PROCEDURES AND CRITERIA FOR PERFORMANCE REVIEW AND PERIODIC EVALUATION VOLUME IV: COACHING FACULTY FAM

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1 PROCEDURES AND CRITERIA FOR PERFORMANCE REVIEW AND PERIODIC EVALUATION VOLUME IV: COACHING FACULTY I. PREAMBLE CHAPTER 1 PROCEDURES FOR PERIODIC EVALUATION OF COACHES The purpose of evaluation is to develop and maintain a high quality coaching staff which is professionally active and which communicates effectively with students. The following sources of information are used in the process of evaluation: A. Coach activities report (appropriately documented); B. Coach s evaluation form; C. Coach s practice visitation report; D. Student Athletes Opinion of Coaching Effectiveness E. Other relevant materials. The evaluation process is designed to provide constructive guidance to the coach in achieving professional development to ensure the protection of coach, student, and institutional interests. Procedures contained in this document are in accordance with the Collective Bargaining Agreement. This Memorandum of Understanding uses the term "Coaching Faculty Unit Employees" to refer to all coaches in Bargaining Unit 3. In this document, the term "coach" shall refer to the coaching faculty unit employees. Where disagreement occurs between this document and the collective bargaining agreement, the collective bargaining agreement shall prevail. 1

2 II. EVALUATION A. TYPE OF EVALUATION All coaches in Bargaining Unit 3 are subject to periodic evaluation per article 15 of the collective bargaining agreement. B. GENERAL PROVISIONS OF EVALUATION 1. Only tenured faculty members and administrators may engage in deliberations and make recommendations to the President regarding the evaluation of coaches. Evaluation criteria and procedures shall be made available to coaches no later than 14 days after the first day of instruction of the academic term. Once the evaluations process has begun, there shall be no changes in criteria and procedures used to evaluate the coaches during the evaluation process. 2. At all levels of review, before recommendations are forwarded to a subsequent level, coaches shall be given a copy of the recommendation and the written reasons therefore. The coach may submit a rebuttal statement or response in writing and/or request a meeting be held to discuss the recommendation within ten (10) days following receipt of the recommendation. A copy of the response or rebuttal statement shall accompany the Working Personnel Action File (WPAF) also be sent to all previous levels of review. This section shall not require that evaluation timelines be extended. 3. Personnel recommendations or decisions shall be based on the Personnel Action File (PAF). Should the President make a personnel decision on any basis not directly related to professional qualifications, work performance, or personal attributes of the individual coach in question, those reasons shall be reduced to writing and entered into the Personnel Action File and shall be immediately provided to the coach. 4. Personnel recommendations or decisions shall be confidential except that the affected coach, the Director of Athletics, and, the President shall have access to written recommendations. 5. Procedures and criteria for evaluation shall be approved by the President after consideration of the recommendations of the coaches and the appropriate faculty committee(s). C. COACH EVALUATION COMMITTEE Composition: The Coach Evaluation committee shall be composed of the Faculty Athletics Representative, a tenured faculty member from the Intercollegiate Athletics Advisory Committee and one additional tenured faculty member approved by the coaches. 2

3 Functions: This committee shall conduct periodic evaluations of coaches. D. INSTRUMENTS OF EVALUATION E. FILES 1. The Coach s Evaluation Form FSD: 96-09v4.R1 2. Coach Activities Report (CAR) To be completed by all coaches subject to periodic evaluation. This shall include the following areas: coaching and organizational effectiveness, athletic training, general performance, administrative assignments and the overall team performance. Supporting documentation since the last CAR must be attached. 3. Coach s Practice Visitation Report 4. Student Athletes Opinion of Coaching Effectiveness 1. The Personnel Action File (PAF) a. A PAF shall be maintained for each coach in accordance with Article 11 of the collective bargaining agreement. b. A coach shall have the right to submit additional materials to his/her PAF and shall have the right to submit a written rebuttal to any material in his/her file. Only material identified by source may be placed in the PAF. Identification shall indicate the author, the committee, the campus office, or the name of the officially authorized body gathering the material. The coach shall be provided with a copy of any material to be placed in the PAF at least five days prior to the placement. c. A coach shall have the right of access to all material in his/her PAF, exclusive of pre-employment materials, except when the preemployment materials are used in personnel actions. d. The PAF may be inspected by the coach upon request to the Office of the Director of Athletics. A copy of all materials requested shall be provided within fourteen days of the request. If the coach believes that any portion of the file is not accurate, a correction or deletion of those materials may be requested. If the request is denied, the coach shall have seven days to submit the request to the President. Within twenty-one days of the request to the President, the President shall provide to the coach a written response. If the President grants the request, the record shall be corrected or the deletions made, and the coach shall be sent a written statement to that effect. If the President denies the request, 3

4 the response shall include the reason(s) for denial. e. The PAF shall be held in confidence. Access to a coach's file shall be limited to persons with official business. The Athletics Office shall log all instances of access to a PAF. This record shall be a part of the file. 2. Working Personnel Action File (WPAF) a The WPAF refers to the portion of the Personnel Action File used during the time of evaluation of a coach. The WPAF shall include where required the following: 1. Coach Activities Report; 2. Coaches Evaluation Form; 3. Coaches Peer Visit Report; 4. Responses and rebuttals; 5. All other evaluation materials appropriately included in the PAF; FSD: 96-09v4.R1 6. All current and previous summary statements and recommendations resulting from the evaluation proce b. Materials submitted to the WPAF by a coach for evaluation purposes shall be deemed incorporated by reference in the PAF, but need not be physically placed in the file. An index of such materials shall be prepared by the coach and submitted with the materials. Such an index shall be permanently placed in the PAF. F. RECOMMENDATIONS Recommendations shall be made following a thorough review of the WPAF relative to each applicable criterion. All participants who make recommendations shall, in addition, ensure that criteria are applied equally for each coach evaluated. If there are omissions of documentation, information or recommendations in the materials submitted for review, the materials may be returned for amplification. Any such amplification shall be provided in a timely manner. III. PERIODIC EVALUATION A. DEFINITION Coaches will be evaluated on a periodic basis unless there is a legitimate reason for evaluating a coach more frequently. A determination on whether to evaluate a coach outside the period shall be made by the Coach Evaluation Committee. 4

5 B. PURPOSE OF PERIODIC EVALUATION The purpose of a periodic evaluation is to evaluate the professional progress and the general capability of the coach in the following areas (please note these areas are not listed in order of importance): overall team performance, recruiting, compliance to NCAA and Conference rules, fundraising and community service, student-athlete wellbeing, student-athlete academic performance and retention, and administrative assignments. The evaluation may provide constructive guidance to the coach regarding professional development to ensure the protection of the coach, the student-athlete and the institution. Where necessary, steps may be recommended to improve performance. C. RESULT OF PERIODIC EVALUATION The result of the periodic evaluation is to be a summary statement on the strengths and weaknesses of the coach in the areas of overall team performance, recruiting, compliance to NCAA and Conference rules, fundraising and community service, student-athlete well-being, student-athlete academic performance and retention, and administrative assignments. This statement may include recommendations for improvement. Upon completion, each summary statement shall be placed in the PAF and a copy shall be provided to the coach. The results of the periodic evaluation of coaches shall be given careful consideration whenever reappointment is considered and it may be used as the basis for recommending movement to a higher salary range. Recommendation for movement to a higher salary range shall only be made in cases where the coach has reached the service step maximum of his/her salary range. D. PROCEDURES FOR PERIODIC EVALUATION 1. Head Coaches a. Timelines for conducting periodic evaluations shall be in accordance with the collective bargaining agreement and those specified by Academic Affairs at the start of the Academic Year. Prior to the start of the evaluation, the head coach will complete and submit the Coach Activities Report (CAR) forms to the Athletic Director's office. b. The Athletics Director's office assembles the Working Personnel Action File (WPAF) consisting of the Coach Activities Report, Peer Visit s Report, and other relevant materials. c. The Director of Athletics and the Coach Evaluation Committee shall conduct concurrent and independent evaluations. The Director of Athletics shall review the WPAF and complete his/.her Coach Evaluation Form. The Coach Evaluation Committee shall review the WPAF and submit their periodic evaluation. Prior to 5

6 being forwarded to the Vice President in charge of Athletics, coaches shall be given a copy of the evaluations and the written reasons therefore. The coach may submit a rebuttal statement or response within ten (10) days following the receipt of the evaluations. A copy of the response or rebuttal shall accompany the Working Personnel Action File. d. The Vice President in charge of Athletics shall receive the WPAF, review its contents and recommendations, and reach a decision regarding the evaluation, if required. This decision shall be communicated in writing to the coach and shall state the reasons for that decision e. When a Head Coach has reached the service step maximum of a salary range, Director of Athletics shall submit a recommendation to the Vice President in charge of Athletics regarding movement to a higher salary range. f. The Vice President in charge of Athletics shall respond to recommendations for movement of Head Coaches to a higher salary range. 2. Assistant Coaches a. In addition to those steps outlined above for Head Coaches, the WPAF for Assistant coaches shall include peer input by his/her Head Coach. Head Coach reports shall be completed prior to the start of the periodic evaluation. The reports shall vary sport by sport, based upon the particular needs and requirements of the head coach.. b. When an assistant coach has reached the service step maximum for a salary range, the Director of Athletics shall submit a recommendation to the Vice President in charge of Athletics regarding movement to a higher salary range. c. The Vice President in charge of Athletics shall respond to recommendations for movements of assistant coaches to a higher salary range. IV. DISCUSSION WITH THE COACH FSD: 96-09v4.R1 Following the completion of the review process, the Director of Athletics shall provide an opportunity for discussion with the coach. This will ensure that the evaluation process is one of growth, maturation and collegiality. 6

7 I. AREAS OF EVALUATION A. OVERALLTEAM PERFORMANCE CHAPTER 2 CRITERIA FOR PERIODIC EVALUATION Coaches are expected to develop and maintain competitive athletic teams. Team performance shall be evaluated in relation to the amount of resources that are available to the program, e.g., scholarship dollars, operating budgets, coach's timebase; and the level of ability of those against whom the University competes, e.g. strength of conference. B. RECRUITING Coaches are expected to recruit student-athletes who will be strong representatives of the program and who have been recruited from the widest geographical area within the region. Recruitment shall be evaluated in relation to the amount of resources that are available to the program, e.g. scholarship dollars, operating budgets, coach s timebase. Coaches are also expected to show good judgment in the distribution of athleticallyrelated aid, while exploring all options for other financial aid. C. COMPLANCE TO NCAA AND CONFERENCE RULES Coaches are expected to perform within the rules and regulations of the NCAA and the Conference Office. Consistent secondary violations and/or major violations of NCAA and Conference rules may result in disciplinary action in accordance with the applicable collective bargaining agreement. D. FUNDRAISING AND COMMUNITY SERVICE Coaches are expected to develop a circle of support within the campus and community leading eventually to the creation of a booster club. Coaches are expected to help market the program, increase attendance at games and matches, and develop and/or participate in fundraising activities for the purpose of increasing scholarships and obtaining funds for additional operating expenses. Fundraising and community service shall be evaluated in relation to the amount of resources that are available to the program and the coach s timebase. Coaches are also required to engage in and encourage their athletes to be involved in community service activities. 7

8 E. STUDENT-ATHLETE WELL BEING Coaches are required to facilitate a safe and welcoming environment for studentathletes. Student-athletes must be able to be involved in reasonable and responsible campus social activities available to all students and that fit within the team rules for conduct. F. TEAM ACADEMIC PERFORMANCE STUDENT-ATHLETE ACADEMIC PERFORMANCE AND RETENTION Coaches are required to help maintain the academic eligibility of student-athletes by providing them with guidance towards satisfactory academic progress and ultimately completion of degree programs. To the extent possible, coaches are also expected to help retain student-athletes with remaining eligibility. G. ADMINISTRATIVE ASSIGNMENTS Coaches are expected to comply with administrator requests designed to advance the mission of their program or the athletic department. Coaches are expected to understand and complete all required NCAA, Conference, and University paperwork in a timely manner and are expected to understand and operate within budgetary allocations. Administrative assignments shall be evaluated in relation to the amount of resources that are available to the program and the coach s timebase. H. ETHICAL CONDUCT Coaches are expected to conduct themselves and their programs with honesty, sportsmanship, honor and dignity as outlined in NCAA Bylaw 10 on ethical conduct. 8