- Administrators in positions with descriptions on file who do not
send revised descriptions in subsequent years will not be contacted
after the mailing.
Information collected from raters
- An indication of familiarity with the administrator's performance
in the position
- Ratings on performance on selected dimensions and on one overall
summary item. Ratings are generally made on an A-F "grade" scale.
- Comments on each administrator.
- Raters are not asked to identify themselves by name, rank,
department, or any other means. Mailing labels on the envelopes are
designed to peel off so that they cannot be used to identify raters.
- Packets are sent by campus mail to all raters the same day
- Requests to PBA or the committee for additional packets will be handled
- If PBA determines that the individual is eligible and was not included
in the general mailing, PBA will send a packet immediately.
- If PBA determines that the individual is eligible and was sent
a packet, PBA will send a duplicate packet only on receipt of written
or e-mail confirmation from the rater or department/unit that the
original packet was lost, discarded, or never received.
- If PBA determines that the individual(s) are not normally eligible,
the individual and the committee will be informed.
- The letter to raters cites a deadline for return, which is one month
- Raters are asked to send their ratings and comments to PBA via campus
- A reminder notice is published in the Silver and Gold two
weeks after mail out.
- Ratings and comments received more than 5 days after the published
deadline are not processed.
Processing ratings and comments
- Ratings will be scanned electronically and processed by PBA using
standard statistical procedures.
- All narrative comments are transcribed. They are not edited in any
way, even to remove any rater self-identification. The form and letter
to raters clearly state that transcribed comments will go directly to
- Comments will be handled only by PBA and scanning staff who can be
relied upon to maintain confidentiality.
- Rating forms and comments from one evaluation cycle will be kept
by PBA for one year, then discarded.
Release of results
- No results are released for administrators rated by fewer than five
- Summary-item averages and distributions for each administrator, plus
response rates and selected highlight results, are posted to the Web
and released to any newspapers for the Boulder campus only.
- Faculty are notified of publication date and location.
- At least one day prior to public release
- Administrators receive their averages and distributions on each
item, the public summary, some comparative information, and all
- Supervisors (deans for all associate and assistant deans) receive
results for all administrators reporting to them, minus
- The Web posting and packets for administrators and supervisors
are reviewed by the committee and by the BFA chair prior to release.
- Packets for administrators and supervisors all are hand delivered
within a two hour period to ensure timeliness. The committee and/or
BFA chair will deliver the president's and the chancellor's packets
personally to them at least two days prior to this time.
- Results are released as soon as analysis and review are complete,
in March or April.
- All ratings will be made public on request and may be posted on the
- Comments will be released only to the administrator to whom they
Planning, Budget and Analysis' role
- Implement committee decisions
- Notify chancellor of policy changes and administrator list
- Maintain list of positions to be evaluated; gather information on
and from administrators
- Revise, order, print, and distribute forms
- Handle returned forms and arrange scanning and transcription
- Maintain security of returned forms
- Analyze and publish results
- Advise the committee on psychometric and logistical issues
- Maintain program policies
- Consult with the committee on policy issues
- Maintain the AAP continuing budget ($5,075 in 98-99), used for up
to $3,000 in annual direct expenses (forms and other materials, printing,
delivery, scanning, etc.) plus PBA staff time.