Executive Director Review guidelines

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Executive Director Review

Once a year in the Spring the President shall, under the guidelines established in this policy, conduct a review of the performance of the Executive Director. To make this review effective, the EDRC should strive to create an atmosphere where interviewees feel free to give honest input.

Composition of the EDRC

No later than the first Board meeting of the Spring semester, the President shall select from all willing applicants four Board Representatives to serve on the EDRC. The Representatives selected should be as representative as possible of the following types of units: One from the small house rotation list, one from the medium house rotation list, one from the large house rotation list, one from the apartments.

Executive Director Review Process

1. Surveys. In order to get feedback from a broad range of organizational stakeholders, the EDRC shall design a survey to be broadly shared within the Co-op. To assure that the survey adequately assess the Executive Director’s performance over the year, the survey shall have questions based on 1) the job description of the Executive Director and 2) the specific annual performance goals established by the previous year’s EDRC. These questions shall be closed questions with numerically ranked responses. In order to assure that respondents do not unfairly judge the Executive Director’s performance due to a lack of knowledge, each question shall have an option for “Not Enough Information to Respond.” This survey shall be sent to each of the following groups:

1) House-level Managers
2) Board Representatives
3) Cabinet
4) Student Staff
5) Professional Staff.

2. Interviews. The EDRC shall conduct interviews with the Executive Director’s direct reports, Vice Presidents of the Board, and other members of Cabinet and Board as deemed appropriate. These interviews shall be conducted on the record so that the EDRC can investigate the claims made by interviewees, however the EDRC shall retain the discretion to remove the names of interviewees from the final report.

3. Discussion with the Executive Director. The EDRC shall present a summary of their findings to the Executive Director at least five days before the Presentation to Cabinet to allow the Executive Director to prepare a response before that meeting. The Executive Director’s responses shall be included in the Cabinet Report.

4. Report to Cabinet. The interviews and surveys shall be combined by the EDRC into a report for Cabinet to be delivered no later than the Cabinet meeting preceding the final regular Board Meeting of the Spring semester. The report should highlight both the strengths and weaknesses of the ED, as well as suggest areas for improvement.

In a closed session, Cabinet will hear the report and question the report’s contents in order to evaluate the Executive Director. Based on the report, Cabinet shall recommend either

1) A pay increase or bonus for the Executive Director,
2) No change to the Executive Director’s pay, or
3) The removal of the Executive Director.

If the ED’s performance is deemed satisfactory, Cabinet shall produce a list of specific Yearly Goals for the Executive Director. These goals shall then be approved by Cabinet and sent to Board. After this meeting, the President shall summarize the contents of the original report and the discussion at Cabinet to share with the Board.

5. Board Presentation. At the last regular meeting of the Board of Directors, the President shall present both the summarized report of the EDRC and the Yearly Goals adopted by Cabinet. The Board shall discuss both documents and either:

1) Adopt both,
2) Modify the Yearly Goals and adopt both, or
3) Reject the report and send it and the Yearly Goals back to Cabinet for deliberation with specific directions for reevaluating the Executive Director’s performance.

If the Board disagrees with Cabinet's assessment of decision to retain the Executive Director, an emergency meeting shall be scheduled at an appropriate time. Board shall discuss whether or not to retain the Executive Director at that meeting.

Once approved, the Yearly Goals shall be passed to the following year’s EDRC.

Executive Director Probationary Period Review

In order to evaluate the performance of the Executive Director in the probationary period, no later than the end of Fall 2013, the Executive Director Review Committee will submit to the Board of Directors a report containing a summary of the following information:

1. A survey of general stakeholders that, using questions based on the Executive Director's job description, will evaluate performance on a numeric scale.

2. A series of ongoing interviews with stakeholders in the organization that have direct working knowledge of the Executive Director's performance including direct reports and student executives.

3. Ongoing interviews with the Executive Director.