FA-5013 Annual Academic & Administrative Performance Evaluations

1.0      Purpose

It is important for any academic institution to be fully aware of the teaching activity and academic status of its faculty. The Virginia Tech Carilion School of Medicine (VTCSOM) requires annual evaluations of all faculty members and administrators to ensure alignment with the school’s mission, compliance with accreditation standards, and support for faculty development. These evaluations provide an opportunity to review teaching, research, service, and administrative contributions, and to discuss progress toward promotion and professional goals.

Department chairs oversee all faculty activities and manage academic initiatives within their department, ensuring adequate faculty participation in VTCSOM’s educational mission. Chairs collaborate with the Dean and other leaders in strategic planning, faculty appointments, and development of departmental educational programs. They serve as role models and advocates for scholarship and professionalism. Department Chairs are responsible and accountable to the Dean for the academic performance of the faculty.

2.0      Policy

This policy applies to all VTCSOM faculty with academic appointments as well as faculty and staff holding administrative roles such as chairs, deans, and directors. 

Consistent with university policy and school-specific procedures developed by the VTCSOM Dean and the Office of Faculty Affairs, each faculty member will undergo an annual academic performance evaluation. Evaluations will be completed in one of two ways:

• Electronically through the Elements/UDC system
• Full time university-employed faculty must prepare a Faculty Activity Report (FAR) using department-specific templates.

Faculty serving in administrative roles will also receive an annual administrative review conducted by the Dean or designee. In those instances where section chiefs complete the annual academic evaluation, the department Chair shall ensure that all final evaluations have been signed by section chiefs or other designated personnel.

3.0      Procedures

Academic reviews are conducted by the department chair or section chief and include assessment of teaching, research, and service. The department Chair will serve as the person who completes the annual academic performance evaluation for all faculty members who have tenure or tenure to title track appointments.  Chairs will receive teaching effectiveness data from the Dean’s Office, Carilion Clinic GME Office, and/or the Office of Educational Affairs. Improvement plans for teaching or other areas will be developed collaboratively when needed.

Administrative reviews are conducted by the Dean or designee for individuals in leadership roles such as chairs, assistant or associate deans, and course or clerkship directors. These reviews focus on leadership responsibilities and performance in managing educational programs, faculty governance, and strategic planning. For medical education leaders, reviews include responsibilities for curriculum design, management, and implementation under LCME Standard 8.3. Examples include assistant/associate deans, course/clerkship co-directors, unit directors (e.g., PBL co-director, anatomy education director), and curricular area leaders (e.g., HSSIP Champions). Carilion Clinic–VTCSOM graduate medical education program directors are reviewed by the chair in collaboration with the designated institutional official/associate dean for graduate medical education.

Administrative review summaries will be shared with the faculty member and their chair prior to completion of the academic review for collaborative input. If improvement plans are needed in the administrative role, they will be developed by the supervisor in the Dean’s Office in collaboration with the chair.

4.0      References

Virginia Tech Faculty Handbook, Statement on Annual Faculty Activity Report and Performance Review (Section 3.6.2)