CSUSB - Faculty Senate

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

FAM 303

: FSD 96-09v4; (FSD 85-187v4.R10)

CHAPTER 1

PROCEDURES FOR PERIODIC EVALUATION OF COACHES

I. PREAMBLE

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. Other relevant materials.

Evaluation also includes administrative review.

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 Memorandum of Understanding. 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. In any case where disagreement occurs between this document and the MOU, the MOU shall prevail.

II. EVALUATION

A. TYPE OF EVALUATION

All coaches in Bargaining Unit 3 are subject to periodic evaluation.

B. GENERAL PROVISIONS OF EVALUATION

1.	Only tenured faculty members and administrators may engage in deliberations and make recommendations regarding the evaluation of coaches. Evaluation criteria and procedures shall be available to coaches before the evaluation process begins. No changes may be made during the evaluation process.
2.	At all levels of review, before recommendations are forwarded to the next evaluation level, coaches shall be given a copy of each recommendation stating in writing the reasons for the recommendation. Coaches have the right to respond or submit a rebuttal within seven days following receipt of the recommendation. A copy of the response or rebuttal statement shall accompany the Working Personnel Action File (WPAF), and shall also be sent to any previous levels of review. Upon request, the coach may be provided an opportunity to discuss the recommendation with the recommending party. This provision shall not require that evaluation time lines be altered.
3.	Personnel actions shall be based primarily on material contained in the Personnel Action File (PAF). If a personnel recommendation is based on reasons not contained in the Personnel Action File, the party making the recommendation shall commit those reasons to writing and this signed statement shall be placed in the Personnel Action File and a copy provided to the coach.
4.	Recommendations shall be confidential except that the affected coach, the designated administrators, the President, and the peer review committee members shall have access to written recommendations.
5.	Timetables for periodic evaluation are prepared at the beginning of each academic year by the Associate Vice President for Academic Personnel and submitted to the Faculty Senate for approval.

C. COACH EVALUATION COMMITTEE

Composition: The Coach Evaluation committee shall be composed of one tenured member elected from the Department of Kinesiology and Physical Education and two other members elected from among the tenured faculty of the university.

Functions: This committee shall conduct periodic evaluations of head coaches and assistant coaches.

D. INSTRUMENT OF EVALUATION

Coach Activities Report (CAR)

To be completed by all head coaches subject to periodic evaluation. These shall cover the following areas of evaluation: coaching and organizational effectiveness, athletic training, general performance, administrative assignments and shall reflect the cumulative record since appointment. Supporting documentation since the last CAR must be attached.

E. FILES

1. The Personnel Action File (PAF)

a.	A PAF shall be maintained for each coach.
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 generating 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 pre-employment materials are used in personnel actions.
d.	The PAF may be inspected by the coach upon request to the Athletic Director's Office. 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, 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 periodic evaluation or performance review of a coach. The WPAF shall include where required the following:

1. Coach Activities Report reflecting the cumulative record in all areas of evaluation;

2. Responses and rebuttals;

3. All other evaluation materials appropriately included in the PAF;

4. All current and previous summary statements and recommendations resulting from the evaluation process.

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

Periodic evaluation is the process whereby coaches are evaluated annually.

B. PURPOSE OF PERIODIC EVALUATION

The purpose of periodic evaluation is to evaluate the professional progress and the general capability of the coach. The evaluation will 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 coaching and organizational effectiveness, athletic training, general performance, and administrative assignments. This statement may include recommendations for improvement. Upon completion, each summary statement is placed in the PAF and a copy is 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 range. Recommendations for movement to a higher range shall only be made in cases where the temporary full-time coach has reached the service step maximum of a salary range.

D. PROCEDURES FOR PERIODIC EVALUATION

1. Head Coaches

a.	Head coaches complete Coach Activities Report (CAR) forms and submit these 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 and other relevant materials.
c.	The Coach Evaluation Committee and the Athletics Director shall review the WPAF and prepare concurrent summary statements of evaluation and submit these to the Vice President for University Relations.
d.	When a Head Coach has reached the service step maximum of a salary range, the Coach Evaluation Committee and the Athletics Director shall submit concurrent recommendations to the Vice President for University Relations regarding movement to a higher range.
e.	The Vice President for University Relations shall respond to recommendations for movement of Head Coaches to a higher range.

2. Assistant Coaches

a. Assistant coaches shall be evaluated by the head coach in each sport. The process shall vary sport by sport, based upon the particular needs and requirements of the head coach.

b. A written evaluation by the head coach shall be placed in the WPAF of the assistant coach.

c. When an assistant coach has reached the service step maximum for a salary range, the head coach shall submit recommendations to the Athletics Director regarding movement to a higher range.

d. The Athletics Director shall respond to recommendations for movements of assistant coaches to a higher range.

IV. DISCUSSION WITH THE COACH

Following the completion of the review process, recommending parties shall provide an opportunity for discussion with the coach. This will ensure that the evaluation process is one of growth, maturation and collegiality.

CHAPTER 2

CRITERIA FOR PERIODIC EVALUATION

I. AREAS OF EVALUATION

A. TEAM PERFORMANCE

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. Win-loss record shall not be the primary evidence to evaluate team performance.

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 areas possible. Coaches are also expected to show good judgement in the distribute of athletically-related aid, while exploring all options for other financial aid.

C. PRACTICE AND COMPETITION

Coaches are expected to show ability in the organization and conduct of effective practices and in coaching during competition. The criteria of practice and competition also requires demonstration of technical skills, knowledge of the game, teaching ability, motivational skills, utilization of personnel, and strong decision-making abilities.

D. TEAM ACADEMIC PERFORMANCE

Coaches are expected to maintain the academic eligibility of all student-athletes by providing them with guidance towards satisfactory academic progress and ultimately completion of degree programs.

E. BUDGET MANAGEMENT

Coaches are expected to understand and operate within budgetary allocations.

F. PROFESSIONAL GROWTH

Coaches are expected to stay abreast of all continuing areas within their field and strive to attend as many professional meetings as the budget allows.

G. PROGRAM DEVELOPMENT AND FUNDRAISING

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 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.

Approved by the Faculty Senate 6/3/97

Teresa Morris, Chair

Reviewed by the Vice President for Division 6/30/97

Judith M. Rymer, Vice President

University Relations

Approved by the President 7/21/97

Anthony H. Evans

S96-09v4 (FSD 85-187v4.R10)

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