Faculty Handbook

17. Faculty Records

Faculty Personnel Records 

Because appointment as a full-time faculty member may lead to a continuing relationship with the College, it is essential that adequate and detailed documentation support every action involving each faculty member employed by the College, especially those actions pertaining to appointment, promotion, faculty status, separation, and dismissal. Materials containing a supervisor’s warning, sanction, or commendation are to be kept in the faculty member’s personnel file with the faculty member’s full knowledge of any warning, sanction, or commendation. The faculty member should be given every opportunity to place his/her own interpretation of any circumstance leading to a sanction or warning. All personnel records will be kept in strictest confidence. Material concerning faculty benefits will be kept in the Human Resources Office, other materials shall be kept in the office of the Vice President for Academic Affairs. Files will be available for confidential use only to those individuals indicated below. However, the college may permit access to and copying from such files pursuant to lawful requests by federal or state agencies relevant to investigations, hearings, and other such proceedings pending before such agencies or the courts. 

Pre-Employment File The pre-employment file contains all materials required or received by the College in connection with the faculty member’s original appointment. Prior to an appointment, this file is available only to the President, Vice President for Academic Affairs, the Dean or Division Chair, members of the Search Committee, and the Human Resources Office. After employment, the file will be available only to the President, the Vice President for Academic Affairs, the Dean or Division Chair, the appropriate professional staff, and the Human Resources Office. All resumes, dossiers, evaluation forms, and correspondence pertinent to the search will be returned to the office of the Vice President for Academic Affairs for inclusion in this file. 

Personnel File An individual faculty member's personnel file will include, but is not limited to the following: 

1) A copy of the faculty member’s academic contract(s). 

2) Information relating to the faculty member’s academic and professional accomplishments submitted by the faculty member or placed in the file at his/her request. 

3) Copies of ratings and evaluations of the faculty member’s professional performance completed by students, colleagues, or supervisors at the request of the Vice President for Academic Affairs or the faculty member’s Dean or Division Chair.

 4) Personnel information. 

A faculty member will receive a written notification when any materials are added to his/her personnel file. A faculty member's personnel file is available only to the President and Vice President for Academic Affairs and their professional staffs, the individual’s Dean or Division Chair, the Human Resources Office, and the faculty member. A faculty member may authorize in writing access to his/her file by a person not indicated in this paragraph. Availability is also granted to accrediting agencies, federal and state auditors, and other authorized personnel of the College as necessary in order to perform their duties. A faculty member may, for the cost of duplication, obtain copies of material in his/her personnel file. Any such copies will be made by administrative personnel. Faculty Evaluation The faculty evaluation is meant to encourage and assist all full-time faculty members whose primary responsibility is teaching, to develop and perform to the best of their ability. A Professor Emeritus and Artist/Writer/Scholar in Residence are not subject to this evaluation process. Adjunct faculty may be evaluated by the Dean or Division Chair of their school or division and should refer to the Adjunct Faculty Fact Sheet for more information. The overall evaluation of faculty members is determined by their performance in a number of different areas, both inside and outside the classroom. An evaluation is done using the Faculty 30 Evaluation Summary (See Appendices) and the Survey of Student Opinion of Instruction. Use of any additional criteria for evaluation or any change to the above-mentioned evaluation instruments must be approved prior to their use by a majority vote of the Faculty Assembly. 

Evaluation Instruments 

1) Faculty Evaluation Summary The Faculty Evaluation Summary is used to assess a faculty member’s effectiveness in the areas of:

 a) Advising

 b) Teaching and Related Activities 

c) Scholarly and Professional Development 

d) Service to Bacone College and the Community Goals and objectives for the following academic year will also be identified. Each area for evaluation, lists a number of suggested activities that can be used to satisfy that specific area. The activities listed are not meant to be the only allowed activities and every listed activity for an area does not have to be satisfied in order to receive a favorable evaluation for that area. 

A Faculty Evaluation Summary is completed each year in the spring semester by every appropriate faculty member, as a means of self-evaluation and by all Deans and Division Chairs on each of the faculty members in their school or division. Once completed, a faculty member meets with his/her Dean or Division Chair to discuss each other’s evaluations and come to a consensus regarding any disagreements. Both Faculty Evaluation Summaries are then submitted to the Vice President for Academic Affairs. Copies of those evaluations may be made and retained by the faculty member and the Dean or Division Chair.

 2) Online Student Course Evaluation Surveys The College’s faculty have developed and approved a Student Course Evaluation Survey that students access online and rate the quality of their learning experience in a particular class. These surveys are conducted each semester with the respective faculty member receiving an analysis of the students’ responses within a timely manner; usually within the semester the surveys are given. The analyses include comparisons of the students’ responses in each of the survey items to other courses taught within the school/division and across campus. Deans/Division chairs use this information in helping to determine if the adjunct faculty member is to be asked to teach again and how the College can assist the adjunct in improving his or her instruction.