Annual Review of Vice Presidents and Deans

Definition:It is the policy of CSU San Marcos to review all MPP staff annually. The President of CSUSM shall conduct an annual performance review of all Vice Presidents. Vice Presidents shall conduct performance reviews of all Deans who report to them.
Authority:California Code of Regulations, Title V, Article 2.2., "Management Personnel Plan," governs the policy for evaluation of all MPP staff. Changes to this policy require authorization and approval by the President or his/her designee.
Scope:This policy, "Annual Review of Vice Presidents and Deans," covers two categories of Senior Administrators, Vice Presidents and Deans. Both of these categories of Senior Administrators also are subject to "Periodic Reviews," conducted once every three years. See the policy, "Periodic Review of Vice President´s and Deans."
Responsible Division:Office of the President
Approval Date:05/20/2002
Implementation Date:07/01/1999
Originally Implemented:07/01/1999
Signature Page/PDF:View Signatures for Annual Review of Vice Presidents and Deans Policy


Procedure

I. POLICY

California Code of Regulations, Title V, Article 2.2, "Management Personnel Plan," governs the policy for evaluation of all MPP staff. Consistent with that document, it is the policy of CSU San Marcos to review all MPP staff annually. New staff shall be reviewed after six months. The President of CSUSM shall conduct an annual performance review of all Administrative Staff members who report directly to the President. Vice Presidents shall conduct annual performance reviews of Assistant/Associate Vice Presidents, Deans, and Directors who report to them. In turn, these administrators are responsible for conducting annual reviews of any MPP staff who report to them.

This policy, "Annual Review of Vice Presidents and Deans" covers those two categories of Senior Administrators. Reviews for all other MPP positions should be conducted using the University's policy, "Management Personnel Plan Performance Review Program."

The President conducts Annual Reviews for Vice Presidents. The Vice Presidents shall conduct Annual Reviews for Deans.

Both of these categories of Senior Administrators also are subject to "Periodic Reviews," conducted once every three years. The President will coordinate the Periodic Reviews for Vice Presidents and the Vice Presidents for Deans using the separate policy, "Periodic Review for Vice Presidents and Deans."

II. PURPOSE OF THE REVIEW

The focus of the Annual Review shall be on setting performance goals and monitoring the achievement of Vice Presidents and Deans towards meeting those goals. The Annual Review shall identify areas of high performance as well as areas of performance that require improvement. Performance appraisal of Vice Presidents and Deans is intended as a means of measuring and enhancing individual and, in turn, institutional performance, fostering professional development and career growth and meeting internal and external requirements for documentation of individual performance.

The written evaluation constitutes the primary means of establishing compensation for the following year, depending on the CSU systemwide calendar and available funding. The President or Vice President also will consider other factors such as market value of the position, equity within the university, and other related factors.

III. CRITERIA AND CONTENT OF THE REVIEWS

Article 2.2, Sec. 42722, "Evaluation Plan," specifies: "The appointing power shall develop an evaluation plan outlining criteria and procedures for consideration of individual salary adjustments." These procedures and criteria respond to that mandate.

Annual Reviews shall include assessment of the following criteria:
Ability to establish and meet goals; Leadership; Human resources management; Fiscal and material management; Interpersonal communication; Commitment to university mission, vision, and values; Creativity; Integrity; Quality of completed projects; Problem solving skills; Managing one's own professional development.

The President or Vice President responsible for conducting evaluations shall base their assessment on the following information:
Self-assessment of the Vice President or Dean based on an annual goals statement. Information (including interview and questionnaire results) gathered from individuals who work with the Senior Administrator. Information gathered from external constituents, as appropriate. The President or Vice President's own assessment of the Senior Administrator's performance.

IV. CONDUCT OF THE REVIEW

Within the specified calendar for review, each Vice President or Dean shall establish goals and a performance plan for the twelve-month period, September-August. The strategic goals of the University, and its mission, vision and values provide the framework for these goals. The President or Vice President responsible for evaluation shall review and adjust the goals as necessary. The President or Vice President conducting the review has the final responsibility for setting performance goals and plans but will do so in consultation with the individual being reviewed.

At the beginning of each review cycle, the Vice President or Dean shall review and revise as necessary her or his position description. The President or Vice President must approve and sign any changes in the position description.

Within the specified calendar for review, the Dean or Vice President undergoing review shall submit to the President or Vice President a summary of accomplishments towards meeting the annual performance plan as well as other significant achievements. The President or Vice President and the Senior Administrator undergoing review shall jointly develop a list of peers, employees whom they supervise, or other appropriate internal or external references from whom the President or Vice President shall elicit comment. The reviewer may solicit further input from individuals not included on that list.

The President or Vice President shall prepare a written evaluation of the Senior Administrator based on the Content and Criteria as specified above. For review of Vice Presidents and Deans, no standardized form shall be used to present the evaluation; the President or Vice President will write the evaluation in the form of a memorandum.

The President or Vice President shall meet and review the written evaluation with the Senior Administrator being reviewed no later than August 1 of each year.

V. TIMELINE FOR THE ANNUAL REVIEW, ACADEMIC YEAR SCHEDULE

Adherence to the following calendar is an essential element of this policy. All administrators shall be held accountable to complete the steps by the appropriate date.

By August 15 (or within 30 days of hire):
The Senior Administrator works with the President or Vice President to prepare a written statement of goals for the year, to be completed by July 1 of the following year. For a newly hired Senior Administrator, the goals statement shall be completed within 30 days of the beginning date.

Mid to late April:
The President or Vice President shall work with the Senior Administrator under review to identify peers and employees s/he supervises who will contribute information for the President to use in the review. The reviewer may solicit further input from other individuals.

By May 1:
The President or Vice President shall solicit input from peers and employees supervised by the administrator.

By June 1:
The Vice President or Dean undergoing review shall prepare a brief written statement of achievements. The President or Vice President shall complete the gathering of input for the review.

By June 30:
The President or Vice President shall develop the final written narrative evaluation and deliver it to the Senior Administrator undergoing Annual Review.

By August 1:
The President or Vice President shall meet with the Senior Administrator to discuss the Annual Review. Both parties to the review shall sign and date it. One copy shall remain with the President or Vice President, one with the Senior Administrator, and one shall be placed in the Personnel file.

By August 15:
The Vice President or Dean undergoing review shall prepare a preliminary list of goals and meet with the President or Vice President. The President or Vice President has the final responsibility for setting goals, but will do so in consultation with the Senior Administrator undergoing review. The President or Vice President and the Senior Administrator both will retain a signed copy of the final goals statement.