Periodic Evaluation of Athletic Coaching Faculty

Recommended By
Academic Senate
Approved
Judy K. Sakaki, President
Issue Date
Thursday, May 10, 2018
Current Issue Date
Thursday, May 10, 2018
Effective Date
Thursday, May 10, 2018
Policy number
2018-2

General Provisions

  1. Preamble
    This policy is intended to protect both the right of the University to exercise judgment in the granting of reappointment and promotion and the rights of the coaching faculty to a complete and impartial evaluation, to confer at any level of review, and to have access to the criteria and information used as a basis for the decisions made by the University. This document provides a procedure for the annual periodic evaluation of coaching faculty unit employees to develop and maintain a high-quality coaching staff which are professionally active and work effectively with student-athletes. Procedures contained in this document are in accordance with the Collective Bargaining Agreement (CBA). The CBA uses the term "Coaching Faculty Unit Employees" to refer to all coaches in Bargaining Unit 3. In this document, the term "coach" shall refer to the coaching faculty unit employees. Where disagreement occurs between this document and the collective bargaining agreement, the collective bargaining agreement shall prevail.
     
  2. Purpose
    The purpose of the periodic evaluation is to evaluate the professional progress and the general capability of a coach faculty member. The administration and the University will provide guidance and support toward the professional development of the coach faculty member. The evaluation is intended to provide constructive guidance to the coach regarding professional development to ensure the protection of the coach, student-athletes and the institution. Where necessary, steps may be recommended to improve performance. Growth in professional career could lead to multiple-year contracts and reclassification per the California Faculty Association Collective Bargaining Agreement.
     
  3. Result
    The result of the periodic evaluation is a summary of the professional strengths and opportunities of the coach in the areas of coaching instruction, community engagement, and professional achievement.
     
  4. Discussion
    Following the completion of the review process, the Senior Director of Intercollegiate Athletics and the sport supervisor shall provide an opportunity for discussion with the head coach. The head coach and sport supervisor shall provide an opportunity for discussion with the assistant coach from that sport. This will ensure the evaluation process is one of growth, maturation and collegiality.
     
  5. Definitions
    Coach Coaching Faculty Unit Employee member in Bargaining Unit 3.
    Coaching Peer Evaluation [CPE] A coach at an equal or higher level then the evaluated coach that produce a written evaluation of the coach per prescribed criteria and forms. 
    Collective Bargaining Agreement [CBA] Collective Bargaining Agreement, Unit 3, between the Trustees of the CSU and the California Faculty Assn.
    Conclusion of the Regular Season For team sports and for teams with individual participation in post-season this is the day of the last scheduled regular season contest.
    Conclusion of the Season For teams with individual participation in post-season this is the day of the last post-season contest a remaining individual from the team participates in resulting in elimination.
    Day A calendar day. The time in which an act provided in this policy is to be done is computed by excluding the first day and including the last day, unless the last day is a holiday or other day on which the campus in not regularly open for business, and then it is also excluded. (cf. CBA 2.11) 
    Faculty Athletic Representative [FAR] A faculty member empowered by the president to be in a position to ensure student-athlete welfare and the academic integrity and institutional control of the athletics program. 
    Head Coach Performance Evaluation [HCPE The Senior Director of Intercollegiate Athletics in collaboration with the Sport Supervisor will use feedback from the Student-Athlete Evaluation of Coaching Effectiveness Survey, the Coach’s Self-Evaluation, the Coaching Peer Evaluation and the Sport Supervisor Evaluation.
    Periodic Evaluation This review occurs every year for reappointment and promotion. (cf. 15.31)
    Personnel Action File [PAF] The one official personnel file (housed in Faculty Affairs) containing employment documents and information that may be relevant to personnel recommendations or personnel actions regarding a faculty employee. (see WPAF) (cf. CBA 2.17)
    Review Cycle The time frame of Periodic Evaluation of a Coaching Faculty Unit Employee. This is annual, starting at the beginning of the academic year. For consideration for promotion, the review cycle is since they were hired.
    Sport Supervisor [SS] A Department of Intercollegiate Athletics Administrator (MPP) assigned oversight of a specific intercollegiate team. 
    Student-Athlete [SA] Any student listed on the final roster for the team at the beginning of the sport season as certified by the Director of Intercollegiate Athletics, the Compliance Coordinator, the Faculty Athletic Representative and Head Coach.
    Student-Athlete Evaluation of Coaching Effectiveness Survey A survey administered by standard university procedures to all student-athletes on a coach’s roster to ascertain their opinions of the coach’s effectiveness on predetermined statements. 
    Support Staff [SS] Staff employees of the Department of Intercollegiate Athletics. These employees include but are not limited to Academic Advisor, Business Manager, Compliance, Sports Information, Sports Medicine and Strength-Conditioning Specialist. 
    Working Personnel Action File [WPAF] The file specifically generated for use in a given review cycle, which includes all required forms and documents. It shall also include all coaching faculty unit employee and administrative level evaluation recommendations from the current cycle, and all rebuttal statements and responses submitted. At the end of each review cycle, it is incorporated into the candidate’s PAF. (cf. CBA 15.8-15.9)
     
  6. Working Personnel Action File and Personnel Action File
    1. Working Personnel Action File (WPAF)
      1. The WPAF refers to the portion of the PAF used during the time of evaluation of a coach and shall be housed in the office of the Director of Intercollegiate Athletics and contain the following materials:
      2. Coach Self-Evaluation
      3. Student-Athlete Evaluation of Coaching Effectiveness Survey Results 
      4. Coaching Peer Evaluation Report
      5. Administrative Performance Evaluation Committee Report 
      6. All other evaluation materials appropriately included for the purpose of the evaluation that will become a part of the PAF
    2. Personnel Action File (PAF)
      1. A PAF will be maintained for each coach in Faculty Affairs.
      2. A coach shall have the right of access to all material in their PAF upon request to Faculty Affairs. 
      3. A coach shall have the right to submit additional materials to their PAF. Such material shall indicate the author of the material.
      4. A coach shall be provided with a copy of any material to be placed in their PAF at least 5 days prior to its placement.
      5. A coach shall have the right to submit a written statement / rebuttal to any materials placed in their file.
      6. The PAF shall be held in confidence. Access to the coach’s PAF shall be limited to persons with official business. Faculty Affairs shall maintain a log of all persons assessing the PAF which shall be a part of the file. 

Appointments

  1. Appointment Dates
    Appointments for coaches hired on the Coaching-Track shall be specifically stated in the appointment letter.
     
  2. Classifications
    The following are classification definitions for the positions of Head Coach, Coach, Coaching Specialist and Coaching Assistant. Appointment to one of these classes may be for the academic year, 10 months or 12 months.
    1. Head Coach Under general direction, performs the full range of coaching functions related to a fully developed intercollegiate athletic program. Positions in this classification typically involve supervisory responsibilities over a number of subordinate personnel performing various coaching functions. A degree in Kinesiology or related field and extensive experience coaching within a highly competitive program are required to be appointed at this level. A master’s degree in Kinesiology or related field is preferred.
    2. Coach Under general direction, performs a variety of coaching functions related to one of the sports in an intercollegiate athletic program. Positions in this classification may involve responsibility for serving as a working-title head coach in an intercollegiate athletic activity. Positions in this classification also may involve responsibility for serving as an assistant to a working-title head coach. A degree in Kinesiology or related field and extensive experience coaching within a highly competitive program are required to be appointed at this level. A master’s degree in Kinesiology or related field is preferred.
    3. Coaching Specialist Under direction, performs specialized coaching functions in a major program activity of an intercollegiate athletic program. Positions in this classification also may involve the performance of functions comparable to those of a head coach in an intercollegiate athletic activity. A degree in Kinesiology or related field and extensive experience coaching within a highly competitive program are required to be appointed at this level. A master’s degree in Kinesiology or related field is preferred. 
    4. Coaching Assistant Under direction, performs a variety of coaching functions related to one or more sports in the intercollegiate athletic program. A Bachelor’s degree in Kinesiology or related field is the minimum requirement for appointment at this level.

Evaluation Procedures

  1. General Provisions
    1. Evaluation criteria and procedures shall be made available to coaches no later than fourteen (14) days after the first day of instruction of the academic year or upon hiring. Once the evaluations process has begun, there shall be no changes in criteria and procedures used to evaluate the coaches during that academic year’s evaluation process.
    2. It is the responsibility of the Senior Director of Intercollegiate Athletics to notify each Coach as to the official starting date of the evaluation process for that individual Coach.
    3. At all levels of review coaches shall be given a copy of the evaluation document. The coach may submit a rebuttal statement or response in writing and/or request a meeting with the HCPE to discuss the recommendation within ten (10) days following receipt of the recommendation. A copy of the response or rebuttal statement shall be placed in the WPAF. This section shall not require that evaluation timelines be extended.
    4. Personnel recommendations or decisions shall be based on the Working Personnel Action File (WPAF). Should the President make a personnel decision on any basis not directly related to the information related to the APEC document, those reasons shall be reduced to writing and entered into the Working Personnel Action File and shall be immediately provided to the coach.
       
  2. Evaluation Levels and Sequence
    1. Head Coach
      The following written sources of information will be included in the evaluation process and placed in the WPAF and when indicated the PAF. For working title Head Coaches (regardless of appointment classification).
      1. Student-Athlete Evaluation of Coaching Effectiveness Survey [S-AECE] 
        Each student-athlete will have the opportunity to participate in an S-AECE for each coach they participated under. The survey will be available starting fourteen (14) days prior to the end of the regular season and remain available until the conclusion of the regular season. Questions on the survey will be subject to FSAC approval.
      2. Coach Self-Evaluation
        Each head coach shall submit a self-evaluation that supports their instructional achievement, academic support of student-athletes, recruiting, program administration, community engagement and fiscal responsibility related to their team and student-athletes. The document will be reviewed by the Coaching Peer Evaluator, the Sport Supervisor and the Senior Director of Intercollegiate Athletics in their evaluations. The head coach may include documentation showing evidence of their achievements and professional development to be placed in the WPAF and referenced in their self-evaluation. The document is due no later than fourteen (14) days following the conclusion of the season.
      3. Coach Peer Evaluation [CPE]
        Each head coach will be evaluated by a peer (another head coach) of their choice. The CPE may conduct observations of practices, conditioning sessions and games at times that are mutually agreeable to the head coach and the observer. The Coaching Peer is responsible for writing the evaluation document and will sign the final document. The format of the evaluation will be turned in on CPE Document utilizing evaluation criteria provided to Coaches at the beginning of the academic year. The CPE Document is due no later than twenty-one (21) days following the conclusion of the season. The head coach has ten (10) days following receipt of the CPE document to submit a rebuttal statement or response in writing and/or request a meeting be held to discuss the evaluation. The CPE Document will be submitted to the Sport Supervisor no later than thirty-eight (38) days following the conclusion of the season.
      4. Sport Supervisor Coach Evaluation [SSE]
        Each Head Coach will be evaluated by the Sport Supervisor. The Sport Supervisor may conduct observations of practices, conditioning sessions and games at times that are mutually agreeable to the coach and the observer. The Sport Supervisor is responsible for writing the evaluation document and will sign the final document. The format of the evaluation will be turned in on SSE Document utilizing evaluation criteria provided to Head Coaches at the beginning of the academic year. The SSE Document is due no later than forty-five (45) days following the conclusion of the season. The coach has ten (10) days following receipt of the SSE Document to submit a rebuttal statement or response in writing and/or request a meeting be held to discuss the evaluation. The SSE Document will be submitted to the Director of Intercollegiate Athletics no later than sixty-two (62) days following the conclusion of the season.
      5. Head Coach Performance Evaluation [HCPE]
        The Senior Director of Intercollegiate Athletics in collaboration with the Sport Supervisor will use feedback from the Student-Athlete Evaluation of Coaching Effectiveness Survey, the Coach’s Self-Evaluation, the Coaching Peer Evaluation, and the Sport Supervisor Evaluation to complete the HCPE Document. The HCPE document is due no later than seventy (70) days following the conclusion of the season. The head coach has ten (10) days following receipt of the HCPE Document to submit a rebuttal statement or response in writing and/or request a meeting be held to discuss the evaluation. The HCPE Document will be submitted to Faculty Affairs no later than ninety (90 days following the conclusion of the season.
         
    2. Assistant Coach
      The following written sources of information will be included in the evaluation process and placed in the WPAF and when indicated the PAF. For working title - paid Assistant Coaches (versus volunteers) (regardless of appointment classification):
      1. Student-Athlete Evaluation of Coaching Effectiveness Survey [S-AECE] 
        Each student-athlete will have the opportunity to participate in an S-AECE for each coach they participated under. The survey will be available starting fourteen (14) days prior to the end of the regular season and remain available until the conclusion of the regular season. Questions on the survey will be subject to FSAC approval.
      2. Coach Self-Evaluation
        Each assistant coach shall submit a self-evaluation that supports their instructional achievement, academic support of student-athletes, recruiting, program administration, community engagement and fiscal responsibility related to their team and student-athletes. The document will be reviewed by the Coaching Peer Evaluator in their evaluation. The assistant coach may include documentation showing evidence of their achievements and professional development to be placed in the WPAF and referenced in their self-evaluation. The document is due no later than fourteen (14) days following the conclusion of the season.
      3. Coach Peer Evaluation [CPE]
        Assistant coaches will be evaluated by the head coach of their intercollegiate team taking into consideration the SETE and self-evaluation. The CPE may conduct observations of practices, conditioning sessions and games at times that are mutually agreeable to the assistant coach and the observer. The Coaching Peer is responsible for writing the evaluation document and will sign the final document. The format of the evaluation will be turned in on CPE Document utilizing evaluation criteria provided to Assistant Coaches at the beginning of the academic year. The CPE Document is due no later than twenty-one (21) days following the conclusion of the season. The assistant coach has ten (10) days following receipt of the CPE document to submit a rebuttal statement or response in writing and/or request a meeting be held to discuss the recommendation. The CPE Document will be submitted to the Sport Supervisor no later than thirty-eight (38) days following the conclusion of the season.
      4. Sport Supervisor Coach Evaluation [SSE]
        Each Assistant Coach will be evaluated by the Sport Supervisor. The Sport Supervisor may conduct observations of practices, conditioning sessions and games at times that are mutually agreeable to the assistant coach and the observer. The Sport Supervisor is responsible for writing the evaluation document and will sign the final document. The format of the evaluation will be turned in on SSE Document utilizing evaluation criteria provided to Assistant Coaches at the beginning of the academic year. The SSE Document is due no later than forty-five (45) days following the conclusion of the season. The assistant coach has ten (10) days following receipt of the SSE Document to submit a rebuttal statement or response in writing and/or request a meeting be held to discuss the evaluation. The SSE Document will be submitted to Faculty Affairs no later than sixty-two (62) days following the conclusion of the season.
Timeline
(Based on Conclusion of Regular Season)
 
I. Head Coach  
Student-Athlete Evaluation of Coaching Effectiveness Survey  14-0 days before
Coach Self Evaluation   by 14 days after
Coach Peer Evaluation  by 21 days after
Response to Coach Peer Evaluation (optional)   10 days from receipt
Coach Peer Evaluation to Sport Supervisor  by 38 days after
Sport Supervisor Evaluation     by 45 days after
Response to Sport Supervisor Evaluation (optional)     10 days from receipt
Sport Supervisor Evaluation to Sr. Director of Inter. Ath.     by 62 days after
Head Coach Performance Evaluation     by 70 days after
Response to Head Coach Performance Evaluation     10 days from receipt
Head Coach Performance Evaluation to Faculty Affairs     by 90 days after
II. Assistant Coach  
Student-Athlete Evaluation of Coaching Effectiveness Survey 14-0 days before
Coach Self Evaluation  by 14 days after
Coach Peer Evaluation   by 21 days after
Response to Coach Peer Evaluation (optional) 10 days from receipt
Coach Peer Evaluation to Sport Supervisor by 38 days after
Sport Supervisor Evaluation  by 45 days after
Response to Sport Supervisor Evaluation (optional) 10 days from receipt
Sport Supervisor Evaluation to Faculty Affairs by 62 days afte