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:09/08/2008
Implementation Date:09/08/2008
Originally Implemented:09/08/2008
Signature Page/PDF:View Signatures for Evaluation for Athletic Coaches Policy


Notes

Forms for Evaluation of Athletic Coaches

Procedure

I. GENERAL ELEMENTS

The purpose of this policy is to provide procedures for periodic performance review of coaching faculty. The policy follows the procedures for periodic evaluation in accordance with the Collective Bargaining Agreement (CBA) . Within 14 days of appointment, the Director of Athletics will provide coaching faculty Unit 3 employees with a copy of this policy on Evaluation of Coaching Faculty Unit 3 Employees.

The custodian of the Personnel Action File shall be the Associate Vice President for Planning and Academic Resources.

II. EVALUATION PROCESS FOR HEAD COACHES

A. The Working Personnel Action File: The coach will submit the components below as part of the Working Personnel Action File (WPAF).

  1. Form A1 with the pre-season goals section 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. Student-athlete evaluations.
  4. Peer input (optional).

The WPAF shall be submitted to the AD by Jan. 2 for Fall sports.

The WPAF shall be submitted to the AD by Jun. 1 for Spring sports.

B. Goal-setting and follow-up meetings: Prior to each season of competition, the head coach and the Director of Athletics (AD) 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 realistic -- not unreasonable or unattainable.

At the conclusion of each season, after the WPAF is submitted or after the applicable WPAF deadline if no WPAF is submitted, the head coach and AD will meet to assess whether or not the goals set were met. If the goals were not met, they will discuss the reasons.

The goals set and the follow-up assessment will be documented on Form A1, "CSUSM Intercollegiate Athletics: Season Goals."

Timeline:
  • Pre-season meetings held before first official contest.
  • Post-season meetings held as soon after conclusion of season as possible with Jan. 9 deadline for
  • Fall Sports and a Jun. 8 deadline for Spring sports.
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 Research will administer the evaluations electronically to each team near the conclusion of the season. The evaluation results will be sent to the coach and to the AD.

Timeline: The forms will be administered during the same time span as the course evaluations for the instructional faculty. Fall sports student-athlete evaluations will be administered in the same period as fall semester course evaluations, and spring sports student-athlete evaluations will be administered in the same period as spring semester course evaluations.

D. Peer input (optional): Coaches have the option of submitting letters or other forms of documentation of their coaching from their peers. It is understood that input from persons not familiar with the daily operation of the teams will carry less weight than input from informed persons.

Peer input will be submitted as part of the Working Personnel Action File (WPAF). All deadlines applying to the WPAF in this document apply to peer input, also.

E. Performance Appraisal: The information from the WPAF, including documentation of goal-setting and follow-up meetings, student evaluations, and peer input (if any) will be part of the informational basis for a coach performance appraisal to be done by the AD. The AD will use Form C1, "Cal State San Marcos Athletics Performance Appraisal for Head Coaches." The AD will then meet with each coach to review the performance appraisal. The AD and coach will both sign the performance appraisal form; the coach's signature will indicate that she/he has reviewed the form and had an opportunity to discuss it with the AD, not necessarily that she/he agrees with the appraisal. Copies of the performance appraisal form will be given to the coach and placed in the coach's Personnel Action File (PAF). Timeline:
  • For Fall sports: performance appraisal forms must be completed by Jan 16.
  • For Spring sports: performance appraisal forms must be completed by June 15.

III. EVALUATION PROCESS FOR ASSISTANT COACHES

A. The Working Personnel Action File: The assistant coach will submit the components below as part of the Working Personnel Action File (WPAF).

  1. Form A2 with the expectations section completed.
  2. A personal post-season assessment. This assessment may include a simple outline of which expectations were met and which were not or a more detailed discussion of how or why expectations were or were not met. Supporting materials may be included as well.
  3. Student-athlete evaluations.
  4. Peer input (optional).

The WPAF shall be submitted to the AD by Jan. 2 for Fall sports.

The WPAF shall be submitted to the AD by Jun. 1 for Spring sports.

B. Expectation-setting and assessment meetings: Prior to each season of competition, the head coach and the AD will meet with each assistant coach to set 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. At the conclusion of each season and after the WPAF is submitted or after the deadline if no WPAF is submitted, the head coach and AD will meet again with each assistant coach to assess whether or not the expectations were met. The expectations set and the follow-up assessment will be documented on Form A2 "CSUSM Intercollegiate Athletics: Season Goals." Timeline:
  • Pre-season meetings held before first official contest.
  • Post-season meetings held as soon after conclusion of season as possible.
C. Student-athlete evaluations: Assistant coaches will be evaluated by their student-athletes using Form B2,"Student-Athlete Evaluation Of CSUSM Athletics (Assistant Coach)." Because of the unique responsibilities of track and field assistant coaches, they will be evaluated with a separate form, Form B3, "Student-Athlete Evaluation of CSUSM Athletics (Assistant Track and Field Coach)." The Office of Institutional Research will administer the evaluations electronically to each team near the conclusion of the season. The evaluation results will be sent to the coach and to the AD.

Timeline: The forms will be administered during the same time span as the course evaluations for the instructional faculty. Fall sports student-athlete evaluations will be administered in the same period as fall semester course evaluations, and spring sports student-athlete evaluations will be administered in the same period as spring semester course evaluations.

D. Peer input (optional): Coaches have the option of submitting letters or other forms of documentation of their coaching from their peers. It is understood that input from persons not familiar with the daily operation of the teams will carry less weight than input from informed persons.

Peer input will be submitted as part of the Working Personnel Action File (WPAF). All deadlines applying to the WPAF in this document apply to peer input, also.

E. Performance Appraisal: The information from the WPAF, including documentation of expectation-setting and follow-up meetings, student evaluations, and peer input (if any) will be part of the informational basis for a coach performance appraisal to be completed by the head coach and AD. The AD will complete Form C2, "Cal State San Marcos Athletics Performance Appraisal for Assistant Coaches."

The AD will then meet with each assistant coach to review the performance appraisal. The AD and assistant coach will both sign the performance appraisal form; the assistant coach's signature will indicate that she/he has reviewed the form and had an opportunity to discuss it with the AD, not necessarily that she/he agrees with the appraisal. Copies of the performance appraisal form will be given to the coach and placed in the coach's Personnel Action File (PAF). Timeline:
  • For Fall sports: performance appraisal forms must be completed by Jan 16.
  • For Spring sports: performance appraisal forms must be completed by June 15.

IV. COACHING FACULTY REBUTTAL/RESPONSE PROCESS

Per section 15.5 of the Collective Bargaining Agreement between the CFA and the CSU, the head coach or assistant coach may submit a rebuttal statement or response in writing and/or request a meeting be held to discuss the evaluation within ten (10) days following receipt of the evaluation. A copy of the response or rebuttal statement shall be placed in the PAF

V. FORMS TO BE USED FOR EVALUATION OF COACHING FACULTY

A. Form A1: CSUSM Intercollegiate Athletic Season Goal Meetings - form for head coaches.

B. Form A2: CSUSM Intercollegiate Athletic Season Goal Meetings - form 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