M E M O R A N D U M

OFFICE OF THE PROVOST ____________________ WESTERN ILLINOIS UNIVERSITY____

TO: Dean Phyllis Farley Rippey, Dean David Beveridge, Dean Bonnie Smith-Skripps, Dean James Butterworth, Dean James Huesmann

FROM: Eric Stiffler, Acting Provost

DATE: October 9, 2002

RE: Use of "Advisory Comments" in Evaluation

Please relay the following information to evaluators of Unit A employees in your areas, including all Department Chairs and all Chairs of Department Personnel Committees.

Two articles in the 2001-2005 collective bargaining agreement, 20.3.c. and 20.8.a., refer to the possibility of "advisory comment" by evaluators concerning the performance of PY1 and PY2 employees in the areas of scholarly/professional activity and service. For example, Article 20.8.a. reads as follows:

"Probationary employees shall be evaluated every year. However, no employee shall be evaluated for retention until she or he has completed one full semester at the University. Employees in PY1 and PY2 shall be evaluated in Teaching/ Primary Duties and will be required to submit plans for pursuit of Scholarly/ Professional activities and demonstrate at least minimal service in each evaluation period. Service activities and plans for Scholarly/Professional activity shall be included in the evaluation portfolio for advisory comment. A non-retention decision in PY1 and PY2 cannot be based on Scholarly/Professional or Service activities."

WIU and UPI have agreed to the following guidelines for advisory comments regarding the performance of PY1 and PY2 employees in these two areas of evaluation:

• All evaluators may make advisory comments. In the case of the DPC and the UPC, any comments offered should reflect the consensus of the committee. (Note: UPC will have the opportunity for advisory comment only if the portfolio is sent to the UPC because of a negative recommendation by an earlier evaluator.)
• Advisory comments are optional. It is not incumbent on evaluators to offer advisory comments.
• Advisory comments may be made either orally or in writing to the PY1 or PY2 employee.
• Advisory comments cannot be placed in the evaluation portfolio or included in the official evaluation summary or letter.

Please let me know if you have questions about this issue.

c: Maurine Magliocco, UPI President