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Periodic Evaluation for Athletic Coaches

Definition:This document sets forth the procedures for periodic performance review of coaches. The provisions of this document are intended to be implemented in conformity with University-wide policy on Periodic Evaluation of Temporary Faculty.
Authority:The Collective Bargaining Agreement between California State University and the California Faculty Association.
Scope:Coaching faculty within the Department of Athletics.
Responsible Division:Academic Affairs
Approval Date:03/17/2016
Originally Implemented:09/08/2008
Signature Page/PDF:View Signatures for Periodic Evaluation for Athletic Coaches Policy


Notes

Forms for Evaluation of Athletic Coaches

Procedure

I. GENERAL ELEMENTS

The purpose of this document is to provide a procedure for the annual periodic evaluation of coaching faculty unit employees. The document complies with the procedure as set forth in the Collective Bargaining Agreement (CBA, Article 15). Within 14 days of appointment, the Director of Athletics will provide coaches with a copy of this procedure on the Periodic Evaluation of Athletic Coaches.

The custodian of the Personnel Action Files (PAFs) of athletic coaches shall be the Associate Vice President for Faculty Affairs. 

II. EVALUATION PROCESS FOR HEAD COACHES

A. The Working Personnel Action File:  The Head Coach will submit a Working Personnel Action File (WPAF) consisting of items 1, 2, 3 and 5 below.

  1.  Form A1, “CSUSM Intercollegiate Athletics: Season Goals,” with the Pre-season Goals and Post-season Assessment sections completed.
  2. A personal post-season assessment.  This assessment may include a simple outline of which goals were met and which were not, or a more detailed discussion of how or why goals were or were not met.  Supporting materials may be included as well.
  3. Form D, “Peer Input” (optional).
  4. Student-athlete evaluations. The Director of Athletics will directly access the student-athlete evaluations; coaches do not need to submit these evaluations with their WPAFs. Copies will be provided to the coaches.
  5. An index of these materials, which shall be permanently placed in the Head Coach’s Personnel Action File (PAF).

 Timeline:

B. Pre-season goals and post-season assessment meetings: Prior to each season of competition, the Head Coach and the Director of Athletics will meet to set goals for the upcoming season.  Goals will be set in the areas of team athletic performance, team academic performance, fundraising, and recruiting; an “other” category will also be available for any program-specific goals that may apply. It is expected that the goals will be challenging but realistic¾ not unreasonable or unattainable. These goals will be documented in the “Pre-season Goals” section on Form A1: CSUSM Intercollegiate Athletics: Season Goals.

At the conclusion of each season, the Head Coach and the Director of Athletics will meet to assess whether or not the set pre-season goals were met.  If the goals were not met, they will discuss the reasons. The post-season assessment will be documented in the “Post-season assessment” section on Form A1: CSUSM Intercollegiate Athletics: Season Goals.

Timeline: 

C. Student-athlete evaluations: Head Coaches will be evaluated by their student-athletes using Form B1, “Student-Athlete Evaluation of CSUSM Intercollegiate Athletics (Head Coach).”

The Office of Institutional Planning & Analysis will generate the evaluations for each team to complete near the conclusion of the season at a team meeting at which the coach being evaluated will not be present.  The evaluation results will be sent to the Director of Athletics and, after the completion of the season, to the coach.

Timeline:


D. Peer Input (optional): Coaches have the option of submitting a peer evaluation using Form D, “Peer Input,” as part of their WPAFs.

E. Performance Appraisal: The information submitted with the WPAF, including documentation of the pre-season goals and post-season assessment meetings, student-athlete evaluations, and peer input (if any), will form the basis for the Head Coach’s Performance Appraisal to be done by the Director of Athletics.  The Director of Athletics will complete Form C1, “Cal State San Marcos Athletics: Performance Appraisal for Head Coaches” and provide a copy to the Head Coach. The Head Coach will be given at least five (5) days’ notice of the placement of Form C1 in his/her PAF.

F. The Head Coach may request an external review of the materials submitted for evaluation. Such a request must document the special circumstances that necessitate an external reviewer. The request must be approved by the President’s designee.

Timeline:

III. EVALUATION PROCESS FOR ASSISTANT COACHES

A. The Working Personnel Action File:  The Assistant Coach will submit a Working Personnel Action File (WPAF) consisting of items 1, 2, 3 and 5 below.

  1. Form A2, “CSUSM Intercollegiate Athletics: Season Goals,” with the Pre-season Expectations and Post-season Assessment sections completed.
  2. A personal post-season assessment.  This assessment may include a simple outline of which goals were met and which were not, or a more detailed discussion of how or why goals were or were not met.  Supporting materials may be included as well.
  3. Form D, “Peer Input” (optional).
  4. Student-athlete evaluations. The Director of Athletics will directly access the student-athlete evaluations; coaches do not need to submit these evaluations with their WPAFs. Copies will be provided to the coaches.
  5. An index of these materials, which shall be permanently placed in the Assistant Coach’s Personnel Action File (PAF).

Timeline:

B. Pre-season expectations and post-season assessment meetings: Prior to each season of competition, the Head Coach will meet with each Assistant Coach to discuss expectations for Assistant Coach performance for the upcoming season.  Duties with respect to attendance at practice and competition, work with student-athletes, and administrative duties will be set; an “other” category will also be available for any program-specific duties that may apply. These goals will be documented in the “Pre-season Expectations” section on Form A2: CSUSM Intercollegiate Athletics: Season Expectations.

At the conclusion of each season, the Head Coach will meet again with each Assistant Coach to assess whether or not the expectations were met. If expectations were not met, they will discuss the reasons.  The post-season assessment will be documented in the “Post-season Assessment” section on Form A2: CSUSM Intercollegiate Athletics: Season Expectations.

Timeline: 

C. Student-athlete evaluations: Assistant Coaches will be evaluated by their student-athletes using Form B2, “Student-Athlete Evaluation of CSUSM Intercollegiate Athletics (Assistant Coach).”  Because of the unique responsibilities of track and field Assistant Coaches, they will be evaluated using Form B3, “Student-Athlete Evaluation of CSUSM Intercollegiate Athletics (Track and Field Assistant Coach).”

The Office of Institutional Planning & Analysis will generate the evaluations for each team to complete near the conclusion of the season at a team meeting at which the coach being evaluated will not be present. The evaluation results will be sent to the Director of Athletics and, after the completion of the season, to the Assistant Coach.

Timeline:


D. Peer Input (optional): Coaches have the option of submitting a peer evaluation using Form D: “Peer Input,” as part of their WPAFs.

E. Performance Appraisal: The information submitted with the WPAF, including documentation of the pre-season expectations and post-season assessment meetings, student evaluations, and peer input (if any) will form the basis for the Assistant Coach’s Performance Appraisal to be done by the Director of Athletics with input from the Head Coach. The Director of Athletics will complete Form C2, “Cal State San Marcos Athletics: Performance Appraisal for Assistant Coaches,” and provide a copy to the Assistant Coach. The Assistant Coach will be given at least five (5) days’ notice of the placement of Form C2 in his/her PAF.

F. The Assistant Coach may request an external review of the materials submitted for evaluation. Such a request must document the special circumstances that necessitate an external reviewer. The request must be approved by the President’s designee.

Timeline:

IV. COACHING FACULTY REBUTTAL/RESPONSE PROCESS

Per Article 15 of the Collective Bargaining Agreement between the CFA and the CSU, the Head Coach or Assistant Coach may submit a rebuttal or response in writing and/or request a meeting to discuss the evaluation within ten (10) days following receipt of the evaluation. A copy of the response or rebuttal statement shall be placed with Form C1/C2 in the coach’s PAF.

V. FORMS TO BE USED FOR EVALUATION OF COACHING FACULTY

A. Form A1: CSUSM Intercollegiate Athletics: Season Goals  – for head coaches.

B. Form A2: CSUSM Intercollegiate Athletics: Season Expectations  – for assistant coaches.

C. Form B1: Student-Athlete Evaluation of CSUSM Intercollegiate Athletics (Head Coach)

D. Form B2: Student-Athlete Evaluation of CSUSM Intercollegiate Athletics (Assistant Coach)

E. Form B3: Student-Athlete Evaluation of CSUSM Intercollegiate Athletics (Track and Field Assistant Coach)

F. Form C1: Cal State San Marcos Athletics: Performance Appraisal for Head Coaches

G. Form C2: Cal State San Marcos Athletics: Performance Appraisal for Assistant Coaches

H. Form D: Peer Input (optional)