The PATFA contract contains language that governs evaluations and personnel files. Keep these things in mind:
First, all adjuncts are supposed to be evaluated every fourth semester. Many have not, but that’s the responsibility of the full-time faculty in each department.
Second, the PATFA contract frequently and confusingly uses the word “campus” as a synonym for one of the seven constituent universities in the System. If you teach on two or more physical campuses of the same university, you should undergo just one eval for that university. But if you teach at more than one of the seven universities, you would be evaluated at each.
Third, the language below makes clear that the criteria should be in writing and posted on “existing academic unit webpages.”
Fourth, student evaluations can be taken into consideration when part-time faculty are evaluated, but note the limits on how much emphasis they can be given.
Fifth, elsewhere in the contract, under the article governing service (seniority), is this language: “Unit members shall earn a service unit at a campus upon satisfactory completion of [part-time] employment in each fall or spring semester, unless there is evidence of unsatisfactory performance [italics ours].” Keep that in mind.
As for your personnel file: Have you ever looked at yours? We think you should.
Here is Article 9 – Evaluations, full text from 2017-19 PATFA contract:
“A. Unit members will be evaluated to maintain and promote academic standards and to assess qualifications and competency. Evaluations will be conducted at each campus for which a unit member teaches. Evaluations will normally be conducted in the fourth semester a unit member teaches at a campus and every fourth subsequent semester of teaching at that campus. The evaluation of part-time faculty as described below will be based on the academic judgment of full-time faculty peers and other appropriate administrators.
“B. Evaluations may consist of input from students, faculty and/or appropriate administrators.
“C. Unit members shall conduct student evaluations in each class taught using the approved form which may be a paper or electronic form. Student evaluations shall be part of a unit member's personnel file as follows:
“1. Student evaluation forms and/or summaries shall be placed in the personnel file.
“2. Unsolicited student commentaries regarding a unit member's teaching performance which are contained on the evaluation form shall normally be included in the personnel file when the student has self-identified and, by mutual consent, may be included even if not self-identified.
“3. Individuals who review the results of student evaluations are cautioned not to place undue emphasis on any single measure of performance and to be sensitive to the limitations of the statistical analysis of ordinal data.
“D. Evaluations will ordinarily consider these areas:
“1. Instruction.
“2. Course and curricular development.
“3. Other areas, where appropriate, may include: creative works in discipline; departmental, college, campus and University assignments and service; professional activities; public service in discipline; publications and papers; research; scholarly writing; student advising.
“E. When faculty and department or division chairs or other appropriate academic administrators conduct evaluations, the evaluations shall be reasonable, in writing and in conformity with departmental standards and criteria. Each academic department or other appropriate unit will utilize approved evaluation criteria and procedures applicable to part-time faculty which recognize the unit member’s overall performance of his/her assigned academic responsibilities. The University will notify the unit member about evaluation criteria and procedures at the time they are notified of their appointment or at the beginning of the semester in which they are to be evaluated. This may be accomplished by posting criteria and procedures on existing academic unit webpages. The evaluation will include a review of the students’ course evaluations, and consideration of any other additional information and materials pertaining to the unit member’s assignments for the applicable semester(s).
“F. The evaluation shall result in an overall finding of “satisfactory” performance or “not satisfactory” performance. For the purpose of this Agreement, “satisfactory” performance shall be defined to mean the part-time unit member has successfully met or exceeded all departmental requirements and expectations as outlined in the academic department’s/unit’s evaluation criteria and has no pattern of adverse materials in his/her personnel file within the preceding four (4) semesters of employment. If no evaluation within the prior four (4) semesters is in the personnel file and there is no pattern of adverse material in the personnel file within the preceding four (4) semesters of employment, the unit member’s evaluation during the designated period under review shall be deemed to be satisfactory.
“G. A copy of the evaluation shall be provided to the unit member at his/her home address or by email. The unit member shall have two (2) weeks to supply written comments which, if provided, will be attached to the evaluation and placed in the personnel file.
“1. The evaluation, with response, if any, shall be placed in the unit member’s personnel file by the custodian of the file.
“2. Except in the case of student evaluations, all written evaluations shall include specific suggestions for improvement when appropriate.
“3. Upon request of the unit member, the appropriate administrator shall within thirty (30) days meet with the unit member to jointly review the unit member’s evaluation.
“H. Except in the case of student evaluations, unit members shall be informed of the presence of any evaluators attending a class session.
“I. Unit members who desire to apply for promotion in rank shall consult with the appropriate administrator in order to assure that written evaluations occur and are placed in the unit member's personnel file.”
Here is Article 8 – Personnel File, full text from 2017-19 PATFA contract:
“A. Upon initial appointment to a part-time faculty position at a campus of the University, the appropriate administrator shall establish an official personnel file for that individual. Each campus shall designate the location(s) of each unit member's official personnel file(s) on that campus. The campus shall inform the unit member of the locations of the official personnel files. The campus shall inform affected unit members of any change in location of personnel files.
“B. 1. The personnel file shall contain:
a. An updated individual curriculum vitae. It is the responsibility of the part-time faculty member to supply and keep the curriculum vitae current and correct.
b. All written evaluation(s) of the faculty member's performance.
c. Information and documents pertinent to personnel matters, including Availability Forms and notices of official teaching assignments.
d. Letters, statements, forms and other documents required by the Agreement.
“2. The personnel file shall not contain anonymous or unattributed materials.
“3. The University shall make an initial determination as to the appropriateness of materials to be placed in the personnel file subject to challenge through the grievance procedure.
“C. All materials placed in the personnel file shall be dated when received by the appropriate administrator. Upon request of the unit member, written reprimands or other formal disciplinary actions shall be removed from the personnel file after four (4) semesters of teaching provided that the part-time faculty member has received no additional written reprimands or other formal disciplinary actions.
“D. Upon written request of an individual, the appropriate administrator or designee shall provide at cost of duplication one (1) copy of requested personnel file material to that individual.
“E. Upon written request to the appropriate administrator and receipt of that office of notification of date and time, the individual shall have the right to examine his/her personnel file and to have attached a statement in response to the material placed in the personnel file at the time of his/her examination of the personnel file or within seven (7) calendar days thereafter.
“F. Upon the request of a unit member, the contents of a personnel file shall be duplicated and transmitted to an administrator at a campus designated by the unit member.
“G. The personnel file shall be kept under conditions that insure its integrity and safekeeping and shall be available to authorized committees and individuals responsible for the review and recommendation of part-time faculty with respect to any personnel actions.
“H. The Union or duly designated representative shall have access to an individual's personnel file provided written authorization has been granted by the individual to the custodian of the files. The Union or the duly designated representative shall be subject to the same rules on access and copying that are applicable to the individual.
“I. The Union agrees to indemnify and hold the Board harmless from and against any liability for any claim of improper, illegal or unauthorized use by the Union, or duly designated representative, of information contained in the personnel file.
“J. Unit members shall be sent a copy of all material placed in the file by the University at the same time it is placed in the file. Beginning September 1, 1996, any material or correspondence addressed to a unit member which is to be placed in the file shall be marked cc: Personnel File. Any material or correspondence not addressed to a unit member which is to be placed in the file shall be sent to the unit member with a notation that such material has been placed in the personnel file. These provisions shall not apply to routine forms, such as Tuition Waiver Requests, etc.
“K. In a specific personnel action, no use may be made of any material, except as otherwise provided in this Agreement, which has not been properly and timely placed in the personnel file. Recommendations by reviewing individuals or bodies shall be placed in the file as soon as a decision has been rendered.”
From your PATFA Executive Council: Michele Cheung, USM, president; Jim Seymour, UMA, vice president; Pam Mitchel, UMF, treasurer; and Tom McCord, UMA, secretary.
Website: http://patfa.me.aft.org/
PATFA office: 311 Belfast Hall, UMA Bangor, 85 Texas Ave., Bangor, ME 04401-4340.
PATFA office phone: (207) 262-7971 (checked weekdays).
Facebook: PATFA@aftmaine
Email: patfa@maine.edu