Policy 3G: Appointments and Evaluations of Officers and Exempt Professionals

A. Definitions:

1. Appointing authority. The "appointing authority" means the Board of Regents or the Board's delegate as authorized by Regent policy 2-K.

2. Supervising authority. The "supervising authority" means the individual to whom the employee directly reports. For those employees reporting to the Board of Regents, the "supervising authority" means the Board of Regents.

B. Conditions of appointments for officers and exempt professionals:

1. Employee-at-will. In accordance with C.R.S. §24-19-104 officers and exempt professionals shall be employees-at-will in their officer or exempt professional positions unless expressly provided an employment contract authorized by C.R.S. §24-19-104(1.5). An employee-at-will shall be appointed for an indefinite period of time. The appointment is terminable by either the employee or the appointing authority at any time.  The terms and conditions of an appointment shall be set forth in a letter of offer in compliance with state law and university policy.

2. Term employment contracts and employment extensions

In accordance with CRS §24-19-104 (1.5) each campus and system administration may have in effect not more than six employment contracts or employment contract extensions of not more thanfive years. A term employment contract has an explicit termination date and means that the appointment does not continue after that date unless the Board of Regents approves an extension of the term employment contract.

A term employment contract for a specific term is not a guarantee of a particular position, duties, or salary for the term of appointment. The appointing authority may make an administrative reassignment at a salary appropriate for the new position.

C. Position descriptions:

The supervising authority shall develop and maintain a position description outlining the duties and responsibilities.

D. Evaluations of officers and exempt professionals:

Evaluations shall be based upon the position description and performance planning between supervisor and individual. Evaluations should provide constructive feedback on the officer's and exempt professional’s service.

1. Annual evaluation. Officers and exempt professionals shall be evaluated on an annual basis in accordance with Regent Policy 11-F.1.

2. Comprehensive evaluation for officers. The president, secretary, treasurer, university counsel, vice presidents, chancellors, vice chancellors, and deans of schools, colleges and libraries shall be subject to a comprehensive evaluation not less frequently than once in each five years of service in accordance with Regent Laws and policy. However, at the discretion of the supervising or appointing authority these officers may be evaluated comprehensively at any time.

The supervising authority directs comprehensive evaluations. In the event that an officer has more than one supervising authority, the comprehensive evaluation process shall be jointly defined and conducted. An assessment of the officer's fulfillment of long-term responsibilities over the comprehensive evaluation period shall include consultation with appropriate individuals from inside and outside of the university and consideration of the resources and other support needed to fulfill responsibilities. The officer under review shall provide a statement of accomplishments, self-evaluation, and long-term objectives. Upon completion of the comprehensive evaluation, the supervising authority shall make any necessary changes to the officer's position description, in accordance with university policies.

3. Other evaluations. The supervising authority or appointing authority may conduct evaluations in any form and at any time deemed appropriate for any officer or exempt professional. Information received or created, except the summary report, as a part of an evaluation shall be placed in the officer’s or exempt professional’s personnel file and shall be considered confidential. However such information shall be available to the individual being evaluated except as such information is a letter of reference or the individual as waived the right of access. The summary report of the evaluation shall be prepared, shall be available to the public and shall be placed into the officer's or exempt professional’s personnel file.

E. Officers and exempt professionals holding regular faculty appointments:

In those cases where an officer or exempt professional also holds a regular faculty appointment within a school or college, the administrative and academic appointments will be treated independently, subject to applicable rules and policies.

Last Amended: June 2, 2004


adopted May 18, 1978, pp. 994-1000,
amended February 19, 1987, pp. 311-313;
amended September 10, 1998, pp. 47-49;
revised June 2, 2004