Tenure Review

J1 Forms and Adobe Workflow Instructions for Tenure Review Evaluations

J1 Adobe Workflow

NOTE: There are two Adobe workflows for each version of the J1: one for Tenure and one for all other evaluation purposes.

• Before doing J1 evaluations of a tenure candidate, you must have completed both the Tenure Review Training and the J1 Training. Please contact the Tenure Review Coordinator if you need training.
• When starting a workflow in Adobe, look for "Tenure Phases" before the appropriate form to ensure you chose the correct one.
• For example the J1 for counselors is named "Tenure Phases Appendix J1E Counseling (Faculty, Employee)" in the Adobe Sign Faculty Forms tab in MyPortal.

For Reference Only—Appendix J1 Administrative and Peer Evaluation Forms

The links below are for reference only if you want to preview the form before starting the J1 Adobe workflow. Please remember that any official J1 evaluations need to be submitted through the appropriate Adobe workflow. 

• Appendix J1A Administrative and Peer Evaluaion Form- Faculty-Synchronous Instruction
• Appendix J1B Administrative and Peer Evaluation form- Faculty-Asynchronous Instruction
• Appendix J1C Administrative and Peer Evaluation Form- Faculty-Mixed Modality Instruction
• Appendix J1D Administrative and Peer Evaluation Form-Faculty Librarians
• Appendix J1E Administrative and Peer Evaluation Form Faculty- Counseling
• Appendix J1F Administrative and Peer Evaluation Form- Faculty- Resource (Program Director, Program Coordinator)
• Appendix J1G Administrative and Peer Evaluation Form Faculty- Supplemental Instruction

Read Before Starting

1. Before starting this workflow, the evaluator and evaluatee must have completed the post-evaluation meeting AND discussed a draft evaluation.
2. In the document name box, please name the file EvaluateeLastNameFirstName__PhaseNumber_EvaluatorLastName.pdf. For example, MenendezNatalia_Phase2_Gray.pdf (if Natalia Menendez is evaluated by Nicole Gray)
3. The narrative sections of the evaluation include text boxes. If more space is needed, each participant (evaluator, evaluatee, dean) may also submit attachments [preferred to preserve formatting] containing additional comments. If you write all the narratives in the same file, make sure each one is labeled separately. Type in "see attachment" in the comment boxes and upload the file in the last comment area.
4. After the Dean fills out their portion in Section I, you will need to upload a separate file for summary comments. 
5. Please read the detailed instructions for evaluators and subsequent signers contained within The Adobe workflow process.

Brian Malone made a brief video for how to find this form and how to complete the initiation page. Please note this video was made in Fall 2022 and refers to the old names for the form.  The updated forms all start with "Tenure Phases.

If you have any questions about using this form, please email Linda Koyama in ETS at koyamalinda@fhda.edu. 

Steps in the Adobe Workflow

1. Find and click the “Adobe Sign Faculty Forms” tile in MyPortal in the Faculty section of the Apps.
2. Select the proper J1 Adobe workflow from the list.  Remember each J1 has two versions.
   
   For example:
   1. For non-tenure evaluations, choose "Non-Probationary Appendix J1A Synchronous Instruction."
   2. For tenure evaluations, choose "Tenure Phases Appendix J1A Synchronous Instruction)
3. You initiate the workflow as the "Requester." The online form will already list you in the Requester field as "Myself." Fill in all other emails requested on that online form. Click "Send" at the bottom to begin filling out the J1 form.
4. Fill out Section I as the evaluator and attach the narrative comments. As stated above, the narrative sections of the evaluation include text boxes. If more space is needed, each participant (evaluator, evaluatee, dean) may also submit attachments [preferred to preserve formatting] containing additional comments. If you write all the narratives in the same file, make sure each one is labeled separately. Type in "see attachment" in the comment boxes and upload the file in the last comment area.
5. The form then goes to the "Division Dean" or appropriate supervisor, who fills out their part of Section I and attaches their narrative comments.
6. The form then comes back to you as "Evaluator." You fill out Section II: Evaluator's Comprehensive Summary Comments or include your summary comments as an attachment.
7. The form is then sent to the "Evaluatee" or probationary faculty member, who can attach their comments in Section III.
8. The form is sent back to the "Division Dean" for signature, then to the "Vice President" and finally to the "Tenure Coordinator."