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Effective July 1, 2014 through June 30, 2017

This contract is an agreement between Association of College Educators, AFT Local 6554 and West Valley-Mission Community College District.

Article 108 Associate Member Performance Appraisal

108.1 Introduction

The primary goal of performance appraisal is the improvement of the quality of the educational program. The process should promote professionalism, enhance performance, recognize exemplary performance, and be effective in yielding a genuinely useful and substantive assessment of performance. To achieve this goal, it is necessary to identify, recognize and nurture competence; to identify standard performance and indicate areas where improvement is desirable; to identify performance that requires improvement; and to identify performance so unsatisfactory that termination may be recommended.

Excellence in performance is crucial to maintain and extend the learning presently shown by students at Mission and West Valley Colleges.

The appraisal system focuses on:

  1. Measuring performance in an objective, unbiased manner.
  2. Providing useful feedback.
  3. Ensuring that appropriate recognition occurs.
  4. Encouraging continuing participation in professional development.
  5. Ensuring that appropriate training opportunities are recommended as needed for members.
  6. Supporting employment status.

The performance appraisal shall include the following:

  1. Site observations
  2. Appraisal surveys
  3. Criteria for Performance Appraisal, Article 112.4.
  4. Job description

Anonymous letters or materials, excluding student survey data, will not be used in the process.

108.2 Definitions

  1. The academic year begins July 1 and ends June 30.
  2. Faculty or Faculty Member includes, but is not limited to, instructors, librarians, counselors, community college health services professionals, lab faculty specialists, disabled student programs and services professionals, EOP&S professionals, coordinators and individuals employed to perform a service that, before July 1, 1990, required non-supervisorial non-management community college certification qualifications. (Education Code Section § 87001 C).
  3. Performance Appraisal is a written review of the member’s performance as provided in this agreement. The Appraisal Summary Form, the Faculty Observation Form, the Self‐Appraisal, and the summary of the student evaluation will be submitted to the appropriate Vice President or designee who will certify
    that the process outlined in this article was adhered to and completed. These forms will be placed in the member’s official personnel file in Human Resources. A page listing recommendations, if any, and the supporting documentation for these recommendations for next appraisal are to be secured in an interim file in the appropriate Vice‐President’s office. Copies of all forms will be given to the appraisee.
  4. Exemplary: Member meets and contributes significantly beyond the criteria as outlined in Article 108.4. Note: Whenever Satisfactory status is a necessary condition in this Contract, that condition is clearly met by Exemplary status.
  5. Satisfactory: Member is meeting the criteria as outlined in Article 108.4.
  6. Needs-to-Improve: Member is consistently not meeting the preponderance of the criteria listed in one or more of the criteria categories outlined in Article 108.4. It is anticipated that the behavior(s) can be improved and the member will be given the opportunity to return to Satisfactory status by means of a follow-up appraisal during the next semester of assignment, if offered.
  7. Unsatisfactory: Performance is judged to be so far below expectations that member will not be given further assignment.

108.3 Frequency of Appraisals

108.3.1 Once an associate member has been granted re-employment preference he/she shall be evaluated once every six semesters. See Article 100.9 for obtaining and maintaining Re-Employment Preference (REP).

Student surveys shall be conducted in one section each year during the years between regular evaluations following the granting of REP to an associate faculty member.

Additional evaluations may occur if one or more of the following occurs:

  1. Complaints are received which are of a serious nature.
  2. Appraisal surveys indicate that a problem may exist.
  3. A member reverts to behaviors that formerly placed him/her on “Needs-To-Improve”.
  4. A member consistently fails to meet a significant number of the criteria for performance appraisal of regular members as outlined in Article 108.4.
  5. A member consistently fails to meet usual record keeping obligations and timelines (grade, census roster, early progress reports, or SLO assessment results, etc.).
  6. Member is given a new assignment that is significantly different from prior assignments.

These additional evaluations will have appropriate timelines developed as they occur.

108.3.2 Reassigned Time

Associate faculty who are reassigned with at least 20% reassigned time during any semester except if funded and supervised outside the district (e.g. ACE, AFT 6554 and State Academic Senate) will be evaluated on the performance of reassigned time activities during the term of the assignment. If the reassigned time assignment continues for more than one academic year, evaluation shall be on an annual basis. Upon the assignment of reassigned time, the regular member shall meet with the appropriate  division/department chair and/or the appropriate administrator to establish written goals for the reassigned time and set a date (or dates) for meeting to assess progress toward those goals.

Outcomes of the evaluation of the reassigned time assignment may be:

  1. Satisfactory. If the outcome is Satisfactory, the assignment will continue.
  2. Needs-To-Improve. If the outcome is Needs-To-Improve, the appropriate administrator/faculty member will work with the member to develop a Plan for Corrective Action.
  3. Discontinuance. If the outcome is not Satisfactory, the reassigned time may be discontinued at the option of the appropriate administrator.

108.4 Criteria for Appraisal of Associate Members

All criteria appropriate to the member’s assignment included in this section will be used in the Performance Appraisal Process.

108.4.1 Professional Criteria Category

Each member shall:

  1. Demonstrate currency and depth of knowledge of the field in the performance of assignment.
  2. Demonstrate the ability to communicate subject matter clearly, correctly and effectively.
  3. Demonstrate an ability to achieve objectives in area of assignment.
  4. Demonstrate an ability to adapt methodologies for students/clientele with special needs and different learning styles.
  5. Demonstrate regular effective student contact for courses offered either fully or partially through distance education.
  6. Utilize methods and materials appropriate to the subject matter.
  7. Demonstrate evidence of careful preparation and organizational skills in area of assignment.
  8. Provide clear assignments or directives to students and regularly inform students of academic standing in class.
  9. Provide for each student a current course syllabus as required by Title 5, which includes SLOs, classroom procedures, requirements, grading policies, and provides a copy to the Division Office.
  10. Demonstrate a commitment to student learning by beginning and ending classes according to schedule, holding regular office hours and meeting student needs as professionally required.
  11. Evidence currency in the field through participation in professional conferences, workshops, seminars, etc.
  12. Meet record keeping obligations on time, e.g., grades, requisitions, schedules, textbook orders, rosters.
  13. Carry out budget responsibilities effectively if it is an agreed part of member’s assignment.
  14. Supervise classified personnel appropriately if it is an agreed part of member’s assignment.
  15. Participate in the process of SLO assessment and evaluation and use the results of these assessments in the process of continuously improving student learning.

108.4.2 Collegial Criteria Category

Each member shall:

  1. Work cooperatively within the college community.
  2. Foster an environment that protects academic freedom within the college community.
  3. Foster a positive working environment that is free from harassment, prejudice and/or bias.
  4. Demonstrate positive communication skills within the college community.
  5. Demonstrate a respect for the dignity of each individual.

108.5 Appraisal Process

108.5.1 Team Membership

The appraisal team will consist of the Department Chair or designee within the faculty member’s discipline or related discipline. The Department Chair or appraisee may request one additional faculty member or administrator to serve on the team.

In those cases where the direct supervisor of the member is an administrator, as is the case with such positions as Librarians and Lab Faculty Specialists, the administrator may elect to have input into the appraisal of that member. Such input is forwarded to the appraisal team for evaluation and possible inclusion in the appraisal summary report.

The appraisal team leader is responsible for insuring that the appraisal process is completed in accordance with the appropriate provisions and timelines of the contract. The responsibilities of the team leader will include at least the following items:

  1. Obtaining a copy of the list of recommendations form, if one is available, from prior evaluation(s) from the from the appropriate Vice-President’s office. 
  2. Scheduling and conducting the pre-appraisal conference.
  3. Coordinating appraisal observations and surveying appropriate administrative and other personnel regarding the performance of responsibilities which cannot be assessed by a classroom observation, and summarizing such input for inclusion in the post appraisal performance conference.
  4. Insuring that the appraisal surveys are completed in a timely manner.
  5. Reviewing the results of the pre-appraisal conference, appraisal observations, surveys and comments, and other information such as commendations, record- keeping documents, attendance, course syllabi and drop/retention rates with the team.
  6. Conducting the post-appraisal conference.
  7. Completing the post-appraisal summary form.

108.5.2 Pre-Appraisal Conference

It is recommended that by the end of the 5th week of instruction, the appraisal team will meet with the member to discuss elements of the appraisal, and other information such as commendations, record keeping documents, attendance, course syllabi and drop/retention rates, and establish expectations as defined in the job description. Documents related to the evaluation process will be distributed.

108.5.3 Observations

There will be a minimum of one observation by each member of the appraisal team. Observations may be conducted without advance notice, and should be completed no later than week 13 of the semester. Observations will include activities appropriate to the member’s service area(s).

If the class section observed is a distance education section, the appraisal team member will have access to, and will review instruction and faculty‐student interaction through the course content management system. In addition, the appraisal team member and the appraisee may arrange for on on‐campus observation, skype or
video conference of that section. If a work experience instructor is being observed, the appraisal team member and the appraisee shall arrange for on‐campus or off‐campus observation as appropriate.

108.5.4 Appraisal Surveys

A. Classroom Activities

Appraisal surveys will be conducted using official ACE, AFT 6554 forms in each class section at least once each year.

Surveys will be completed between weeks 6 and 13. When administering student surveys, a member of the appraisal team or its designee shall read the written instructions to the class and pass out the evaluation forms. That person will inform the students that ratings and written comments will be used in the appraisals and that the instructor will not have access to the written comments until after grades are recorded. That person will collect the completed appraisal forms and return them to the Division Office or appropriate collection point in a timely fashion. The appraisee will leave the room while students fill out the appraisal surveys.

For Distance Education Courses, the student appraisal surveys will be administered by the Office Instruction electronically.

B. Non-classroom Activities

Appropriate appraisal surveys will be conducted using official ACE, AFT 6554 forms during one semester of every year. These surveys will be processed regularly with results going to the appropriate Vice-President’s office and to the member. During evaluation semesters the appraisal team leader will gather together the results of appraisal surveys spanning the 3-year appraisal period and incorporate them into the appraisee’s summary report.

108.5.5 Post-Appraisal Conference

At the conclusion of the appraisal, there will be a conference with the appraisee and the appraisal team to discuss the outcomes of the appraisal and other information such as commendations, record keeping documents, attendance, course syllabi and drop/retention rates, as well as a discussion of performance on professional, collegial, and institutional responsibilities.

If a preliminary indication from the appraisal team is that the result of the appraisal will be Needs-To-Improve in any of the criteria then the faculty member will be informed of that fact.

If the Department Chair is not a member of the appraisal team, he/she may be included in this post-appraisal conference at the request of the team leader.

The Post-Appraisal Conference shall be completed and the summary forwarded to the appropriate Vice-President prior to finals week.

108.5.6 Outcome

The possible outcomes are:

  1. Exemplary: If the member is meeting the criteria outlined in Article 108.4 and contributes significantly beyond those criteria, for example institutional duties in Article 21.2, the appraisal is completed. The appraisal team will provide a statement of justification for the Exemplary outcome on the appropriate summary forms, to be approved by the appropriate Vice‐President.
  2. Satisfactory: If the recommendation is Satisfactory in all areas, the appraisal is completed.
  3. Needs‐To‐Improve: If the appraisal recommends that the member needs to improve in any of the criteria categories listed in Article 108.4 the appraisee will lose reemployment preference and will be re‐evaluated during his/her next semester of assignment. According to the stated process in 108, but the Needs‐to‐
    Improve appraisal process team must include an administrator. Re‐employment preference shall be withdrawn if the appraisal of an associate member’s performance is Needs‐to‐Improve a second time.
  4. Unsatisfactory. If the appraisal outcome is unsatisfactory the appraisee will lose REP and will not be given another assignment.

112.6 Authorization

Education Code Sections 87660 et seq. set forth the requirements for the performance appraisal of members. The legislative intent, as stated in AB 1725, provides that a member’s students, administrators and peers should all contribute to the appraisal but the member should play a central role in the appraisal process and, together with appropriate administrators, assume principal responsibility for the effectiveness of the process.

108.7 Negotiability

Any changes in the District Tenure Review or Performance Appraisal Process shall be subject to the negotiation process. ACE, AFT 6554 shall consult with the Academic Senate prior to engaging in collective bargaining procedures regarding this article (Education Code Sections 87610.1 and 87663).

108.8 Grievability

Only compliance with the performance appraisal process is grievable. Outcomes or results of this article are not grievable.