Performance Management System for Administrative Professional Staff & Support Staff

Summary

Each Administrative Professional and Support Staff employee will receive a mid-year and year-end performance appraisal.  Through this process, employees will become aware of performance expectations, areas for further development and areas in which they excel. Formal performance appraisals are required twice annually; however, first-level supervisor(s) are encouraged to provide informal feedback to employees on a regular basis throughout the year.

Procedures

Appraisal factors

Employees are evaluated by first-level supervisor(s) in each of the following appraisal factor categories for both mid-year and year-end evaluation.

1. 1. Application of Knowledge: Grasps methods, procedures, rules and regulations related to assigned tasks; effectively applies that knowledge; understands inter-relationship between assigned tasks and College goals and objectives; keeps developing skills necessary to perform duties as technology and field evolve.
   2. Effectiveness of Communication: Uses tact and diplomacy when dealing with others; provides and receives information in an effective and timely manner; evaluates information received in order to transmit it in a meaningful way; is receptive to other viewpoints; demonstrates respect for others; provides assistance as appropriate.  (Communication includes such elements as speaking, listening, reading, writing, and negotiations.)
   3. Responsibility and Dependability: Accepts responsibility for actions/inaction; demonstrates honesty in all actions; focuses behaviors on what is “good for the College;” recognizes need and takes appropriate action; follows through on commitments; gets work done correctly and on time; maintains satisfactory attendance and punctuality for performance period; is on time and prepared for all scheduled activities.
   4. Quality and Productivity: Performs duties accurately, completely, on time, and in an organized manner; practices continuous quality improvement; acts independently when appropriate.
   5. Problem Solving: Obtains and evaluates information; demonstrates ability to arrive at workable solution(s); understands how the problem and solution(s) fit into the big picture; acts accordingly.
   6. Flexibility/Adaptability: Accepts change and adjusts work methods, adapts approaches and goals to conform to College priorities.
   7. Professional Development: Develops new/expanded professional skills and abilities that are then demonstrated by enhanced effectiveness and/or productivity through application of new techniques on the job.
   8. Supervision: (if applicable) Effectively communicates expectations; participates appropriately in hiring, training, performance management, and disciplinary processes; monitors diversity goals for unit; knows staff member's responsibilities; takes responsibility for staff member’s performance; fosters a work environment of teamwork, respect and cooperation; knows and follows College policies and procedures.
   9. Budget Management: (if applicable) Manages operations of cost center/department/division within resource allocation constraints while maintaining quality services; appropriately participates in budget planning process and maintains knowledge of the College’s financial status; follows established College fiscal policies and procedures.

Rating scale

This rating scale is used by supervisors to evaluate Administrative Professional and Support Staff employees in each of the appraisal factor categories.

1. 1. 1. 1. Consistently exceeding expectations.
         2. Solid performance, regularly meets high expectations.
         3. Partially meeting expectations.
         4. Performance is less than expected (specific plan for improvement must be developed).
         5. Not applicable (for employees who do not have supervisory or budget management responsibilities).

Mid-year appraisal steps

1. 1. At the mid-point of the performance year, employees will be reviewed by their first-level supervisor(s) using the appraisal factors and the appraisal rating scale.
   2. As part of the mid-year appraisal, employees and their first-level supervisor(s) should review the employee’s one-page job description to ensure that it represents the responsibilities expected of the employee’s position.
   3. Completed mid-year appraisals are due to the Human Resources office by the end of November.

Year-end appraisal steps

1. 1. Prior to the start of the year-end appraisal:
      1. First-level supervisor(s) are encouraged to ask employees for desk file examples of the employee’s performance within any of the appraisal factors.
      2. First-level supervisor(s) will request input from employees regarding their Action Plans and Professional Development Objectives for the upcoming year.
      3. First-level supervisor(s) will request input from other employees who use the skills of the employee being appraised.
   2. The year-end appraisal begins by completing the appropriate form. Employees will be evaluated by their first-level supervisor(s) on the appraisal factors using the rating scale listed above. The Action Plan(s) and Professional Development Objectives will be included in this form.
   3. If an employee is rated “performance is less than expected” for any of the appraisal factors, a Performance Improvement Plan (PIP) must be developed for improvement within those factor areas.
   4. Once complete, this form is routed to the employee's second-level supervisor(s) for approval.
   5. If necessary, second-level supervisor(s) will discuss any issues with first-level supervisor(s) prior to approval.
   6. Upon notification by the Human Resources Office that appraisals have been reviewed and approved; first-level supervisor(s) can conduct an appraisal meeting with employees.
   7. After conducting the appraisal meeting, first-level supervisor(s) must verify on the appraisal form that the meeting has occurred.
   8. First-level supervisor(s) must also verify on the appraisal form if the employee's job description has been reviewed. If there are significant changes to the job description a date should be entered on the appraisal form to indicate an estimated date for revision of the PIQ. Employees have the right to request a formal position appraisal review whenever a modification or change involves a significant change in the nature, scope or level of responsibility that occurs.
   9. If the employee’s job description was not reviewed at the mid-year appraisal, it will be reviewed at year-end.
   10. Employees sign the appraisal form indicating that they have seen the document. They can enter comments if they wish to do so in the space provided. A signature does not necessarily indicate agreement with the appraisal.
   11. Once completed, the appraisal is placed into the personnel file of the employee.

Employee disagreement with appraisal

If an employee, after the completion of the year-end appraisal, feels the appraisal does not accurately reflect his or her performance, he or she is entitled to request a meeting with the appropriate second-level supervisor or appropriate Executive Staff member. Employees who report to an Executive Staff member should request a meeting with the President or President-designee.  Employees may access the Conflict Resolution Grievance Procedure located in Support Staff A/P Handbook as needed. 

Appraisal terminology

Performance Appraisal Year
Performance appraisal year starts on June 1.

Employee Action Plan
Employees, in conjunction with their first-level supervisor(s), must establish at least one action plan based on College/departmental action plans. The action plan is meant to reflect how the employee's actions can contribute to the success of his/her department and the overall success of the College. This is part of the year-end appraisal review.

Professional Development Objectives
Employees, in conjunction with their first level-supervisor(s), will identify between one and three professional development objectives for the upcoming year.  These objectives will help assist the employee to accomplish their action plan(s). These are part of the year-end appraisal process.

Performance Improvement Plan (PIP)
The PIP offers employees the opportunity to know specifically the area(s) of their performance that is/are in need of improvement. The goal is for the first-level supervisor to offer clear direction and communication about the area(s) in need of improvement, describing both employee and supervisory responsibilities. This plan can be implemented any time throughout the appraisal year.  All PIP’s must be reviewed by the Director of Human Resources before being given to the employee. The Human Resources Director ensures that the PIP addresses job related issues and is done so with fairness and equity.

Position Information Questionnaire (PIQ)
A PIQ is the questionnaire that the College uses to place positions for A/P and Support Staff within the pay grade system.  The College uses a quantitative method of job placement in which factors are utilized to assess duties and responsibilities comprising a job and to subsequently establish the job’s rank/pay range.

Appraisal Meeting
The first-level supervisor(s) will meet with the employee upon receiving notification from the Human Resources Office that the employee’s appraisal form has been reviewed and approved.  First-level supervisor(s) will discuss each performance factor, allowing employees to offer their thoughts regarding their own performance.

Timeline:

June – Performance year starts on June 1.
Early November – Mid-year meetings between first-level supervisor(s) and the employee.
End of November – Mid-year appraisals submitted to Human Resources Office.
April – First level supervisor(s) completes initial year-end appraisal document. 
Early May – Initial year-end appraisal document submitted to second-level supervisor(s) for review.
Mid May – First-level supervisor(s) discusses any issues with second-level supervisor(s), if necessary second-level supervisor(s) grants approval.
End of May – Supervisor approved appraisals due to Human Resources.
Early June – Human Resources Office compiles equity report and institutional summary of the appraisal results.
Early to Mid-June – Human Resources Office returns original appraisal documents to first-level supervisors.  Supervisors schedule and conduct appraisal meeting with Administrative Professional employees.
Mid-June - Signed appraisals due to Human Resources Office.

Cross Reference Location:
Support Staff A/P Handbook, Administrative Professional Staff Appraisal of Performance 

or Support Staff Appraisal of Performance

Participation:
All Administrative Professional and Support Staff employees.

Revision/review dates:
05/16, 09/17, 12/18, 6/22