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May 7, 2013

              Performance Management and Salary Adjustment Processes
                       Administrative and Professional Faculty
                             Information Technology
The goals of performance management processes are to provide feedback on an annual, systematic
basis to Administrative and Professional (A/P) faculty members, and to ensure that Information
Technology upper management has an opportunity to understand the work done by A/P faculty
members. The process establishes a mechanism to share and document expectations, and discuss
expectations and accomplishments between each faculty member and his or her supervisor. Finally,
the process is tied to salary adjustments. The performance management process and the salary
adjustment process may proceed in parallel. The remainder of this document describes the steps in
these processes.

Performance management process

1. All A/P faculty members will complete an annual faculty activity report at a time determined by
   the Vice President for Information Technology.

          a. The annual faculty activity report and evaluation are an important element for salary
             adjustments and other personnel matters.

          b. Each faculty member completes the faculty activity report, and submits it to his or her
             supervisor by their supervisor's stated deadline.

          c. The Line Managers reporting directly to the Vice President will receive the faculty
             activity reports from A/P faculty in their organizations, review the faculty activity
             reports and the then forward reports the to Vice President by the stated deadline.

          d. The performance of each A/P faculty member is evaluated annually in a discussion with
             the supervisor followed up with a written response to the annual report.

                     The Faculty Handbook dated August 10, 2012 states in section 4.6.1: "Every faculty
                     member's professional performance is evaluated annually and written feedback is
                     provided separately from confirmation of any merit adjustments."

          e. The faculty activity reports will be submitted to the Virginia Tech President's office on
             the prescribed date.

2. The IT faculty annual activity report should include the following information (see template at
   Tab A):

          a. Accomplishments for the year compared to the current year's goals stated in the previous
             year's activity report.



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          b. Any barriers to the completion of goals.

          c. Goals for the coming year

          d. Additional items to report:

                     i. Courses taught: Include course number and name, semester taught, enrollments.

                    ii. Research/scholarly publications: Include complete citation. Specify if pending,
                        accepted for publication, or published during the year.

                   iii. Professional publications and presentations. Indicate the venue and nature of the
                        audience.

                    iv. Outreach: University outreach other than included with primary position goals
                        and objectives.

                     v. University service: Governance committees served on or chaired; ad hoc
                        administrative working groups served on or chaired; student organizations
                        assisted or advised

                    vi. Professional service: Professional organizational offices or committee service.

                   vii. Recognitions awarded.

                  viii. Certifications achieved.

                    ix. Contributions to diversity.

          e. Recommended length of the report is at most 3 pages.

          f. Bulleted lists are not only acceptable, but preferable.




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Salary adjustment process

Merit and special salary adjustments adhere to requirements established by the university.

1. Establishment and communication of the university parameters

          a. University executive administration distributes the memo on the merit adjustment
             process to the Vice President. The memo contains information about the percentage of
             the faculty salary pool allocated for adjustments, deadlines, requirements for justification
             for either high or low adjustments, and any additional details.

          b. The university tool used for salary adjustments is FACSAL, a database that contains the
             current faculty salaries, and into which recommendations for salary adjustments are
             entered.

2. The Vice President will notify the Line Managers of an approaching salary adjustment period.
   Each line manager will be provided guidelines regarding the overall salary adjustments for each
   department within IT. The guidelines will include due dates along with criteria for justification
   of the recommendations. A sample call for salary adjustments is located at Tab B.

3. Line Managers send their recommendations to the Vice President by the established due date.

4. The Vice President evaluates the recommendations, and may engage in conversations to
   complete a set of final recommendations that conforms to the overall funding available for
   salary adjustments.

5. The proposed recommendations are submitted to the university's Chief Financial Officer to
   review for budget compliance. The submission is accomplished by entry into the FACSAL
   database. Merit-based salary adjustments and any special adjustments resulting from change of
   duties or other circumstances are noted.

6. Recommendations go to the Board of Visitors (BOV) to be approved during the appropriate
   BOV meeting.

7. Salary adjustment letters are distributed to the faculty, see Tab C.

8. For a sequence of events, see Tab D.




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Tab A: Sample faculty activity report

A/P Faculty Annual Activity Report for the 20xx-20xx fiscal year

Name __________________________________________________________________

Title ___________________________________________________________________

Organizational Unit _______________________________________________________

Percent time in Information Technology:

   100%                            Other
                                               __________

Accomplishments


Previous Years Goals                         Current years accomplishments Explanations, if any, including
                                             supporting previous year's goals reasons for not accomplishing
                                                                              a goal




The above table is to be used to concisely compare the previous year's stated goals
compared to the current year's accomplishments. If there were previous year's goals that
could not be accomplished, indicate these challenges in the third column along with the
types of support that would facilitate achieving these goals or objectives.

Additional accomplishments: Please use bullet or outline format.

          If applicable list:

              Courses taught: Include course number and name, semester taught, enrollments.
              Research/scholarly publications: Include complete citation. Specify if pending, accepted
               for publication, or published during the year.
              Professional publications and presentations. Indicate the venue and nature of the
               audience.




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              Outreach: University outreach other than included with primary position goals and
               objectives.
              University service: Governance committees served on or chaired; ad hoc administrative
               working groups served on or chaired; student organizations assisted or advised
              Professional service: Professional organizational offices or committee service.
              Recognitions awarded.
              Certifications achieved.
              Contributions to diversity.

Goals and objectives for the coming fiscal year:

     Please list goals and objectives by major job responsibilities. Add other goals if applicable.

Optional (or at supervisor's request):

         Attach resume or curriculum vita
         Attach proposed revisions to position description




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