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IS-2028 Performance Evaluation (Procedure)

Human Resources

Release Date: 11/02/00
Revision 1: 06/02/05
Revision 2: 02/19/20

Procedure

Introduction

Two performance evaluations are addressed in the following procedures, the Annual Performance Evaluation for regular full-and part-time exempt and non-exempt employees, and the Trial Period Evaluation for exempt and non-exempt full-and part-time employees who do not have permanent status.

1. Annual Performance Evaluation

Supervisor

1.1 Review the employee's job description, personnel file, and documentation of work performance for the previous year. This includes training received, letters of commendation, participation in special projects, change in duties, instances when the employee has displayed initiative, verbal or written counseling, and disciplinary actions.

1.2 Have the employee review the previous year's evaluation and their job description. The employee should develop a list of accomplishments for the previous year such as training received or additional duties assumed. Note any areas of concern for discussion.

1.3 Complete the Staff Performance Appraisal form. Refer questions to Human Resources Representative.

1.4 Shall schedule an appointment with the employee so that the evaluation can be discussed. Enough time should be allowed for discussion of issues/concerns. The appointment should be scheduled during a time that will be free from interruptions and in a private setting.

1.5 Meet with the employee. Bring the current Staff Performance Appraisal form, a copy of the previous year's appraisal, and, if necessary, supporting documentation to the meeting.

Supervisor and Employee

1.6 Review the previous year's Staff Performance Appraisal and discuss areas of concern.

1.7 Review the previous year's goals and objectives and determine if the employee has successfully completed them. If they have not been met, they should be included in the upcoming year's goals.

1.8 Review and discuss the current Staff Performance Appraisal.

Employee

1.9 Include comments in space provided on Staff Performance Appraisal form. The employee has the option of attaching a written response to the appraisal. The response will remain on file with the appraisal at the Human Resources Department.

Supervisor and Employee

1.10 The appraisal shall be signed and dated. If the employee declines to sign, the supervisor should note this on employee's signature line.

Supervisor

1.11 Make photocopies of the appraisal for the department file and the employee.

1.12 Forward the evaluation to the department director, dean or vice president, if appropriate.

Department Head or Dean

1.13 Review the appraisal and if in agreement, sign and date.

1.14 Forward to appropriate vice president.

Vice President

1.15 Review the appraisal and if in agreement, sign and date.

Human Resources Department Representative

1.16 Review the performance appraisal for content and ensure appropriate signatures are included.

1.17 Discuss areas of concern with supervisor who completed the appraisal. Assist in development of a follow-up action plan, if necessary.

1.18 Forward initialed appraisal form to Human Resources Technician.

Human Resources Technician

1.19 Enter performance evaluation tracking information into Banner.

1.20 Forward completed appraisal form to department record unit for placement in employee's personnel file.

Supervisor

1.21 Review goals and objectives with employee periodically (recommended).

1.22 Develop an action plan with employee if goals and objectives are not being met. Contact Human Resource Representative regarding questions.

2. Trial Period Performance Evaluation

Supervisor

2.1 Complete Trial Period Performance Appraisal and Employment Recommendation/Completion of Trial Period (Exempt and Non-exempt) forms at least two weeks before the end of the employees six-month trial period.

2.2 Make recommendation for continued employment, extension of trial period, or termination.

3. Successful Completion of Trial Period

Employee and Supervisor

3.1 Review the Trial Period Performance Appraisal form.

3.2 Establish goals and objectives for current year/period using form attached to Trial Period Performance Appraisal.

3.3 Sign and date form.

Supervisor

3.4 Make a photocopy of the appraisal for the department file and the employee.

3.5 Route the completed appraisal to the department head or dean.

Department Head or Dean

3.6 Review the appraisal, sign and date.

3.7 Forward to appropriate vice president.

Vice President

3.8 Review the appraisal, sign and date.

3.9 Forward to Human Resources Department.

Human Resources Department Representative

3.10 Review the performance appraisal for content and ensure appropriate signatures are included.

3.11 Forward initialed appraisal form to Human Resources Technician.

Human Resources Technician

3.12 Enter performance evaluation tracking information into Banner.

3.13 Forward completed appraisal form to department record unit for placement in employee's personnel file.

4. Extension of Trial Period

Supervisor

4.1 Complete Employment Recommendation/Completion of Trial Period form (Exempt or Non-exempt).

4.2 Notify employee that trial period will be extended.

4.3 Enter trial period extension date (cannot exceed six months).

4.4 Complete Trial Period Performance Appraisal form.

4.5 Prepare Trial Period Extension memo.

4.6 Route all documents to department head or dean.

Department Head or Dean

4.7 Review the Trial Period Performance Appraisal and Employment Recommendation/Completion of Trial Period (Exempt and Non-exempt) forms. Sign and date.

4.8 Return to supervisor.

Supervisor

4.9 Meet with employee and review Trial Period Performance Appraisal. Develop follow-up action plan.

4.10 Discuss Trial Period Extension memo.

Employee

4.11 Sign acknowledgment of receipt of documents.

Supervisor

4.12 Make photocopies for department file and the employee.

4.13 Forward to appropriate vice president.

Vice President

4.14 Review the documents. Sign and date.

4.15 Forward documents to Human Resources Department.

Human Resources Department Representative

4.16 Review the documents for content and ensure appropriate signatures are included.

4.17 Discuss areas of concern with supervisor who completed the appraisal. Assist with development of a follow-up action plan, if necessary.

4.18 Forward initialed appraisal form to Human Resources Technician.

Human Resources Technician

4.19 The performance evaluation tracking information shall be entered into Banner.

4.20 The completed appraisal form shall be forwarded to department record unit for placement in employee's personnel file.

5. Termination

Supervisor

5.1 Prepare Trial Period Performance Appraisal and Employment Recommendation/Completion of Trial Period (Exempt or Non-exempt) forms at least two weeks before the end of the trial period.

5.2 Prepare Termination memo for department directors or deans signature.

5.3 Contact Human Resources Representative to discuss recommended action.

5.4 Forward documents to department director or dean.

Department Director or Dean

5.5 Review the Employment Recommendation/Completion of Trial Period form (Exempt or Non-exempt) and Termination memo. Sign and date.

5.6 Forward documents to appropriate vice president.

Vice President

5.7 Review the documents. Sign and date.

5.8 Return documents to supervisor.

Supervisor

5.9 Meet with employee and present Termination memo.

5.10 Send Employment Recommendation/Completion of Trial Period form (Exempt or Non-exempt), signed Termination memo, and supporting documentation to the Human Resources Department.

5.11 Prepare Separation Checklist and ensure all College-owned property (keys, books, electronic devices) is returned.

5.12 Prepare a termination Personnel Data Form (PDF) and forward it to the Human Resources Department.

 



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