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Periodic Evaluation (Mini Review and Professional Development Plan)

of Probationary Faculty, 2018-2019


August 20, 2018

This memorandum provides information on two forms of periodic evaluation for probationary faculty members: The Mini review (for probationary faculty members) and the Professional Development Plan (appropriate for some first-year probationary faculty).


Probationary faculty members are evaluated each year. Probationary faculty members who are not being reviewed for reappointment, tenure, and/or promotion normally undergo a Mini review.


Some probationary faculty members in their first year of appointment will prepare a Professional Development Plan (PDP) in lieu of the Mini review. That decision is made by the Department Chair and the Dean in consultation with the faculty member. Only new probationary faculty members with no (0) years of service credit are eligible for a Professional Development Plan. 


The purpose of periodic evaluation is to provide assessment and feedback to probationary faculty members on their activities under the categories of instruction and instructionally-related activities; research, scholarly and creative activities; and service. Unlike the RTP review for reappointment, tenure, and promotion, the Mini review does not include a recommendation for any personnel action.


A list of candidates scheduled for a Mini review is provided to each College Office. The College Office distributes copies to the Department Chairs, who are to provide copies to Department Peer Review Committees once they are elected.

Workshops for Mini Review & Professional Development Plan

Candidates undergoing Mini review or preparing a Professional Development Plan are encouraged to attend a Mini review/PDP workshop. Both workshops will cover the same content.


  • Monday, October 29, 2018 – 12:00 to 1:30 PM
    Anatol Center, AS-119
  • Thursday, November 8, 2018 – 12:00 to 1:30 PM
    Anatol Center, AS-119


Mini Review Deadlines

  • Deadline for candidates to submit materials via Interfolio is February 8, 2019.
  • Deans should establish timelines for completing reviews at the Department level, completing the Dean’s review, and candidates receiving their respective reviews
  • All completed Mini reviews are due by May 14, 2019.

Mini Review Process

Participants in the Review Process

Mini reviews of probationary faculty are to be conducted by a Department Peer Review Committee and the College Dean. The Department Chair may also write a review if he/she does not participate as a member of the Peer Review Committee. The Department Peer Review Committee will use the standard Periodic Review Form which is available on the Faculty Affairs website.

The elected Department Peer Review Committee must consist at a minimum of three tenured faculty. A department may decide to designate its RTP Committee to be the Peer Review Committee for these Mini reviews or it may elect a separate committee. If the Department Chair serves on the Department Peer Committee, the Chair may not write a separate evaluation. There is no committee review at the College level.


Materials to be Submitted by the Candidate

The candidate's activities are to be evaluated under the categories of:

  • Instruction and Instructionally-Related Activities
  • Research, Scholarly, and Creative Activities
  • Service

Current review period: New probationary faculty during the period prior to their first Reappointment review should submit materials from the date of appointment. If service credit was given at the time of appointment, candidates should also include materials for the credited years.  Probationary faculty who have completed an initial Reappointment review or a subsequent Reappointment review (in years four or five, including service credit) should include materials since their most recent Reappointment review.


The following materials must be submitted via by February 8, 2019:

  1. Updated Professional Data Sheet (PDS) which addresses the above categories
  2. Narrative
  3. Copies of student evaluation summaries representative of teaching assignments during the period of evaluation, consistent with department and college RTP policies
  4. Any other new information or materials that address activities for the current review period
  5. Copies of all prior reviews (which includes the Professional Development Plan if one was submitted)

Open Period for Mini Review

Section 15.2 of the Collective Bargaining Agreement allows persons other than the candidate to provide information concerning the candidate. To provide this opportunity to contribute information, an "open period" has been established from November 30, 2018 through December 21, 2018. Departments must post in the Department Office the list of the candidates who are eligible for consideration. Each posted list must contain the following statement:

Faculty, students, academic-administrators and the President may contribute information to the evaluation of a faculty unit employee. Information submitted by the faculty unit employee and academic administrators may include statements and opinions about qualifications and work of the candidate by other persons identified by name. Letters or memoranda which contain statements of opinion or allegations of fact by unnamed persons cannot be accepted. All information must be submitted in written form to the Peer Review Committee with a copy to the candidate, by December 21, 2018.

The candidate must be given five (5) days notice before any such materials are placed in his/her file by the Peer Review Committee Chair. The candidate may respond to or rebut information provided during the open period. However, since the periodic review is a part of the Personnel Action File, requests for removal of information on the ground of inaccuracy – and only on that ground – may be made under the terms of Article 11.13 of the Collective Bargaining Agreement.

Committee Evaluation of the Mini Review File

On the basis of information provided by the candidate and the material submitted during the open period, the Peer Review Committee evaluates the activities and achievements of the candidate for the current review period. While this may include service at another institution for which probationary credit was granted, particular attention should be paid to the candidate's record at CSULB.


Candidate Response/Rebuttal

Following each level of review (Department, Department Chair (if applicable), and Dean), the candidate will receive the evaluation at that level. The candidate may submit a response/rebuttal via Interfolio to be forwarded with the review within ten (10) calendar days of the receipt of the review.

Procedures for Candidates on Joint Appointment

Special rules apply to the formation of RTP committees for faculty members on joint appointments. See “UNIVERSITY JOINT APPOINTMENTS FOR FACULTY PERSONNEL POLICY AND PROCEDURES” (PS 94-11) on the Academic Senate website.

Completion of the Mini Review

Following completion of reviews by the Department, Department Chair (if provided), and the Dean, all materials will be placed in the candidate's Personnel Action File in the Office of Academic Affairs.


Professional Development Plan (PDP)

The Professional Development Plan is an alternative that replaces the first-year Mini review for new probationary faculty with no (0) years of service credit. The Department Chair and the Dean, in consultation with the faculty member, determine whether to require the Mini review or the PDP.

The Professional Development Plan is an articulation of the new probationary faculty member’s professional goals, areas of interest, and accomplishments that he/she expects to achieve in each of the three areas of evaluation—instruction and instructionally-related activities; research, scholarly and creative activities; and service—in order to meet the university, college, and department expectations/requirements for Reappointment, Tenure, and Promotion. As such, the PDP is three short narratives (approximately 500 words per area), one for each area of evaluation.

In no way is the Professional Development Plan meant to serve as a contract. The achievement of all stated goals does not guarantee tenure; nor does the failure to achieve these goals mean that tenure will not be granted.

For additional information, see the Professional Development Plan FAQ available on the Faculty Affairs website.

Timeline for Preparing the Professional Development Plan

The timeline for writing, consultating, revising, and forwarding of the signed PDP (including teaching evaluation summaries) to Faculty Affairs is outlined below. The same obligation to meet timelines applies to both the PDP and the Mini review, although the specific timelines and procedures differ. No open period is required for faculty members preparing a PDP.




Oct., 2018

Candidate meets with the Department Chair to review the RTP process/policy, discuss expectations, and PDP requirements.
11/16/2018 Candidate submits draft of PDP to the Department Chair.
12/14/2018 Department Chair provides candidate with comments and/or recommendations for revisions..
2/15/2019 Candidate submits revised PDP (if necessary) to Department Chair for signature.
2/15-3/8/2019 Candidate meets with Department Chair to discuss the PDP and progress to date, including fall semester student evaluations of teaching.
3/8/2019 Department Chair forwards PDP to the Dean.
4/5/2019 Dean provides candidate with comments and/or recommendations for revisions.


Faculty member submits revised PDP (if necessary) to the Dean for signature.
5/14/2019 Dean forwards signed, final PDP to the candidate, Department Chair, Department Peer Committee members, and Faculty Affairs.

Getting Help with Periodic Evaluations

In addition to this memo, the Periodic Evaluation form, and the Professional Development Plan FAQs, and the Professional Data Sheet (PDS) guidelines are available on the Faculty Affairs website.



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