Southern Polytechnic State University Policy and Procedure Manual P&P Number:  814.10		Original Date: March, 1998 Previous Revision: None Approved: March 24, 2008
Data Collection Protocol for Administrative Assessment
Contents	This P&P includes the following main sections: q Overview q Evaluation Process q Respondents for each Administrator’s Assessment
Overview	This document describes the manner in which the University will collect and archive feedback about the performance of administrators to be used in the annual performance assessment process.  This Data Collection Protocol for Administrative Assessment consists of soliciting feedback from individuals who have a basis for commenting on the administrator’s work, tabulating the feedback, reporting the results, and archiving the original data and tabulated results.  Those results are to be used in the annual assessment of each administrator, but they constitute only one component of an administrator’s annual assessment.  As part of the overall performance assessment process, each administrator is expected to address the collected results and employ them in such a manner as to improve their performance in subsequent review periods. The President has final editorial authority on all documents developed for evaluation.  The feedback forms must include an option for respondents to indicate that they do not have sufficient information to comment on any specific topic. Administrators as defined here include the President, the Vice President of Academic Affairs, the Vice President of Business & Finance, the Vice President of Student & Enrollment Services, the Academic Deans, the Vice President for Advancement, the Chief Information Officer, the Executive Assistant to the President, the Library Director, and the Academic Department Chairs.  The feedback collected by the process described here will become part of the information used in the annual performance assessments of these administrators.
Evaluation Process	The Chief Information Officer will be responsible for ensuring that the feedback forms are distributed electronically during the first week of February.  The Secretary to the President will verify the accuracy of the assessments lists prior to their distribution. Feedback forms will be completed electronically by the third week of February. The responses will be compiled for each administrator who is being evaluated, and they will be distributed as follows: · The President’s summarized results will be sent to the President. · Summary results for each Vice President, the Chief Information Officer, and the Executive Assistant to the President will be sent to the respective administrator, with copies sent to the President. · The summary results for the Academic Deans and the Library Director will be sent to the respective administrator, with copies sent to the Vice President for Academic Affairs. · The summary results for the Department Chairs will be sent to the respective Department Chair, with copies sent to the respective Dean and the Vice President for Academic Affairs.
Participants for Each Administrator’s Assessment	The President: The President will be assessed by all Vice Presidents, the Chief Information Officer, Deans, Department Chairs, Directors, Assistants to the President, the Secretary to the President, the Faculty members comprising the Corps of Instruction, and the Staff Council. Other members of the University’s Senior Staff: All Vice Presidents will be assessed both by their own units and by cross-functional groups.  The Vice President for Academic Affairs: The Vice President of Academic Affairs will be assessed as follows: The Unit Assessment is performed within Academic Affairs (including the Library and Extended University) by Department Chairs, Deans, and Directors reporting to the Vice President for Academic Affairs, as well as the members of the Faculty. The Cross-Functional Assessment is performed by the following individuals: the Assistant or Associate Vice President for Academic Affairs, the Vice President for Business & Finance, the Vice President for Student & Enrollment Services, the Vice President for Advancement, the Chief Information Officer, the Executive Assistant to the President, the Dean of Students, and the Academic Deans. Vice Presidents of Other Areas: The Unit Assessment for Vice Presidents outside of Academic Affairs will be performed by all employees under their supervision, as well as by Academic Department Chairs. The Cross-Functional Assessment is provided by the same group as that described for the Vice President for Academic Affairs, including the VPAA. Chief Information Officer: The Chief Information Officer will be assessed by the Information Technology Division staff. The Cross-Functional Assessment is provided by the same group as that described for the Vice President for Academic Affairs, including the VPAA, and Academic Department Chairs. Executive Assistant to the President: The Executive Assistant to the President will be assessed by the same cross-functional group as that described for the Vice President for Academic Affairs, including the VPAA. Other Administrators in Academic Affairs: Deans in Academic Affairs: Deans in Academic Affairs will be assessed by their respective school Department Chairs, faculty, and staff.  The Cross-Functional Assessment is provided by the same group as that described for the Vice President for Academic Affairs.  Director of Library: The Director of the Library will be assessed by the library staff.  The Cross-Functional Assessment is provided by the Academic Deans and Department Chairs. Department Chairs: Department Chairs will be assessed by their respective departmental faculty and staff.  The Cross-Functional Assessment is provided by the other department chairs within their respective schools.