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Peformance Review Guidelines

Revised May 9, 2022

Annual and Triennial Review

The School of Arts & Sciences has a two-tiered performance review process:

1. Pre-tenure faculty and directors with faculty status who have served less than ten (10) semesters are evaluated annually until they have earned tenure or passed the ten (10) semester probationary period.

NOTE: Faculty who are hired with tenure will be evaluated annually until after the third year at the University of Richmond.

Following the recommendations of the Faculty Affairs Committee (September 2021), the School of Arts and Sciences requires tenured faculty and directors with faculty status who have completed ten (10) semesters of service to the university to undergo a triennial review in their “A” year and submit a formative evaluation in addition to a short report and updated curriculum vitae in their “B” and “C” years starting in June 2022.

2. Tenured faculty with three or more continuous years of service at the University of Richmond and directors with faculty status who have completed ten (10) or more semesters of service in a continuing position in the School of Arts & Sciences will submit a triennial report every three years. The triennial review entails an accounting of the previous three years of activity and accomplishments and the faculty will supply a report to their chair or designated evaluator using the form appropriate to their appointment.

In the intervening years (“B” and “C” years) when a full triennial report is not submitted, the faculty member will submit a short report listing activities and accomplishments for the past year and include an updated CV. This short report and CV will go to the department chair and to the A&S Dean’s office. In addition to the short report, the faculty in their “B” and “C” years will also complete a formative evaluation reflecting on their goals and accomplishments over the past year and setting goals for the coming year and beyond.

Department chairs and the deans use this review process to mentor colleagues in developing as teachers, scholars and citizens of the university. The merit review is a critical factor in determining any salary increases. NOTE: A faculty member who does not submit a performance review report when they are scheduled for a full review is not eligible for a salary increase.

Process and Timeline

By the end of June, or a date stipulated by the department chair, all pre-tenure faculty and faculty hired with tenure who have not completed three years of service at the University of Richmond must submit an annual performance report to the department chair using this performance report form. All continuing directors who have not yet completed ten (10) semesters of service must submit an annual performance report to the department chair using this performance report form.

Tenured faculty and directors with more than ten (10) semesters of service who are in their “A” year in their department’s triennial rotation must submit a triennial performance report for the prior three years using the form appropriate to their appointment.

The chair may request and review other evidence of the faculty member’s performance, but only the performance report and CV together with the chair’s evaluation will be submitted to the dean’s office.

The chair of the department will complete a chair’s evaluation for each continuing faculty member (tenure-stream and directors with faculty status) under review in the department using the appropriate chair’s evaluation form for either tenure-stream or directors with faculty status. In the narrative section of the evaluation, the chair will contextualize the faculty member’s accomplishments and discuss goals for the upcoming year. The chair should set up a meeting with each faculty member under review to discuss their accomplishments and goals. The chair may request a meeting with the dean to discuss the department evaluations before submitting them to the dean’s office. 

The Arts & Sciences Dean’s office will provide chairs with instructions on how to upload files electronically in early October. By the first Monday in November, the chairs will submit the performance review forms and the chair’s evaluations to the dean’s office. The dean’s office will review the reports and the chairs’ evaluations and the dean will assign a merit category for each faculty member. If the dean’s evaluation of a specific performance category differs from that of the chair, these will be documented and discussed with the chair. The chair’s evaluation and the dean’s revision, if any, will be shared with the faculty member.

During the Fall semester, Academic Council will dedicate one meeting to a discussion of the performance evaluation process and provide feedback to the dean.

The dean will develop a framework for distributing merit salary increases based on performance reviews. The dean will review the proposed merit increase for each faculty member with the provost for approval.

Elements of the Performance Report

Annual Performance Report

Faculty completing an annual performance report (see above) must submit the following for the year under review (June 1 to May 31):

The performance report:

Chair’s evaluation:

The department chair or designated evaluator must complete the chair’s evaluation form for tenure stream and for directors for each faculty member being reviewed. For a pre-tenure faculty member, the chair’s evaluation should offer recommendations for goals and priorities in preparation for the tenure review, but the chair’s evaluation should not anticipate any recommendation by the Tenure & Promotion Committee.

Triennial Performance Report

Continuing faculty transition to the triennial review the same year they are awarded tenure (for tenure-track faculty) or the same year in which they have achieved ten (10) semesters of service to the university in a continuing position (for directors with faculty status). The triennial review is then based on performance over the previous three years. For example: if a faculty member is tenured in 2022, then a triennial report should be submitted by July 1, 2022 and would include the previous three years: 2019-20, 2020-21, and 2021-22 (i.e. for achievements from June 1, 2019 through May 31, 2022). The merit ranking will affect salary for the next three years.

Faculty completing a triennial report must submit the following for the prior three years under review (June 1 of year one to May 31 of year three):

The performance report:

Triennial Schedule for Performance and Merit Review 

The triennial schedule applies to all tenured faculty who have completed three or more years of continuous service at the University of Richmond and continuing directors with faculty status with ten or more semesters of service in the School of Arts and Sciences. By February 2022, all departments in the School of Arts & Sciences formalized a triennial schedule for their continuing faculty that will be used as the basis of the rotation. The divisional associate deans will communicate with chairs in May each year about which faculty are in their “A” year in the rotation and which are in their “B” and “C” years.

Under the triennial review, the merit category for faculty who are in their “A” year in the rotation will carry forward until their next triennial review.

Faculty in their “B” or “C” years in the rotation, must submit a short report and an abbreviated CV to their department chair and the A&S Dean’s office. The formative evaluation is required in addition to the short report, but is for internal department purposes and is not submitted to the dean’s office.

Components of the Short Report

Faculty in their “B” and “C” years in the rotation should submit the following for the year under review:

1. List:

Courses taught and enrollments:

  • Course number, title, units (or credit hours), number of students
  • New or significantly revised course(s)

Mentoring and advising responsibilities:

  • Theses or independent study projects directed, including names of students, titles of projects and dates completed
  • Advising activities, including number of undeclared student advisees, number of major advisees, and other advising such as study abroad, interdisciplinary programs (indicate numbers of advisees in each)

Scholarly presentations, productions, publications and creative works for the past year (each piece of work can only be counted once):

  • Publications that appeared in print (and/or have been accepted for publication)
  • Papers, addresses, and lectures (titles, places, and dates)
  • Exhibitions, performances, and productions performed or exhibited (titles, places, dates)

Departmental, Arts & Sciences, or university service roles and responsibilities:

  • Committee assignments
  • Administrative and departmental responsibilities
  • Work with student organizations or groups

Professional or community service responsibilities:

  • Offices held
  • Service to local, regional, national, and international groups

Awards, recognitions, or other achievements:

  • Professional recognition for teaching, scholarship, or creative activity (awards, honors, etc.)
  • Grants applied for and/or new grants received (give date of original application)

2. An updated and abbreviated curriculum vitae (no more than 3 pages) 

Components of the Formative Evaluation

The performance review process includes a segment, noted at the end of the department chair’s report: “…in order to further the faculty member’s professional development, please discuss the faculty member’s goals and priorities for the coming years.” Faculty reporting of goals and development and chair feedback on these goals have been inconsistent in past years. Moving forward, chairs should plan to complete a brief formative review of faculty each year in conjunction with the annual and triennial performance review process.

The dean will provide guidance at the beginning of the academic year on the process of goal setting and conversations about faculty development. For the upcoming year, AY 2022-2023, we have provided this formative evaluation form. The formative evaluation should capture faculty’s accomplishments and goals along with chairs’ feedback.

The formative evaluation consists of a one-page report, written by the faculty member. This evaluation requires two items in either narrative or bulleted form, and should incorporate teaching, research, professional development, and service: 

  • Major accomplishments of the past year
  • Goals for the coming year and beyond

This written evaluation should be followed by a substantive conversation with the department chair or designated evaluator. The highlights of that conversation should be documented in a 250 word (maximum) response by the chair that offers feedback on accomplishments and goals for the coming year. This process also requires a sign-off from both the faculty member and chair/evaluator. The review should be held within the department, however, chairs should inform the dean by the first Monday in November that the formative review process for faculty has been completed.

NOTE: The dean will consult with the Tenure and Promotion Committee to determine whether faculty will be given the option to include their formative evaluations as evidence in a promotion portfolio, as recommended by the Faculty Affairs Committee.