Yuba College Faculty Association

6.1  Purpose: These procedures are to improve instruction and delivery of student
services, to provide a basis for Unit Member professional growth, and to comply
with California State/Community College laws and regulations.

6.2 Definitions

6.2.1 A Non-tenured Unit Member is a Contract Unit Member. 

6.2.2 A Tenured Unit Member is a Regular Unit Member. 

6.2.3 A Categorical Unit Member is a non-tenure track Unit Member funded
by other than unrestricted District general funds. 

6.2.4 A Peer evaluator is a tenured Unit Member who agrees to participate in
the evaluation of another Unit Member and/or an adjunct academic
employee.

6.2.5 An Evaluation Committee is composed of all of the individuals selected
or required to participate in the evaluation of a Unit Member. 

6.2.6 Evaluatee is the Unit Member being evaluated. 

6.2.7 Immediate Supervisor is the educational supervisor or manager to whom
the Unit Member being evaluated directly reports. 

6.2.8 Second Level Administrator is an educational supervisor or manager to
whom the immediate supervisor reports. (appropriate College Vice
President) .

6.2.9 Evaluatee Peer is the tenured Unit Member selected by the evaluatee. 

6.2.10 Department Peer is the tenured Unit Member selected by the department
to represent the department in the evaluation process. 

6.2.11  Senate Peer is the tenured Unit Member selected by the Academic
Senate to represent the Academic Senate in the evaluation process. 

6.2.12  Student evaluators are any students enrolled in a class (or using a
service) being taught by the evaluatee during a period of evaluation who
complete an IE 2 or Counselor Survey Form.

6.2.13 Temporary evaluation file refers to the package of required written
materials as they are being generated during the evaluation of an
evaluatee.

6.2.14 Chair of the Evaluation Committee is the immediate supervisor or
his/her designee, or under special circumstances, could be the second
level administrator (see Article 6.2.8).

6.3 Schedule for Evaluation: An official list of Unit Members to be evaluated and a
schedule of due dates shall be published annually by August 1 by the Director of
Human Resources Development and Personnel Services to allow those concerned
with evaluations to meet their evaluation responsibilities. Distribution shall be to
the appropriate College Vice President or Clear Lake Campus Dean and the
President of the Academic Senate.

6.4 Participants in Evaluation: Each evaluation shall be conducted by administration,
peer Unit Members, and students.

6.5 Evaluation of Non-Tenured Unit Members

6.5.1 Frequency of Evaluation, Dates, and Timelines for non-tenured Unit
Members

6.5.1.1 Each non-tenured Unit Member shall be evaluated each fall
semester; at the recommendation of the evaluation
committee, the process may be continued in the spring
semester (see Article 6.12.1.5).

6.5.1.2 A non-tenured Unit Member who begins employment with
the District effective for the spring semester will undergo the
same evaluation process that is conducted during the fall semester, but beginning with the peer selection and
appointment by February 1, initial Evaluation Committee
meeting by February 10, completion of peer observations by
April 7, and completion of the Summary meeting by May 12.
The non-tenured Unit Member will be evaluated again with
the full evaluation process in the following fall semester. 
Non-tenured Unit Members who begin employment with the
District effective for the spring semester will NOT be able to
count their first spring semester of employment toward
sabbatical leave or tenure consideration. 

6.5.1.3 By no later than February 15 of any year of the evaluation
cycle for a non-tenured Unit Member, the Evaluation
Committee shall complete its review and report its
recommendations to re-employ or not re-employ and
suggestions for improvement regarding the non-tenured Unit
Member. 

6.5.1.4 By no later than February 15 of the fourth year of the
evaluation cycle for a non-tenured Unit Member, the
Evaluation Committee shall review its findings, for that year
and the previous years, and submit to the Director of Human
Resources Development and Personnel Services and the
Academic Senate President a report as to the satisfactory or
unsatisfactory performance of that non-tenured Unit Member.

6.5.1.5 By no later than February 15 of the year in which the
evaluatee is eligible for tenure (usually the fourth year of
evaluation), the Evaluation Committee shall make a
recommendation to the Academic Senate whether or not to
grant tenure to that non-tenured Unit Member. 

6.5.1.5.1 A non-tenured Unit Member shall have completed
at least a 75% workload during the academic year
to have that year be considered toward the
attainment of tenure.

6.5.1.6 The Academic Senate, in a Closed Session, shall review the
Evaluation committee's recommendation. The Evaluation
Committee shall be present and shall have the opportunity to
offer testimony.

6.5.1.7 No later than February 20, the Academic Senate shall
determine whether or not to recommend tenure for that non-
tenured Unit Member and shall forward its recommendation,
in writing, to the Chancellor. 

6.5.1.8 If the Academic Senate and the Chancellor agree, the
recommendation shall go as a joint position to the Board. If the recommendations are different, the Board will be advised
of the Academic Senate's position.

6.5.1.9 If the recommendation to the Board is against tenure, the
evaluatee shall have the right to appeal to the Board of
Trustees at the next, immediate meeting of the Board. 

6.5.1.10 If, in any year of the tenuring process, any appointed peer
fails to perform his/her duties by November 1, the committee
chair shall ask the appointing body to provide a substitute
peer to complete the necessary duties by no later than
December 1. If any peer fails to complete his/her duties by
December 1, the evaluation will continue without
participation of that peer. 

6.5.2 Composition of Evaluation Committees for non-tenured Unit Members

6.5.2.1 Immediate or Secondary Level Administrator or his/her
designee who shall serve as the chair of the committee.

6.5.2.2 Peer Evaluators

6.5.2.2.1 One tenured Unit Member selected by the
evaluatee and mutually acceptable to the
immediate supervisor.

6.5.2.2.2 One tenured Unit Member selected by full-time
Unit Members within the same department or
closely related discipline.

6.5.2.2.3 One tenured Unit Member selected by the
Academic Senate in each of the four years.

6.5.2.2.4 Each year, prior to September 15, the evaluatees,
departments, and Academic Senate will choose all
peer evaluators needed to serve on the evaluation
committees.

6.6 Evaluation of Tenured Unit Members

6.6.1 Frequency of Evaluation for Tenured Unit Members

6.6.1.1 Each tenured Unit Member must be evaluated once every
third year. At the discretion of the Evaluation Committee, the
evaluation shall be conducted and completed in either the fall
or spring semester. This decision shall be made during the
initial meeting.

6.6.1.2 Unit Members who receive a “needs improvement”
evaluation may be evaluated every year until a satisfactory
evaluation is achieved or, at the recommendation of the
evaluation committee, the process may be continued in the
spring semester (see Article 6.12.1.5).

6.6.2 Composition of the Evaluation Committees for Tenured Unit Members

6.6.2.1 Immediate or Secondary Level Administrator or his/her
designee who shall serve as the chair of the committee.

6.6.2.2 The peer evaluator for a tenured Unit Member shall be
selected by the evaluatee prior to September 15 and mutually
acceptable to the immediate supervisor. 

6.7 Evaluation of Categorical Unit Members (exclusive of EOPS and DSPS)

6.7.1 Frequency of Evaluation for Categorical Unit Members

6.7.1.1 In their first four years of employment, non-tenured,
categorically funded Unit Members shall be evaluated as
frequently as non-tenured Unit Members (see Articles 6.5.1.1
and 6.5.1.2). Further evaluation shall occur in each third year
following and shall be conducted as frequently as for tenured
Unit Members. 

6.7.2 Composition of the Evaluation Committees for Categorical Unit
Members

6.7.2.1 In their first four years of employment, Non-tenured,
categorically funded Unit Members shall be evaluated by
committees composed according to the guidelines used for
non-tenured Unit Members (see Article 6.2.3). Further
evaluation shall occur in each third year following and shall
employ the same process and committee composition as for
tenured Unit Members.

6.8 Evaluation documents shall include the following for each Unit Member
evaluatee: 

6.8.1 IE 1 Form - Used by all peer evaluators and administrators to record
classroom visits or related activity serving the evaluation process.
Written statements on this form shall address the six (6) items of
evaluation stated on the form and the form shall be signed by both the
person preparing the form as well as the evaluatee. The comments on the
form shall address the results of the classroom visit and the wider
performance of the evaluatee in meeting the responsibilities of his/her
position.

6.8.2 IE 2 Form - Instructor Rating Sheet that is distributed to students to
survey their impressions of the performance of the evaluatee. Student
comments are to be written on the back side of the form. Counselor
Survey Form used for counselors. The IE 2B form shall be utilized for
online student evaluations. (reference 6.11.2.5) The IE 2 Form shall
serve as the basic guide to evaluation of the six (6) mandatory items of
evaluation (See Article 6.10). 

6.8.3 Typed student comments – Student written comments on the IE 2 Forms
are to be typed verbatim by the peer evaluators on separate pages.

6.8.4 IE 2 Tally Form – The student responses for each item on the IE 2 Form
are to be tallied by each class and recorded on a single blank IE 2 form
by the peer evaluators. 

6.8.5 Any approved Alternative Forms for the IE 2 Form which might be used
for collecting impressions of students or others that are used in the
evaluation of non-tenured or tenured Unit Members shall be mutually
agreed upon by the non-tenured or tenured Unit Members within the
same division, department, related discipline or faculty service area and
the appropriate supervisor. The forms will be used for courses within the
division, department, or related discipline. Such agreement may include
specification of which courses require oral administration of the form or
use of an ESL or sign language interpreter who is not the evaluatee. 

6.8.6 IE 3 Summary Evaluation Form – Certifies the completion of all
required evaluation activities by the Evaluation Committee, states the
committee’s composite perspective based on information contained and
documented in the forms IE 1 and IE 2, and is signed by all members of
the committee. The form will indicate whether or not the performance of
the Unit Member is satisfactory or unsatisfactory in meeting all aspects
of the assigned responsibilities of the position occupied by the evaluatee,
whether teaching, non-teaching, or a combination of these. The IE 3a
Form is to be used for non-tenured Unit Members and the IE 3b Form is
to be used for tenured Unit Members. The IE 3 PT Form is to be used for
adjunct faculty.

6.8.7 Any alternative view statements generated and signed by the evaluatee
or evaluators which might arise out of the Final Summary Meeting of
the Evaluation Committee. 

6.9 Distribution of forms will be as follows for Unit Member evaluations: 

6.9.1 Evaluatee will receive the copies IE 1 Forms (or agreed-to alternative
forms), copies of the IE 2 Summary Forms, copies of the typed
comments from the IE 2 Forms, a copy of the IE 3 Form, and if the IE 3
Form is not agreed to unanimously by the committee members, any
copies of dissenting statements/forms/rebuttals. 

6.9.2 The Temporary Evaluation File will contain originals of any IE 1 Forms
(or agreed to alternative forms), the original tally forms for IE 2 Forms,
original typed comments from the IE 2 Forms, the original IE 3 Forms,
and if the IE 3 Form is not agreed to unanimously by the committee
members, any original dissenting statements/forms/rebuttals.

6.9.3 Except for tenured Unit Members being evaluated in the spring
semester, the Temporary Evaluation File will be completed prior to the
end of the fall semester and forwarded immediately to the appropriate
College Vice President or Clear Lake Campus Dean and will contain a
recommendation to re-employ or not to re-employ the evaluatee. If the
Evaluation Committee determines that the evaluation process should be continued during the spring semester, this will be stated on the IE 3
Summary Evaluation Form, which will also state the recommendations
to the evaluatee for needed improvement of his/her performance. (See
Article 6.12.1.5.) The Evaluation Committee will continue in operation
and the chair will keep a copy of the temporary evaluation file for use by
the committee during the spring semester. 

6.10 Items of Evaluation - The following factors shall be considered in every
evaluation of a Unit Member:

6.10.1 Acceptance of responsibility 

6.10.2 Effectiveness of communications 

6.10.3 Effectiveness of instruction/student services

6.10.4 Expertise in subject matter/skill in contract assignment 

6.10.5 Techniques of instruction/skill in accomplishing contract
responsibilities/assignments

6.10.6 Participation in professional responsibilities and other internal and
external professional activities that further the image and growth of the
college; i.e., participation on college committees, program review,
student activity advisement, etc. (refer to Article 7.1.4). 

6.11 Responsibilities of Evaluation Committee Members 

6.11.1 Chair will be responsible to: 

6.11.1.1 Call all necessary meetings and record and distribute the
proceedings to the members. 

6.11.1.2 Make at least one classroom or online observation, which
results in a written and signed IE 1 Form and to share any
impressions derived from this visit with the evaluatee. This
observation may be scheduled or unscheduled at the option of
the administrator. Additional observations may be made if
the immediate supervisor considers it helpful to the
evaluation process. 
If any committee chair fails to complete the initial classroom
observation by November 15, the observation will be
conducted by the appropriate College Vice President or Clear
Lake Campus Dean or his/her designee. 

6.11.1.3 Coordinate committee efforts to complete required aspects of
the process in compliance with the approved evaluation
process and provide for the collection and keeping of the
temporary evaluation file.

6.11.1.4 Call and conduct the initial meeting by October 7 of the
Evaluation Committee, at which the committee members will
decide how to comply with the requirements of the process and by November 1 prepare a schedule for completing peer
evaluations. The evaluatee shall be present during this
meeting. 
For tenured Unit Members being evaluated in the spring
semester as provided for by Article 6.12.1.5, the peer
evaluation may be completed as late as April 20. 

6.11.1.5 At any subsequent meeting, prior to the final summary
meeting, the evaluating committee may meet without the
evaluatee. At the discretion of the committee, either the chair
or the entire committee will report the outcome of the
meeting to the tenured evaluatee. 

6.11.1.6 Conduct a summary meeting by December 15 at which the
recommendation to re-employ should be made if the
recommendation is positive. If there is concern about the
contract Unit Member’s need to improve and the necessity of
continuing the evaluation process in spring semester, the
committee should delay its recommendation to re-employ
until February 15 to give the committee more time to gather
additional information about the performance of the contract
Unit Member.
Decision to conduct a tenured Unit Member’s evaluation in
the spring semester shall be made by the evaluation
committee at its initial meeting no later than October 7. For a
tenured Unit Member whose evaluation occurs in spring
semester, the summary meeting shall be held within two
weeks following completion of peer review.

6.11.1.7 Prepare and forward any recommendation for tenure arising
from the process to the Academic Senate President.

6.11.2 Peers will be responsible to: 

6.11.2.1 Attend all meetings called by the chair or scheduled by the
committee and conduct themselves in a manner to keep all
outcomes and proceedings of the committee confidential. The
evaluatee should supply the peer evaluator with a list of all
additional professional activities in addition to teaching and
non-teaching assignments so that the evaluator may include
these items on the IE1 Form. These items may include
advisor or committee participation, high school contacts,
fund raising, participation on college committees and any
other outside activities that further enhances the partnership
between the District and community. 

6.11.2.2 Make in-class (or assignment) and out-of-class observations
(see Article 6.10 Items of Evaluation) and record his/her
impressions on an IE 1 Form. Such visits shall be of length
sufficient to enable the peer to form a valid impression of the
performance of the evaluatee. 

6.11.2.3 For in-class observations, consult with the evaluatee
regarding an appropriate date and time to administer the IE 2
Forms. After reading the generic statement of directions for
the completion of the Instructor Rating Form (IE 2 Form) to
the students, the peer shall distribute, collect, and tally the IE
2 forms in accordance with the directions of the Evaluation
Committee. The peer is to see that the students use the forms
in the correct manner. The evaluatee should not be present
during this process. 

6.11.2.4 For an online observation, record impressions on an IE 1
Form. An online observation shall be arranged between the
peer and the evaluatee. The length of the observation shall be
sufficient to enable the peer to form a valid impression of the
performance of the evaluatee. For example, the peer and the
evaluatee may agree that the peer will have access to the
online course for no longer than one week.

6.11.2.5 Type verbatim on separate pages all comments written by
students on the IE 2 Forms that have been distributed and
tallied by the peer evaluator or download verbatim all the
comments written by students on the online IE 2B Forms that
have been made available to online students and tallied by
the peer evaluator. 

6.11.2.6 Insure that student evaluation response is from at least eighty
percent (80%) of the students enrolled in the evaluatee’s
classes or one hundred or more students. For tenured Unit
Members, the peer evaluator must administer the IE 2 Forms
to two (2) or more of the evaluatee’s classes to obtain at least
the minimum percentage of students. For non-tenured Unit
Members, all of the evaluatee’s contract load classes shall be
surveyed. 

6.11.2.7 Administer any alternative forms that are substituted for the
IE 2 Form in accordance with the agreed upon procedures of
the Evaluation Committee. 

6.11.2.8 Meet with the evaluatee and share his/her impressions
resulting from the classroom visit. After the peer and
evaluatee conclude their discussion, both sign the IE 1 Form
and forward it to the Evaluation Committee chair for
placement in the temporary evaluation file. 

6.11.2.9 Participate in the Final Summary Meeting to review all
impressions and written materials that have been used in the
evaluation process and to sign the IE 3 Form to certify the
evaluation was conducted in accordance with adopted
procedures. 

6.11.2.10 Attend Academic Senate meetings when evaluation processes
they have participated in lead to the recommendation for
tenure for evaluatees. The intent of this article is that all peers
still employed by the District who served on any of the four
committees are expected to attend this final meeting to
determine tenure. 

6.11.2.11 Summarize data on either the Instructor Rating Sheets (IE
Form 2) or on the appropriate Alternative Instructor Rating
Sheets described in Article 6.8.5. 

6.12 Basic Procedures for Evaluating Tenured, Non-tenured, or Categorical Unit
Members

6.12.1 Upon review of the total evaluation data during the Final Summary
Meeting, during which the committee shall consider all objective
sources of input, summarize the observations of the Committee
members, and complete any required forms, the Evaluation Committee
shall recommend the termination or continuation of the process. 

6.12.1.1 If the evaluatee disagrees with the recommendation of the
committee, he/she may request the continuation of the
process. If the process is to continue through the steps
required for a tenured Unit Member, an Academic Senate
member mutually agreed to by the Evaluatee may be added
to the team, if requested by the evaluatee.

6.12.1.2 If the process is terminated, the evaluation procedures
conclude for the year. The Temporary Evaluation File is
completed and all documents are compiled and forwarded to
the office of the appropriate College Vice President or Clear
Lake Campus Dean. 

6.12.1.3 If a committee member disagrees with the recommendation,
he/she may file a separate IE 3 Summary Evaluation form by
the end of the fall semester. All such evaluations may be
commented upon by the evaluatee, in writing, on the reverse
side of the form. 

6.12.1.4 In any year of evaluation, both the Academic Senate
President and the Director of Human Resources Development
and Personnel Services will be advised by the appropriate
College Vice President or Clear Lake Campus Dean of any
unsatisfactory academic performance of a nature that might
prevent a future recommendation of tenure. 

6.12.1.5 If the committee recommends that the process continue into
the following spring semester:

6.12.1.5.1 The committee will state on the IE 3 Form the
reasons and a recommendation to continue the
evaluation process to February 15. Further, the
committee must state whether the full
(6.12.1.5.2.1) or the abbreviated (6.12.1.5.2.2)
process will be used. 

6.12.1.5.2 The committee will determine the level of
scrutiny needed to address the stated reasons for
continuing the evaluation and:

6.12.1.5.2.1 Decide to continue the full
evaluation process concluding by
February 15, or

6.12.1.5.2.2 Decide on an abbreviated evaluation
process appropriate to satisfy any
concerns that were expressed on the
IE 3 Form. Any abbreviated
evaluation process will be
documented in writing on or attached
to the IE 3 Form and forwarded with
the temporary evaluation file to the
appropriate College Vice President
or Clear Lake Campus Dean by
February 15. 

6.12.1.5.3 The committee will remain composed of the same
individuals for the remainder of the academic
year.

6.12.1.5.4 The chair shall keep a copy of the temporary
evaluation file, to which augmentations will be
made during the spring semester. 

6.12.1.5.5 There shall be an initial evaluation committee
meeting called by the chair no later than the end
of the first week of the spring semester to initiate
continuance of the evaluation process. The
committee will review and plan how to implement
the recommendation of the committee as it was
stated on the IE 3 Form. 

6.12.1.5.5.1 If the committee recommended that
the full evaluation process be
applied, the process conducted
during the fall semester will be
repeated and concluded by February 15. Upon completion of the process,
an IE 3 Form will be completed and
placed in the temporary evaluation
file. The file and all augmentation
documents will be forwarded
immediately to the appropriate
College Vice President or Clear Lake
Campus Dean.

6.12.1.5.5.2 If the committee recommended less
than the full evaluation process, it
will arrange to complete the process
by February 15. Upon completion of
the process, an IE 3 Form will be
prepared and modified as appropriate
before placement in the temporary
evaluation file. The file with all
augmentation documents will be
forwarded immediately to the
appropriate College Vice President
or Clear Lake Campus Dean.

6.12.2 Summary evaluations shall be initially completed by the end of the fall
semester unless there has been a determination to continue the
evaluation process into the spring semester as per 6.11.1.6. 
A supplementary Summary Evaluation IE-3 form will be prepared by
February 15 for interim observations where facts substantially change
and/or where the previous evaluation indicated possible termination or
disciplinary recommendations.

6.12.3 Prior to the end of February, the Director of Human Resources
Development and Personnel Services shall forward recommendations for
re-employment and a separate recommendation list, if applicable, for
non- re-employment to the District Chancellor. 

6.12.4 When the evaluatee is assigned both to teaching and non-teaching duties,
he/she may be evaluated both as a teaching and as a non-teaching Unit
Member by assigning some of the evaluation committee to evaluate
teaching and others on the evaluation committee to evaluate non-
teaching duties. The evaluation conclusions from both will be expressed
on a single Summary Evaluation form IE 3 (a, b, or c). 

6.12.5 The same calendar and procedures, which are used for the teaching Unit
Members, will be used for non-teaching Unit Members. 

6.13 Procedures and Compensation for Evaluation of Adjunct (hourly) Academic
Employees 

6.13.1 At the beginning of each academic year, full-time tenured divisional
Unit Members shall select a pool of peer evaluators representing the
departments, faculty service areas or disciplines within that division for
the purpose of evaluating adjunct (hourly) faculty members. 

6.13.1.1 In the event a department lacks a sufficient number of full-
time tenured Unit Members who agree to perform the adjunct
evaluations, any full-time Unit Member who has completed
at least two (2) years of full-time employment with the
District (75 percent or more) and who has been approved by
the Board as a third-year employee may perform adjunct
evaluations.

6.13.2 If sufficient names of peer evaluators are not forthcoming by September
15 for fall semester evaluations and by February 15 for spring semester
evaluations, the administration will notify the Association of that fact
and request assistance in getting sufficient names.

6.13.3 If there are still not sufficient names of peer evaluators by October 1 for
fall semester evaluations and by March 1 for spring semester
evaluations, the administration may select as peer evaluators any tenured
Unit Members who have volunteered and who are acceptable to the
administration.

6.13.4 Peer evaluators shall be paid $100 or shall receive six (6) hours of flex
credit per evaluatee and shall notify the District which option will be
used before the evaluation begins. The evaluation and agreement must
be turned in to Human Resources Development and Personnel Services
Office before either a payment will be made or flex will be credited to
the Unit Member. 

6.13.5 The peer evaluator shall make a thorough, professional evaluation of the
evaluatee, and shall prepare all necessary documents using the proper
forms. 

6.13.6 Except in unusual circumstances as approved by the Director of Human
Resources Development and Personnel Services, no one will serve as the
peer evaluator more than ten (10) times per academic year.

6.13.7 Peer evaluators of adjunct academic employee shall, in the case of off-
campus evaluations, be compensated for mileage at the prevailing
District rate or may use a District vehicle if available.

6.13.8 It is understood that peer evaluators, in implementation of their duties as
outlined in Article 6 of this Agreement, are acting under the mandate
and protection of AB 1725.