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 Frequently Asked Questions


  • Retention for ESCI written comments:  The ESCI Office has never managed written comments.  They were always handled by departments while we processed the Scantron sheets. As a result we have never had a uniform retention guideline for written comments.  I have always assumed that the standard seven year retention policy would apply to those.  ESCI report norms are based on a running five year average of scores, but that would have no relation to written comments.
  • What about for ladder faculty that separate or leave the University and go to another institution?  Again, for written comments we have never provided guidance, but again would assume that the standard seven year period would be reasonable.
  • What is the ESCi retention period for Unit 18 lecturers, Associate in ____ titles, and TAs that separate or leave the University? Same as for ladder faculty.
  • What campus agencies may request ESCI scores?  Standard procedure is that only Department Chairs may request ESCI reports for faculty within their department. Our position has always been that ESCI reports, and the underlying data, are the property of the faculty member. They are compelled to make them available as part of their personnel cases, but it is still the faculty member making them available to their department and reviewing agencies (CAP, AP).  Department Chairs may request aggregated ESCI reports for their departments, but we ensure that any personally identifying information is removed.  This principle applies to all faculty and lecturer appointments.  We have a somewhat, but not much, looser position when it comes to Teaching Associates and Teaching Assistants.
  • ID is the repository for all ESCis, is there a need for departments to have internal paper files as well?  No.  We retain all ESCI data in our database (and for departments that have moved to ESCI Online, also written responses) in perpetuity.  We can rerun ESCI reports for any individual instructor or department on request for any given quarter, and those reports will contain the norm pools covering the running five year window from the quarter requested (hence the need to retain all of the data in the database).  Also, for the past ten or more years, the department ESCI contact(s) can log into a secure web server and download the ESCI reports for the whole department as a zip file.  We generally keep the past three years of reports available for download.
  • Should departments provide a copy of written ESCI scores to ladder faculty, TAs, lecturers, etc?  This question is unclear.  Except for departments on ESCI Online, the ESCI Office does not have any of the written comments. We do generate the summarized reports of the Scantron forms for department on paper, and the summarized reports collected in the online system. Usually by the end of the third week of the quarter, we have all ESCI reports for the previous quarter processed, and send an email to the ESCI contacts in all of the departments to download the zip file of reports, unpack it and then distribute the pdf file(s) to each of the individuals who have reports.  I believe that most departments do that via email.  We are planning on expanding the ESCI report retrieval system so that faculty members and TAs will be able to log in and download their own reports on demand, but that is still in the planning stages.

consultation contacts

George Michaelsexecutive director2130 Kerr Hall
lisa berrysenior instructional consultant1130 Kerr Hall
mindy colininstructional consultant1130 Kerr Hall
Mary Lou Ramos database and ESCI administrator1130 Kerr Hall
TBD ESCI assistant1124 Kerr Hall


Laurel Shaddixoffice manager 1130 Kerr Hall
faxfax: 805-893-5915