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Administrator Feedback Survey Process

In accordance with SYS 1254: Performance Management, faculty and staff have annual processes for the review of accomplishments, goals and possible areas for improvement. However, before 2022, administrators did not have a review process that focused specifically on their leadership roles. That changed with the Administrator Feedback Survey Process. With this process, we can more formally and systematically incorporate input from faculty, staff and other members of the university community. The process that follows applies to the UWGB Chancellor, Provost and Deans.

  1. This process supplements, but does not replace, annual evaluations required under SYS 1254: Performance Management by soliciting feedback from the larger campus community in an attempt to improve the health and the strength of the institution.
  2. Surveys are staggered so that all administrators are not going through this process simultaneously. The scheduling of surveys is included as part of the timeline below. Following their initial survey process, each administrator will undergo this process every three years thereafter.
    • In the case of administrator turnover, a newly appointed administrator will have a survey conducted prior to the completion of the third year and every three years thereafter. The survey will be conducted through a voluntary and participatory process.
    • Creation and distribution of the survey will primarily be the responsibility of the University Committee (UC). The UC will coordinate and distribute the administrator feedback survey.
  3. The UC, in coordination with the Secretary of the Faculty and Academic Staff, will be responsible for the development and distribution of the applicable questionnaire to all personnel in all areas reporting to the specific administrator.
    • Prior to circulation, Human Resources must review and approve the questionnaire to ensure that all queries are appropriate under UWSA Personnel Policy.
    • A selected list of other constituents may be included, as deemed appropriate by the UC, for the purpose of soliciting feedback about the performance of the administrator. The position description for the administrator will accompany the questionnaire.
    • The administrator/entity who is tasked with conducting a given review will have the opportunity to examine and provide feedback on the questionnaire prior to dissemination. However, the final decision about the content of the questionnaire will rest with the UC and Human Resources.
    • The timeline included below is recommended, and it may be modified as is necessary to align with the formal evaluation timeline.
  4. To ensure confidentiality of responses and enable the feedback survey to be utilized as a part of the structured performance evaluation, the Office of Human Resources and Workforce Development will use the survey responses to compile a report of the results. The report will include the number and percentage of faculty and staff reporting.
  5. The comprehensive report for each administrator is considered a confidential personnel document and will only be shared with those individuals who have a legitimate need to see the report. Human Resources will be the only party with access to raw data from the survey. Consistent with sound practices for effective personnel development, the comprehensive report document will only be shared with the employee under review, their supervisor, and the Chancellor. The feedback survey results may be attached to the formal performance evaluation as documentation within ePerformance by the employee and/or supervisor.
  6. The survey is compiled by HR at least one month prior to the formal annual review of the employee. The UC has the opportunity to review the aggregate report for the Chancellor and Provost in a closed session meeting after the report has been shared with the employee/supervisor but before the performance review is finalized. Because they are not institution-wide administrative positions, the Dean reports will only be shared with the applicable Dean, Provost and Chancellor.
  7. When conducting annual reviews, supervisors will discuss the results of 3 comprehensive reports with the employee being reviewed to give constructive feedback on performance, leadership and administrative skills. As noted above, information from the comprehensive report is intended to supplement information that is currently used when conducting reviews. It will not be used as a primary source of information when conducting reviews, nor supersede the review criteria established through SYS 1254: Performance Management.
  8. Our office will maintain records regarding the year of the most recent survey for each administrator. If an administrator is due for a survey in a given year, the SOFAS Office will alert the administrator, their supervisor, Human Resources and the UC by the fourth week of spring semester.