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A reminder for Clay...</div>
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<span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:#1F497D">Colleagues, now that KU is requiring a COVID-19 statement (below) for your annual evaluation we’ll
<b><u>push back the due date to March 4 end of day.</u></b></span></p>
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<span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:#1F497D">Thanks</span></p>
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<span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:#1F497D">DHM</span></p>
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<b><span style="color:#1F3864">A 4-page </span></b><a href="https://facultydevelopment.ku.edu/sites/facultydevelopment.ku.edu/files/docs/COVID_Info/COVID.19%20Guidance.pdf"><b>Faculty Development Guidance document outlining this approach is available here.</b></a><b><span style="color:#1F3864">
In sum, it provides that: </span></b><span style="color:#1F3864"></span></p>
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</span></span></span><b><span style="font-size:12.0pt; line-height:115%; color:#1F3864">Faculty members shall submit brief COVID-19 narratives as part of their annual reports</span></b><span style="font-size:12.0pt; line-height:115%; color:#1F3864">, addressing
disruptions and adjustments to the main components of their job description. </span>
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</span></span></span><b><span style="font-size:12.0pt; line-height:115%; color:#1F3864">Evaluators must take the narratives into account</span></b><span style="font-size:12.0pt; line-height:115%; color:#1F3864">, ensuring recognition of added or reallocated
responsibilities.</span></p>
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</span></span></span><b><span style="font-size:12.0pt; line-height:115%; color:#1F3864">Adjustments for the longer-term impact of COVID-19 should be made</span></b><span style="font-size:12.0pt; line-height:115%; color:#1F3864">, because COVID-19 is very likely
to continue affecting how we carry out our work and assess it. </span></p>
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<span style="font-size:12.0pt; line-height:115%; color:#1F3864"> </span></p>
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<span style="font-size:12.0pt; line-height:115%; color:#1F3864">Please take time to read the guidance and send questions to
</span><a href="mailto:facultydev@ku.edu"><span style="font-size:12.0pt; line-height:115%">facultydev@ku.edu</span></a><span style="font-size:12.0pt; line-height:115%; color:#1F3864">
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<b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif"> Pols-l <pols-l-bounces@lists.ku.edu>
<b>On Behalf Of </b>Haider-Markel, Donald Patrick via Pols-l<br>
<b>Sent:</b> Wednesday, January 20, 2021 12:58 PM<br>
<b>To:</b> POLS-L <pols-l@lists.ku.edu><br>
<b>Subject:</b> Re: [Pols-l] update, Annual Evaluation Requirements and Instructions, update PRO</span></p>
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<span style="font-family:"Calibri",sans-serif; color:black">One update to the annual evaluation process in case you have started it. KU is going to issue guidance soon on COVID-19 and the annual review process. For now expect something like this language:</span></p>
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<span class="x_normaltextrun"><span style="font-family:"Calibri",sans-serif; color:black">.......Faculty members should prepare and submit COVID-19 statements to chairs/deans/annual evaluation committees along with their regular annual report materials, addressing
the main component(s) of their job description. The following questions serve as the template to guide individual thinking about COVID-19 impacts and what information to include in statements, as applicable. Statements (suggested 250-500 words) may include
both brief descriptions of the impact and lists of the activities that were accomplished, if there is not a suitable existing place in the unit's report for those activities</span></span><span class="x_eop"><span style="font-family:"Calibri",sans-serif; color:black">: </span></span><span style="color:black"></span></p>
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<b><i><span style="font-family:"Calibri",sans-serif">How have COVID-19 disruptions affected your workload with respect to teaching?</span></i></b><span style="font-family:"Calibri",sans-serif">
<br>
A common impact may be that significant additional effort had to be dedicated to teaching, because of the move to online/hybrid. These efforts went far beyond the normal expectations described in the unit faculty evaluation plan. In the statement, or elsewhere
in the annual report, the faculty member should document the additional effort, for example, by listing engagement in CTE/CODL/IT trainings, course redesign efforts, elaboration or refinement of student learning outcomes, etc. The
<a href="https://cte.ku.edu/benchmarks-teaching-effectiveness-project"><span class="x_normaltextrun"><span style="color:#0563C1">CTE Benchmarks for Teaching Effectiveness Project</span></span></a><span class="x_normaltextrun"> provides more complete descriptions
of how teaching related work can be documented along several dimensions.</span><span class="x_eop"> This is especially important considering the faculty member may choose not to include reports from the student survey of teaching during the 2020 calendar year
in their evaluation materials. </span><br>
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<span class="x_normaltextrun"><b><i><span style="font-family:"Calibri",sans-serif">What was the impact of COVID-19 disruptions on your scholarship/creative work?
</span></i></b></span><span style="font-family:"Calibri",sans-serif"><br>
<span class="x_normaltextrun">A common impact may be that normal opportunities for completing research had to be cancelled outright, significantly delayed, or adjusted. This may be due to direct impacts (closures/cancellations) or because effort was diverted
away from research in order to give greater effort to teaching or other areas. Normal opportunities would include, but not be limited to: archival work, performances, conference presentations, human subjects research, lab research, fieldwork. These losses,
interruptions, and other uncertainties resulting from COVID-19 disruptions had immediate, near-term consequences, as well as the potential for longer term effects. Briefly describe adjustments and revised plans for progress, even if the outcomes of the work
have not been realized yet. In the statement, or elsewhere in the annual report, list scholarship/creative work that was accomplished in lieu of disrupted activities. </span></span></li></ul>
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<span class="x_normaltextrun"><b><i><span style="font-family:"Calibri",sans-serif">How did COVID-19 disruptions alter how you contributed to service?</span></i></b></span><span class="x_normaltextrun"><span style="font-family:"Calibri",sans-serif">
</span></span><span style="font-family:"Calibri",sans-serif"><br>
<span class="x_normaltextrun">Planned service activities may have been delayed or cancelled. Some faculty took on unplanned service that required large amounts of time and attention. Briefly describe the most pressing considerations or concerns that motivated
your service activities. In the statement or elsewhere in the annual report, list what was accomplished in service. </span></span></li></ul>
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<b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black">From:</span></b><span style="font-size:11.0pt; font-family:"Calibri",sans-serif; color:black"> Haider-Markel, Donald Patrick<br>
<b>Sent:</b> Thursday, January 7, 2021 12:55 PM<br>
<b>To:</b> Pols List (<a href="mailto:pols-l@lists.ku.edu">pols-l@lists.ku.edu</a>) <<a href="mailto:pols-l@lists.ku.edu">pols-l@lists.ku.edu</a>><br>
<b>Subject:</b> Annual Evaluation Requirements and Instructions, update PRO</span>
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<b><span style="font-family:"Calibri",sans-serif">Department of Political Science</span></b></p>
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<b><u><span style="font-family:"Calibri",sans-serif">Annual Evaluation Requirements and Instructions</span></u></b></p>
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<span style="font-family:"Calibri",sans-serif"> We’ll soon begin the process of evaluating faculty as part of the annual evaluation for the year just concluded. You should use the
<u>annual report generated from the PRO system</u>, but you can submit the old departmental form as well. The instructions are below.
<b><u>The deadline is February 18, 2021 by 5 p.m</u></b>. The Advisory Committee will review your file during the spring semester and will make collective assessments of your performance. Please refer to the departmental bylaws for the specifics of this process.</span></p>
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<span style="font-family:"Calibri",sans-serif"> University and Departmental policy requires all faculty members to submit an annual report for use by the Advisory Committee for the annual evaluation process. These evaluations
<u>are also used in making merit recommendations to the Dean if merit raises are available</u>. The report includes the attached form and any supplemental materials you wish to submit.
<b>You are reminded that the penalty for not submitting this report is an automatic rating of poor</b>.
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<u><span style="font-family:"Calibri",sans-serif">General</span></u></p>
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<b><span style="font-family:"Calibri",sans-serif">(1)</span></b><b><span style="font-size:7.0pt">
</span></b><b><span style="font-family:"Calibri",sans-serif">You <u>must submit</u> a completed Faculty Annual Report Form; you can use the traditional form or
<u>generate the form out of the PRO system</u> </span></b><span style="font-family:"Calibri",sans-serif">(which has been adapted to include nearly all of the material on the traditional form) into a word processing document. If you generate the form from PRO
you would have to add any narrative you would like to include and you may want to add additional detail about student advising and committees.</span></p>
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<span style="font-family:"Calibri",sans-serif">(2)</span><span style="font-size:7.0pt">
</span><span style="font-family:"Calibri",sans-serif">Also <b>submit a PDF version</b> of up-to-date electronic
<b>copy of your vita</b> (which you can generate in PRO).</span></p>
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<span style="font-family:"Calibri",sans-serif">(3)</span><span style="font-size:7.0pt">
</span><u><span style="font-family:"Calibri",sans-serif">You will need to <b>update your electronic account on PRO</b> either way</span></u></p>
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<span style="font-family:"Calibri",sans-serif">(4)</span><span style="font-size:7.0pt">
</span><span style="font-family:"Calibri",sans-serif">If for whatever reason you cannot submit electronic copies of materials please let the chair know and provide the materials to the chair; if you need assistance with the PRO system please inform the chair.</span><span style="font-size:14.0pt; font-family:"New York",serif"></span></p>
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<u><span style="font-family:"Calibri",sans-serif">PRO Instructions</span></u></p>
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<span style="font-family:"Calibri",sans-serif">Log onto PRO</span></p>
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<span style="font-family:"Calibri",sans-serif">Got to Reports (top)</span></p>
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<span style="font-family:"Calibri",sans-serif">Select: CLAS Annual Report Soc & Beh Sci</span></p>
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<span style="font-family:"Calibri",sans-serif">Select 2020 date range</span></p>
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<span style="font-family:"Calibri",sans-serif">Select citation style, format, etc.</span></p>
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<span style="font-family:"Calibri",sans-serif">Run report (button top right)</span></p>
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<b><span style="font-family:"Calibri",sans-serif">Submit your materials on the shared G drive, folder “Annual Review Files” and within that “2020 Annual Review Files”</span></b><span style="font-family:"Calibri",sans-serif"> (if a folder with your name has
not been created please add one). This is where you should upload your files. Let me know if you have any problems;
<u>otherwise you can email your files to the chair directly</u>.</span></p>
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<u><span style="font-family:"Calibri",sans-serif">Teaching</span></u></p>
<p style="margin: 0in 0in 0.0001pt; font-size: 12pt; font-family: "Times New Roman", serif;">
<span style="font-family:"Calibri",sans-serif"> We employ portfolio evaluation on teaching, so you are welcome to submit syllabi, examinations, and other relevant course materials for the spring and fall semesters (and summer if relevant) of the
past calendar year. You are reminded that we employ the following guideline. "<span style="color:black">In general, there has been too much emphasis on 'overall teaching effectiveness' scores from student feedback. Developing new courses, teaching larger numbers
of students, mentoring and advising students – in short, the overall teaching contribution – should be our primary concern." </span><u>The quantitative scores of teaching effectiveness will be available to the Advisory Committee electronically and you do not
need to submit these scores</u>. </span></p>
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<u><span style="font-family:"Calibri",sans-serif">Research</span></u></p>
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<span style="font-family:"Calibri",sans-serif"> To facilitate assessment of your research you can submit abstracts, letters of acceptance along with a full set of referee comments, and published reviews of your publications. It is helpful if you
include in your dossier the complete manuscripts of work completed, accepted, or published this past calendar year.
</span></p>
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<span style="font-family:"Calibri",sans-serif"> You can add a section on "Intellectual Development" at the end of the research section of the annual report. Here you may describe major undertakings to acquire new skills (e.g., computer technologies,
research methods, foreign language, or interdisciplinary understandings) or begin a new research endeavor that has yet to bear papers or publications (e.g., field work).
</span></p>
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<u><span style="font-family:"Calibri",sans-serif">Service</span></u></p>
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<span style="font-family:"Calibri",sans-serif"> Please submit any documents you believe are relevant to supporting the service portion of your annual review form. This might include letters of thanks, letters of appointment, and the like.</span></p>
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<span style="font-family:"Calibri",sans-serif"> <span style="color:black">
If you have the understanding that your contribution will be evaluated on some other basis than the normal 40-40-20 weighting of research, teaching, and service, please confirm such understandings with the chair when you submit your annual review materials.</span></span></p>
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<span style="font-family:"Calibri",sans-serif"> On a final note, the Advisory Committee uses a rating of 0 to 10 to rate each faculty member on research, teaching, and service; a weighted average (<span style="color:black">40-40-20</span>) is used
to provide the overall rating. The committee is working under instructions to reserve ratings of 9 or 10 only for truly exceptional performance and that ratings of “good” (4-6) should often be the norm and should not be viewed as a negative rating.
<span style="color:black">Any scores of 3 or below are considered marginal or unsatisfactory and would require the chair to take corrective action.</span></span></p>
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<b><span style="font-family:"Calibri",sans-serif">Advisory Committee Evaluation Guidelines from POLS Bylaws and Practices</span></b></p>
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<b><span style="font-family:"Calibri",sans-serif">Teaching/Advising</span></b><span style="font-family:"Calibri",sans-serif">: Evaluation of teaching performance is based on available student evaluations (see Appendix A), course syllabi, examinations and related
information. Excellence in teaching is indicated by favorable quantitative feedback scores, positive student comment sheets, student and peer letters on classroom performance, reports of extensive supervising of student research activities, mentoring and advising
students, and other teaching-related activities outside of the classroom, undertaking extensive teaching responsibilities, receipt of University teaching awards, seeking and attaining of grants related to teaching activities, and the peer evaluations of members
of the Advisory Committee on the quality of teaching.</span></p>
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<b><span style="font-family:"Calibri",sans-serif">Research</span></b><span style="font-family:"Calibri",sans-serif">: Research performance ratings derive from the quality and quantity of research, publications, grants and papers. Excellence in research is indicated
by the extent and type of research and publication, reviews from publishers and peers, citations of work, the reputation of the journal or publisher accepting an author's work, seeking and attaining research grants, and peer evaluation by members of the Advisory
Committee of the quality of the research.</span></p>
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<b><span style="font-family:"Calibri",sans-serif">Service</span></b><span style="font-family:"Calibri",sans-serif">: Faculty members are evaluated in terms of the quality and quantity of their service to the Department, the College, the University, the profession,
and the public at large.</span></p>
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<b><u><span style="font-family:"Calibri",sans-serif">Performance evaluation in the Department of Political Science is conducted by the elected Advisory Committee, consisting of four faculty members, and the chair. The Committee uses the indicators above to
perform peer evaluation on the following 10-point scale: 1-2 (unacceptable), 3 (unsatisfactory), 4 (satisfactory) 5-6 (good), 7-8 (very good) to 9-10 (excellent).</span></u></b></p>
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<b><span style="font-family:"Calibri",sans-serif">2. Standards for Acceptable Performance:</span></b><span style="font-family:"Calibri",sans-serif"> A tenured faculty member who receives an evaluation below four in the annual performance evaluation in any
of the categories of teaching/advising, research, and service will be urged to work with the chair and advisory committee to develop a targeted faculty development plan. The plan should lead to improvements in performance to at least a satisfactory evaluation.
The plan is voluntary, but three consecutive ratings below four (i.e., failure to achieve a satisfactory rating) will lead to implementation of the University evaluation and dismissal plan.</span></p>
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<b><span style="font-family:"Calibri",sans-serif">3. Differential Allocation of Effort (DAE)</span></b><span style="font-family:"Calibri",sans-serif">: The Department of Political Science expects faculty to devote equal attention to teaching and research.
When evaluating faculty performance, the department applies the weights of 40 percent for teaching, 40 percent for research, and 20 percent for service to the University, community, and profession. These weights are the same for tenured and non-tenured faculty,
although the department recognizes that the specific contributions of faculty members to the department’s mission will differ depending on career stage.</span></p>
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<span style="font-family:"Calibri",sans-serif">Changes in the standards 40/40/20 allocation of effort for a set period of time can be initiated by the tenured faculty member or department chair. These changes can be short- or long-term and must correspond to
changes in work-load not just evaluation criteria. Reasons for alterations can include short-term items such as funded research or longer term career-stage issues. Faculty members are not allowed to reduce their teaching or research to less than 10 percent
on permanent DAE agreements. Departmental needs take precedent over individual needs when making decisions to alter a faculty member’s allocation of effort; such redistribution must be consistent with the best interests of the unit. The most likely occasion
for consideration of such changes is in discussion between the chair and the individual faculty member following annual performance evaluations, or sooner so that appropriate arrangements may be made at the unit level for the coverage of course offerings. Any
individualized changes in faculty allocation of effort will be negotiated with the Chair and documented in the faculty member's personnel file.
</span></p>
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<b><span style="font-family:"Calibri",sans-serif">Additional Guidance on Research Evaluation</span></b></p>
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<span style="font-family:"Calibri",sans-serif">The following guidelines (always subject to some fine tuning) are used to assign ratings for research:<br>
<br>
0-3 No publications; little or no research activity<br>
<br>
4-5 No publications but some genuine activity discernible (i.e. conference papers,<br>
Book in progress, etc.)<br>
<br>
5-6 One or two chapters in edited book, one article in minor refereed journal, edited<br>
book accepted, and/or research grants applied for but not received.<br>
<br>
6-7 Multiple chapters in edited book, two articles in minor refereed journals, edited<br>
book accepted or monograph submission, research grants, and /or research grants applied for but not received<br>
<br>
8-9 One major refereed article, major research grant, multiple minor journal publications, or edited book published, research grants, research grants applied for but not received, or a combination of these<br>
<br>
9-10 One (or more) leading refereed article; major book acceptance or publication,<br>
combination of multiple major (and minor) publications, grants applied for and/or received.</span></p>
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<span style="font-family:"Calibri",sans-serif"> On a final note, the Advisory Committee uses a rating of 0 to 10 to rate each faculty member on research, teaching, and service; a weighted average (<span style="color:black">40-40-20</span>) is used
to provide the overall rating. The committee is working under instructions to reserve ratings of 9 or 10 only for truly exceptional performance and that ratings of “good” (4-6) should often be the norm and should not be viewed as a negative rating.
<span style="color:black">Any scores of 3 or below are considered marginal or unsatisfactory and would require the chair to take corrective action.</span></span></p>
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