SAMPLES: RATING SCALES, CATEGORIES AND PERFORMANCE STATEMENTS TO BE RATED, OPEN-ENDED QUESTIONS AND RESPONDENT IDENTIFICATION CATEGORIES

The following samples are, for the most part, taken from surveys that have been used in past reviews. The categories of questions relate to the core performance criteria. Included are performance statements to be used with an appropriate rating scale and possible open-ended questions. Sample rating scales for surveys are also given. The last idea is for respondent identification categories.

Rating Scales

To the extent that you are in a position to observe, please indicate your evaluation of each aspect of performance listed below, by circling the number of the most appropriate response, as follows:

The items below characterize the major responsibilities of this position. Please rate by circling the most appropriate response:

Option 1

· Strongly Disagree

· Disagree

· Agree

· Strongly Agree

· Unable to Evaluate

Option 2

· Poor

· Fair

· Average

· Good

· Excellent

· Unable to evaluate

Option 3

· 1 (Poor) – 10 (Excellent)

Option 4

· 1 (Poor) – 5 (Outstanding)

Option 5

· 5 Exceptional

· 4 Exceeds expectations

· 3 Meets expectations

· 2 Marginal

· 1 Unsatisfactory

· NA Not applicable/unknown

Option 6

· 1 Poor

· 2 Fair

· 3 Average

· 4 Good

· 5 Excellent

· U Unable to Observe

Options 3-6 (an additional statement that may be added): “Please provide comments or explanations for all ratings of 1 or 2. Comments on any rating, however, are welcomed.”

Leadership

Rated Statements

· Accepts personal responsibility for his/her decisions and actions

· Anticipates problems and facilitates the development of solutions to those problems

· Approaches problems with clarity, logic, coolness and makes decisions based on facts

· Can be trusted

· Consistently looks for better ways of doing things

· Consults and works effectively with leadership and staff to introduce new ideas, concepts, proposals for improvement of services

· Contributes to high morale among faculty, staff and students

· Creates or maintains a vision; sense of direction; sets priorities for action; coordinate members' work; maintains high performance standards

· Deals honestly and openly with others

· Demonstrates a commitment to academic excellence

· Demonstrates commitment to quality instruction at all levels of the curriculum

· Demonstrates integrity; recognizes and rewards accomplishments of all members; creates a climate of respect and high morale; facilitates members' professional development

· Demonstrates the ability to facilitate conflict resolutions

· Demonstrates wisdom in appointment, promotion and continuous appointment decisions and other personnel decisions

· Develops effective solutions to organizational problems and takes into account all relevant information

· Effectively encourages faculty scholarship

· Exhibits forward thinking in setting short and long term goals and is prepared and able to make tough decisions

· Frames a shared vision within the college/unit

· Has a plan of action which is democratically developed and openly communicated

· Has maintained and improved the physical environment of the unit

· Has provided leadership for high quality academic programs

· Helps create a climate of support for innovation, new approaches, and new ideas

· Is a good leader

· Is successful in seeking funding from alumni, foundations, the business community, etc.

· Is supportive of student activities

· Maintains an effective research support structure that facilitates faculty development and the ability to conduct research

· Motivates others by providing them with recognition, encouragement, constructive criticism and other feedback

· Participates in activities that promote professional growth and development

· Positions are clear and consistent

· Recognizes and responds effectively to unexpected situations, handles crises and stress calmly and effectively

· Recognizes good ideas, supports them, and challenges the system to get new ideas adopted

· Successfully recruits new faculty congruent with future goals and objectives

· Treats individuals and units fairly

Open-Ended Questions

· Please describe his/her skills and strengths as well as areas to improve in his/her role. You might consider his/her skills as a motivator and manager, his/her ability to promote and maintain high academic standards, and his/her ability to articulate a vision and goals for the organization. Give concrete examples whenever possible.

· From your observation, does he/she provide leadership and vision for the University of Minnesota?

Commitment to Diversity

Rated Statements

· Actively recruits and promotes women, minorities, and veterans; creates an environment conducive to the productivity and retention of the groups

· Creates an environment that seeks understanding and respect for all

· Demonstrates effective recruitment, retention and promotion of persons from historically under-represented groups

· Demonstrates respect for his/her colleagues and their ideas and suggestions

· Exercises leadership on issues of diversity

· Exhibits respect for all

· Fosters an environment that seeks understanding and respect for all

· Demonstrates a commitment to diversity

· Demonstrates commitment to the university goal of cultural, ethnic, racial and gender diversity

· Maintains a strong program of affirmative action and equal opportunity in all areas

· Manages differences among people with skill and sensitivity

· Seeks understanding of self and others as part of fostering people working together more effectively

Management

Rated Statements

· Actively recruits excellent personnel; designs and conducts appropriate evaluations; makes effective and fair assignments; appropriately supervises civil service and administrative staff; distributes rewards fairly and takes action on low performance

· Allocates resources (funds, travel, space) or retrenchments in a fair and reasoned manner; maintains appropriate fiscal solvency

· Appropriately delegates responsibility

· Assists members in seeking funds; supports members' interaction with other scholars; recognizes and rewards excellent research; provides resources for research

· Considers a variety of factors and/or consequences when making decisions

· Consults members in a timely and meaningful manner; new ideas are generated and used; delegates authority and responsibility appropriately; keeps members informed; makes timely decisions

· Deals fairly and impartially with employees

· Delegates responsibility and authority appropriately

· Delegates responsibility and authority appropriately to others within the unit based on the unit’s constitution

· Demonstrates a desire to promote the financial welfare and general well-being of the staff

· Demonstrates ability to do fundraising, including working with university leadership and the state legislature

· Demonstrates effective verbal and written communication skills

· Effectively assigns responsibility to others

· Efficiently manages institutional resources

· Encourages openness and two-way communication

· Encourages participation by those affected in the formulation and implementation of policies

· Encourages professional development

· Enhances sense of community and team work within the unit

· Establishes credibility by showing integrity and keeping his/her word

· Establishes proper priorities in allocation of financial resources

· Exhibits decisiveness in actions to execute strategic plans, with appropriate levels of information

· Expects exemplary levels of performance from self and subordinates

· Facilitates curriculum examination; supports teaching improvement efforts; recognizes and rewards effective teaching; provides resources to support teaching

· Has maintained a balance between student services’ needs and academic needs

· Is able to efficiently organize responsibilities for him/herself and his/her staff

· Is an effective manager

· Keeps subordinates, superiors and others informed; obtains and then passes on information to those who need to know

· Maintains efficiency through delegation of responsibilities

· Maintains effective oversight of internal fiscal affairs

· Manages human, financial and physical resources to increase organizational effectiveness in delivering services

· Manages resources to increase units organizational effectiveness

· Offers encouragement, support and recognition to staff

· Provides clear direction, expectations and feedback to staff and colleagues as projects activities progress

· Provides for adequate support services

· Provides opportunity for staff input for decision-making

· Provides the necessary leadership to develop and initiate effective program and service improvements

· Seeks input from staff and colleagues

· Sets appropriate priorities to accomplish planned projects on time

· Tolerates disagreement in professional and operational matters

· Uses appropriate methods for performance evaluation of staff

· Uses sound management principles resulting in consistent, non-capricious decisions

Open-Ended Questions

· From your observation or experience, does he/she appropriately delegate authority?

· From your observation or experience, does he/she reward, support and empower his/her employees?

· Please describe his/her skills and strengths as well as areas to improve in organization, management, allocating resources, making effective use of people's talents and energies (including promotion of faculty and fostering the development of staff), and in other related areas. Give concrete examples whenever possible.

Functional Competence

Rated Statements

· Accomplishes agendas and/or reaches decisions in a timely, efficient and effective manner

· Demonstrates effective time-management and priority setting skills

· Demonstrates necessary knowledge, skill, and understanding to carry out the responsibilities of his/her position

· Gets things done in a timely and efficient way

· Is service oriented

· Keeps abreast of developments in the field

· Maintains personal and collegiate visibility within profession, both locally and nationally

· Maintains visibility within the profession

· Makes timely decisions based on fact

· Provides sound professional advice and information to staff

· Reaches sound conclusions after reviewing available information

· Structures effective strategic plans to meet goals

· Uses creative approaches in problem solving

· Uses good reasoning in matters that call for judgement decisions

Interpersonal Skills

Rated Statements

· Communicates effectively with faculty and staff; keeps lines of communication open

· Communicates effectively with internal constituencies (students/staff/faculty)

· Communicates effectively within the university, with external constituencies and with faculty, staff and students

· Deals with others honestly and openly

· Demonstrates effective conflict resolution skills

· Demonstrates effective verbal and written skills in individual and group settings

· Demonstrates respect for staff and their ideas/suggestions

· Demonstrates stability in mental and emotionally stressful situations

· Demonstrates the ability to work cooperatively and harmoniously with staff

· Develops and maintains smooth and effective working relationships with superiors, peers and subordinates

· Establishes a service orientation to those who are directly affected by the office

· Establishes rapport and puts individuals and groups at ease

· Has good interpersonal skills in relation to others

· Has maintained a relationship with university alumni

· Has positive and productive interactions with the professional community, alumni and other key external groups, the general public and state and local government

· Has respect of his/her colleagues (faculty, staff, administration)

· Is an effective spokesperson for the unit

· Is empathetic and responsive to students’ concerns and problems

· Keeps the community appropriately informed

· Listens actively and acknowledges communication

· Maintains liaison with appropriate constituent groups and professional organizations; represents unit's interests to upper levels of the organization

· Maintains objectivity under fire

· Manages conflict effectively

· Recognizes expertise in others and effectively uses their thoughts, ideas, and information

· Represents the unit to university central administration and the board of regents

· Responds constructively to suggestions from staff and customers

· Understands the major issues facing the university and the unit

· Viewed as a “team player”

· Works effectively as part of a team, in partnerships and with individuals

· Works effectively with faculty governance groups to create a shared vision of the unit

· Works effectively with student governance groups to create a shared vision of the unit

Open-Ended Questions

From your experience, does he/she work well with University of Minnesota administration and staff?

Summary evaluation

Rated Statements

· Communicator: clearly represents the views and decisions of others, as well as his/her own

· Leader: merits the respect and loyalty of others

· Manager: efficiently and responsibly gets things done

· Motivator: strives to develop a team effort to serve the best interests of the institution

· Planner: anticipates problems, needs and opportunities

· Carries out his/her responsibilities with understanding and efficiency

· Considering all the above leadership behaviors and unit outcomes you have observed, rate this leader's overall performance

· On a scale of 1 to 10, how would you summarize his/her performance in his/her position

Open-Ended Questions

· Based on your direct knowledge working with him/her in his/her role in this position, how well do you feel you are able to evaluate his/her performance?

· As you evaluate him/her, are there any additional observations or comments concerning strengths or areas to improve which you would like to add to make this review complete and more representative of your views?

· Overall, how would you rate him/her in his/her performance in this position?

· Please describe his/her skills and strengths as well as areas to improve in the following: a) development of diversity, b) ability to foster collaborative projects internally and externally, c) other areas of responsibility. Give concrete examples to support your judgments whenever possible.

· Identify areas for improvement

· What are the administrative strengths of this individual?

· What are the administrative weaknesses of this individual?

· What do you feel have been his/her major contributions during this review period?

· What recommendations do you have to enhance his/her performance?

· What suggestions can you make for the improvement of this individual’s administrative performance?

The name of the SA Director could be substituted for his/her or he/she as appropriate.