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Frequently Used Tools:




Frequently Asked Questions


How can I obtain access for a proxy?

Contact the OIT HelpDesk at 974-9900. Once they have confirmed your identity as a department head or dean (either by asking for your home address & birthdate or by receiving a fax on official department/college letterhead), they will create a Remedy ticket requesting that the proxy you specify be granted your same level of access. Note: proxy users can initiate reviews and even electronically sign them (the text on the signature line is displayed as “ for “).


How can I access previous years reviews?


A user at the department head, dean, or Provost level can access last year’s review forms by clicking on the Reports button available on the Dashboard and Worklist pages. Then click “Reports by Organization (Campus / College / Department)”, select your department/college and evaluation period, and click “Annual Review Report”. Note that this report does not provide access to last year’s file attachments. Prior year attachments can be accessed by clicking the Attachments button from either the annual review or retention review for a specific faculty member and selecting the review year.


What is a Worklist/Dashboard?


Worklist is a web page that lists faculty reviews that require the Department Head, Dean, or Provost’s attention. Faculty do not see the Worklist view.

Dashboard is a web page that lists all faculty reviews by colleges in the Campus view, departments in the College view, and all faculty reviews for the Department selected in the Department view. The reviews may be in various stages of the review process indicated in the Review Status column. Your view depends on your role in the review process. Faculty do not see the Dashboard view.

Campus view displays the number of Faculty in the Colleges (based on a self-contained database in the Online Faculty Review system), number of reviews In Process, and the percentage of reviews In Process of the total number of faculty.

College view displays the number of Faculty in the Departments (based on a self-contained database in the Online Faculty Review system), number of reviews In Process, and the percentage of reviews In Process of the total number of faculty.

Department view lists the faculty reviews in a department.
The table columns (also displayed in the Worklist view) are:

  • Select - These are links to faculty member’s review web pages
  • Name - This column contains the first and last name of a faculty member
  • Annual Review Status - Displays different stages of the faculty member’s annual review process. Refer to Appendix B for explanation of each review status
  • Retention Review Status - Displays different stages of the faculty member’s retention review process. Refer to Appendix B for explanation of each review status
  • Improvement Plan Required - A Yes indicates that a Faculty’s review is complete and the Overall Score is a 1 or 2. The Faculty Member must submit an Improvement Plan to the Department Head within 30 days of completion of the Annual Review.
  • On Hold - The system prevents further changes to an annual review by certain roles for 2 weeks unless the hold is released earlier
    The annual review can be on hold for one of the following reasons:

    1. A Faculty Member decided to provide a written response to the Department Head’s evaluation. In this case, only the Faculty Member can release the hold earlier.
    1. The Dean changed the Department Head’s rating. In this case, both the Department Head and the Faculty Member have 2 weeks to respond and they must release the hold if they want to allow the Provost’s access to the review before 2 weeks expire.

  • Dean Change or Hold - Indicates whether the Dean changed the Department Head’s rating
  • Faculty Dissent - Indicates whether the Faculty Member decided to respond to the Department Head’s rating
  • Teaching/Research/Service/Overall – Provides a quick view of the rating.
  • Evaluation Narrative - A Yes indicates the current year is the Evaluation Narrative Year and an Evaluation Narrative has been attached by the Department Head.


What is Workflow Step/Review Status?


The Online Performance Review system utilizes a 7-step workflow for faculty annual review and a 6-step workflow for faculty retention review. The description of each step/review status follows.

  1. Initiated
    The Department Head starts the review and may also attach documents at this step. The Faculty Member receives an email sent automatically by the system and then attaches supporting documents to the review. This status changes to the next one after the Faculty Member confirms the attachment of documents.

  2. Department Head Evaluating
    The Department Head reviews the attached documents and enters ratings on the Faculty Annual Review page. The Faculty Member’s evaluation is only viewable by the Department Head. This status changes to the next one after the Department Head enters ratings on the Faculty Annual Review page and confirms the evaluation.

  3. Department Head Complete**
    The Department Head conducts a face-to-face meeting with the Faculty Member to discuss the review. Once the Department Head confirms/digitally signs the review, the Faculty Member receives an email automatically sent by the system and the status changes to the next one.

  4. Faculty Member Signing
    The Faculty Member accesses the system to view the evaluation entered by the Department Head. The Faculty Member confirms/digitally signs the review to acknowledge reading the Department Head’s review. The Faculty Member may wish to respond to the review in writing. In this case, the Dean will get limited (read-only) access to the faculty review for two weeks unless the Faculty Member releases the hold earlier. This status changes to the next one after the Faculty Member confirms/digitally signs the review.

  5. Dean's Office
    The Dean looks at the Faculty Member’s review and confirms/digitally signs the review. The Dean may attach documents and may change the Faculty review’s ratings. If/when the Dean dissents from the Department Head’s rating, 1) an email is automatically sent to the Department Head and the Faculty Member and 2) the Provost gets limited function (view-only) of the Faculty Member’s review for 2 weeks unless both the Department Head and the Faculty Member release their holds earlier. The Department Head and the Faculty Member may each submit a written response to the Dean’s dissent by attaching documents or writing comments on the Faculty Annual Review. This status switches to the next one when the Dean confirms/digitally signs the faculty review.

  6. Provost's Office
    The Provost looks at the review and may attach documents and change the ratings. The evaluation by the Provost is final. This status switches to the next one after the Provost confirms/digitally signs the review.

  7. Review Complete
    The Faculty Member receives an email sent by the system automatically. No action is needed. The review contains all the documents and has digital signatures of the Department Head, Faculty Member, Dean, and the Provost’s office. If the Faculty’s review is complete and the Overall Score is a 1 or 2, the Faculty Member must submit an Improvement Plan to the Department Head within 30 days of completion of the Annual Review.
    Note: At steps 2-7 of the workflow, the Department Head can rollback a review to any of the previous workflow steps.**  A review cannot be rolled back if it is complete and has been signed by the Provost.

** Does not apply for retention review

How do I Print a Review?

  • From within a faculty member's annual or retention review, click the appropriate "Printable Reviews" button.  Select the PDF format and click "Export". Save and print. 
  • From the dashboard or worklist, click the "Reports" button and select "Reports by Organization".  1) Select an organization, 2) select the evaluation period, 3) select the appropriate "Annual Review Report" (to match evaluation period) for the organizational report and 4) click the "View Selected Report" button. Scroll through the pages to find the annual review for a specific faculty member. Select the PDF format and click "Export". Save and print.


What are supported attachment file types?

Supported attached file types include:

  • .doc, .docx - Word
  • .gif - GIF, Image
  • .jpg - JPEG, Image
  • .mp3 - MP3, Audio
  • .mpeg - MPEG1, Video
  • .odg - OpenDocument Graphic
  • .odp - OpenDocument Present
  • .ods - OpenDocument Spreadsheet
  • .odt - OpenDocument Text
  • .pdf - PDF
  • .png - PNG, Image
  • .ppt, .pptx - PowerPoint
  • .qt - QT, Video
  • .txt - Text Document
  • .wav - WAV, Audio
  • .wma - WMA, Audio
  • .wmv - WMV, Video
  • .xls, .xlsx - Excel
  • .zip - ZIP File