University of Kentucky Libraries

FACULTY PERFORMANCE PLANNING AND ASSESSMENT FORM 2008

The 2008 Faculty Performance Planning and Assessment (FPPA) form is a revision of the form developed by a faculty working group in 2005 for use beginning in 2006. The 2008 form is a simplified version of the earlier Excel form. It reflects only a change in form, not process. The 2008 form, as well as the original FPPA Process Guidelines and original FPPA form, is available on the Libraries’ SharePoint site https://libstaffsrv.uky.edu/default.aspx under Office of the Dean – Faculty Forms.

Instructions

Documents needed to prepare the form: 2008 Goals list; Distribution of Effort form(s) for the review period

1.  Faculty member: save the blank FPPA 2008 form to personal computer. When filling out the form, remember to save often and to fill in only the gray boxes, leaving yellow boxes as is.

2.  Summary Sheet. The spreadsheet contains separate worksheets for the rating definitions, a summary sheet, and the main parts of the form. Open the worksheet marked “Summary” and complete the eight gray-colored information boxes at the top of the “Summary: Percent of Effort, Comments, and Signatures” page. (The “Next scheduled P/T consideration” box may be left blank if not known; Librarian I’s indicate “n/a”.) The yellow boxes on the summary sheet should be left blank as they will populate automatically as the main part of the form is completed. The comments and signature sections of the summary sheet will be completed later in the process.

3.  Definitions. The assessment ratings are defined on the “Definitions” worksheet. These ratings will be used by the faculty member in their self-assessment as well as by the supervisor. There are no numerical ratings.

4.  Main Form – Faculty Member. Six worksheets of the spreadsheet correspond to the categories on the Distribution of Effort form: primary assignment, research, service, administration, professional development, and instruction. Worksheets can be accessed by clicking on the tabs at the bottom edge of the spreadsheet. Although all DOE categories are included in the form, most faculty members do not have effort in each category. For each category where there is effort, the percent of effort is entered from the DOE into the appropriate GRAY box. The space will increase in size to accommodate the contents. If a limit is reached, the remaining information can be attached as a Word document to the completed form. No information needs to be entered for any category where no effort was assigned.


The faculty member reports activities and accomplishments for the review period for each appropriate DOE category and checks their own assessment of their performance, justifies their self-rating, and provides recommended action where improvement is needed.

Space is included for up to three goals for the review period to be entered for each appropriate DOE category. If space for more than three goals is needed, contact Meghan Manor in the Office of the Dean for assistance.

Once all appropriate DOE category sections on worksheets I – VI are completed, the form should be saved and forwarded, with any attachments, to the immediate supervisor.
Draft goals for the January – December 2009 period should be submitted to the supervisor at this time. They can be added onto a new FPPA form or submitted in list form.

5.  Main Form – Supervisor. The supervisor reviews the faculty member’s activities and accomplishments, self-assessment, and progress toward goals for all applicable sections in worksheets I – VI. On the corresponding right side of the form, the supervisor comments on the accomplishments of the faculty member under review, provides an assessment rating, with justification, and comments on review period goals.

6.  Summary Sheet – Supervisor. Supervisor returns to “Summary” worksheet. The percent effort for each appropriate DOE category (yellow boxes) will have been populated automatically when the main form was completed. The supervisor completes the “Supervisor Comments” and the “Supervisor Comments on Progress” (toward tenure) gray boxes.

7.  Supervisor saves form and forwards to appropriate Associate Dean or Director for review and discussion.

8.  Faculty Member/Supervisor Discussion. Supervisor sends completed form to faculty member and sets date to discuss performance for past review period, performance improvement plans
as needed, and status of current goals.
The draft goals for 2009 and the Distribution of Effort percentage weights for the remainder of FY 2008 - 2009 are reviewed and revised as necessary.

9.  Summary Sheet – Librarian and Supervisor. Librarian adds comments on FPPA to summary sheet, if desired. After saving, FPPA summary, definition page, and worksheets, unless blank, are printed out. Faculty member and supervisor sign and date summary sheet.

10.  Final Steps – Supervisor. Signed form is given to Assistant, Associate Dean, or Dean, as appropriate. Copies are made for faculty member and unit, as appropriate for each division. Completed originals are submitted to Meghan Manor, HR Assistant by due date.
DOE forms needing revision for the remainder of FY 2008 – 2009 are prepared and submitted to Troy Martin, Payroll Assistant.