Evaluation Overview

The content in this knowledge base is based upon the standard FACULTY180 environment. Your institution may have made changes to customize the FACULTY180 environment to meet your institution's needs; therefore, the screens in your FACULTY180 environment may differ slightly from the knowledge base. For more information, please contact your FACULTY180 administrator.

Faculty evaluations, such as annual reviews, tenure/promotion evaluations, sabbatical application reviews, etc., can be created manually or using a workflow. Each evaluation process consists of independent evaluations that can be performed at the different levels. In a typical academic institution that would be at the department, college and/or university levels as part of a single comprehensive evaluation process.

Note: The evaluation functionality is only available to institutions who implemented Faculty Activity Reporting before 2018. Interfolio's Review, Promotion, and Tenure (RPT) product is recommended for all institutions who wish to facilitate evaluation workflows."

Administrators can only create evaluation processes at or below their level of administrative rights. For example, a dean of the College of Arts & Sciences, with administrative rights for that college, can only create evaluation processes for that college and the departments within it.

When administrator users with the correct permissions are unlocking a locked evaluation document, all other locked version are deleted.

Documents under evaluation processes of the same name with the same document configuration, meaning: document, the term started, and term finished, will be deleted for all processes.

Evaluation processes can be set up manually or by using the evaluation workflow functionality. The advantages of creating an Evaluation Workflow (rather than setting up a manual evaluation process) include:

  • In creating a workflow, the steps in the evaluation process are set up. For example, a tenure evaluation could have steps 1  5 where step one is a faculty self-evaluation and step 5 is the Deans evaluation. Using the Evaluation Workflow, the progression from step 1 to step 5 is automatically handled by the system based on start / end dates/times, faculty involved, evaluation documents to be used, etc.
  • Faculty evaluations are automatically spawned in the Process set-up based on the steps defined in the Evaluation Workflow.The individual evaluations are created automatically saving the software administrator time and effort in set up.
  • The Evaluation Workflow has a one to many relationship  the workflow can be created and then re-used for multiple processes. For example, a workflow named Annual Review can be used for a process called Tenured Faculty Annual Review and a process called Tenure-track Faculty Annual Review. What is common between these two processes is that the steps in the workflow are all the same but the faculty in each process is different.
  • The workflow can also be used in subsequent years. For example, a Tenure Evaluation Workflow can be created and then used for 2014 Tenure Evaluation, 2015 Tenure Evaluation, 2016 Tenure Evaluation, etc.
  • Evaluations can be easily customized by unit and then those customizations can be applied to other units.
  • Among the many options of moving from one step to the next is the option to select Completion of Previous Step for the purpose of beginning the next step in the evaluation dependent upon the completion of the previous step.

Manual Evaluation Process vs Evaluation Workflow

Determine if the Manual Evaluation Process or Evaluation Workflow best suits your needs, using the table below for reference.

Manual Evaluation Process
Evaluation Workflow
Want to clone an Evaluation Process that already exists (not associated with an evaluation workflow) X
Want evaluations to flow seamlessly from one step in the process to the next
Have an evaluation cycle that cannot be replicated in a workflow X
Want to save time in creating evaluations
Want to set evaluation standards at a central level but have the processes managed at lower levels

Overview of Evaluation Workflow Set Up

Step 1: Create a Workflow:

  • Set access settings to evaluation results
  • Select Evaluation documents (examples listed below)
    • Vita templates
    • Custom evaluation forms
    • Faculty Classification forms
  • Establish steps for each level in the workflow (example listed below)
    • Faculty Self-evaluation
    • Departmental Committee evaluation
    • Chairs evaluation
    • Deans evaluation


Step 2: Create a Process

  • Select a Workflow
  • Name the Process
  • Select faculty to be evaluated in that process (e.g. Tenured Faculty Annual Review)
  • Set the time-frame for activities to show on the Evaluation vita template
  • Verify the time-frame for any faculty classification forms (if used)
  • Set the Start and Due dates for each step in the evaluation.
  • Save and customize evaluations
    • All evaluations are spawned for each step for each faculty member selected in this evaluation process


Step 3: Manage Evaluations

  • Modify the title of the evaluation
  • Select evaluators for each evaluation that was spawned
  • Verify set up

Overview of Manual Evaluation Setup

Step 1: Create a Process

  • Name the Process

Step 2: Create Evaluations

  • Create an individual evaluation for each step for each faculty member to be evaluated.
    • Faculty Self-evaluation
    • Departmental Committee Evaluation
    • Chairs evaluation
    • Deans evaluation
  • Select the process
  • Create the evaluation title
  • Select faculty to be evaluated in that process (e.g. Tenured Faculty Annual Review)
  • Set the time-frame for activities to show on the Evaluation vita template
  • Verify the time-frame for any faculty classification forms (if used)