ADMINISTRATIVE AND PROFESSIONAL/TECHNICAL STAFF PERFORMANCE PLANNING AND EVALUATION FORM FY19

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1 ADMINISTRATIVE AND PROFESSIONAL/TECHNICAL STAFF PERFORMANCE PLANNING AND EVALUATION FORM FY19 EMPLOYEE NAME EMPLOYEE JOB TITLE S NUMBER SUPERVISOR NAME EVALUATION PERIOD: REASON FOR EVALUATION: FROM: 5/1/2018 TO: 4/30/2019 ANNUAL: OTHER: Please circle the phase that you are completing: PLANNING PROGRESS YEAR-END The performance planning and evaluation system for Administrative and Professional/Technical employees is a communication tool for the employee and supervisor. It is designed to promote better understanding between supervisors and employees about job responsibilities and performance expectations. It is also designed to reward excellence in job performance and directly link job performance to pay. The performance planning and evaluation period will be MAY 1 ST through APRIL 30 TH. EVALUATION PROCESS Planning Phase At the beginning of the evaluation period, the supervisor and employee meet to discuss and/or establish the core work competencies, major job responsibilities, and goals and the importance of each to the overall evaluation. For new employees, the Performance Plan must be completed within 30 days of date of hire. All employees shall be evaluated using the following core work competencies: 1) Planning, organizing, and coordinating; 2) Interpersonal relations and communications; 3) Problem analysis and decision making; 4) Organizational commitment and adaptability/professional Contributions and Accomplishments; 5) Supervision/Management; Supervisors shall list up to 3 major job duties and shall also list a minimum of 3 individual, department and/or college goals on which the employee shall be evaluated. Lastly, the supervisor shall complete the Supervisor Planning Comments section on page 6, obtain proper signatures, and provide a copy for the employee. If the employee disagrees with the Performance Plan, he/she shall explain the disagreement in the Employee Comments section on page 6. The planning phase should be completed by May 31st. Progress Review Phase At midyear or as often as deemed necessary, the supervisor and employee shall meet to discuss the employee s performance and to decide if the performance plan needs to be revised. The supervisor shall provide feedback to the employee on the accomplishment of established job responsibilities and goals. The supervisor shall also complete the Progress Review section on page 6, obtain proper signatures, and provide a copy for the employee. The progress review phase should be completed by November 30 th. 1

2 Year-End Evaluation At the end of the evaluation period, or as often as deemed necessary, the supervisor and employee meet to discuss overall performance ratings. The supervisor and next level supervisor shall sign the performance evaluation form prior to reviewing with the employee. The supervisor shall also complete the Supervisor Overall Justification for the Rating section on page 6, obtain proper signatures, and provide a copy for the employee. If any of the core work competencies, job duties, or goals are rated Needs Improvement or Exemplary the supervisor shall explain the reason for the rating in the comments section for that individual factor. If the employee is given an overall Needs Improvement rating, a Performance Improvement Plan shall be completed. If the employee disagrees with the year-end evaluation rating, he/she shall explain the disagreement in the Employee Comments section on page 6. The annual evaluation should be completed by April 30 th. Employees are encouraged to submit accomplishments for the evaluation period at both the Progress and Year- End Evaluation. Supervisor may choose to utilize various methods of gathering information on which to base the performance evaluation including self and other staff evaluations. Supervisors shall evaluate each core work competency, job duty, and goal using the following rating levels: NEEDS IMPROVEMENT: Performance falls short of the standards established for the job. Work may be of variable quantity and quality or may be consistently short of the mark. Goals are not consistently achieved. COMMENDABLE: Performance satisfies the requirements of the job. Quality and quantity of work meet requirements of the job. Goals and expected results are achieved or slightly exceeded. EXEMPLARY: Performance is above commendable. Performance consistently and significantly exceeds expectations of the job. Directions: During the Planning Phase, review the following CORE WORK COMPETENCIES with the employee you supervise. At year-end evaluation, rate each of the competencies by placing a check mark ( ) next to the rating levels of Needs Improvement, Commendable, or Exemplary and write in comments in the spaces provided for each competency. Write "N/A" in the section if the Factor is not applicable. If one competency is more critical to the job assignment, please indicate so in the Supervisor Planning Comments on page 5. You may also further define the definitions listed below or add definitions to this form. Comments are required for Needs Improvement or Exemplary ratings. FACTOR: PLANNING, ORGANIZING, AND COORDINATING To what extent does employee develop goals, objectives, plans, and procedures; set priorities, schedules and deadlines to avert crises; maintain records, forms, and/or documents; prepare project costs estimates and justified budget requirements; coordinate with others to establish and implement plans; and maintain flexibility to meet changes? 2

3 FACTOR: INTERPERSONAL RELATIONS AND COMMUNICATIONS To what extent does employee maintain smooth working relations, support, and respect of others; demonstrate tact and diplomacy in negotiations or confrontations with others; contribute to maintaining the level of employee morale and motivation; recognize work well-done by others; gain cooperation from others when necessary; maintain accessibility to others and responds to their questions, needs and concerns; seek and consider ideas from others on issues that affects them; prepare written documents which are complete, clear and understandable; communicate to provide or exchange information; keep others informed; perform as a team player? FACTOR: PROBLEM ANALYSIS AND DECISION MAKING To what extent does employee identify and define potential and real problems; obtain facts before making decisions; seek input from others when appropriate; consider and/or generate options to solve problems; assure decisions are made at, or referred to, appropriate level? FACTOR: ORGANIZATIONAL COMMITMENT AND ADAPTABILITY/PROFESSIONAL CONTRIBUTIONS AND ACCOMPLISHMENTS To what extent does employee possess knowledge of established policies and procedures and apply them consistently; convey a positive and professional image of the college to others; put forth effort when the need arises to better serve students or others; exhibit receptiveness to suggestions/ideas from others; modify or adapt plans and programs as needed? In addition, please list any Professional Contributions and Accomplishments below. To what extent is the employee involved in the college s quality improvement efforts? FACTOR: SUPERVISION/MANAGEMENT To what extent does employee maintain a level of service in all areas; meet schedules and deadlines for completion of work; develop methods and procedures for employees to complete work; conduct adequate inspections for quality control and work completion; provide supervision, feedback and training for employees; utilize employee s skills and abilities; conduct performance planning and appraisals for employees according to schedule and procedures; develop goals, objectives and deadlines and communicate them to employees; resolve routine personnel issues or problems; supervise employees to demonstrate productivity, competence, and high morale? 3

4 Directions: The next area to be evaluated is PERFORMANCE OF JOB DUTIES. During the Planning Phase, list a minimum of 3 major job duties for which the employee is responsible. At year-end evaluation, rate each job duty by placing a check mark ( ) next to the rating levels of Needs Improvement, Commendable, or Exemplary. In rating each job duty, consider the following: to what extent does the employee demonstrate occupational/professional competence, maintain/update job knowledge, work cooperatively with others, meet schedules and deadlines, meet a level of quality and quantity for the assignment, take responsibility for decisions made, resolve day-to-day problems? You may further define the above definition. If you wish to indicate more job duties, please attach a separate page. Comments are required for Needs Improvement or Exemplary ratings. Major Job Duty #1: Major Job Duty #2: Major Job Duty #3: Major Job Duty #4: Major Job Duty #5: 4

5 Directions: The next area to be evaluated is the achievement of GOALS. During the Planning Phase, list a minimum of 3 major goals for which the employee is responsible. At year-end evaluation, rate each goal by placing a check mark ( ) next to the rating levels of Needs Improvement, Commendable, or Exemplary. In rating each goal, consider the following: to what extent does the employee meet individual, department, and/or college goals? If you wish to indicate more goals, please attach a separate page. Comments are required for Needs Improvement or Exemplary ratings. Goal #1: Goal #2: Goal #3: Goal #4: Goal #5: 5

6 Supervisor Planning Comments: Include plans for employee professional development. (Mandatory): Employee Signature Date Supervisor Signature Date Supervisor Progress Review Comments (Mandatory): Employee Signature Date Supervisor Signature Date OVERALL EVALUATION RATING Please check ( ) one box Supervisory Overall Evaluation Justification for the Rating (Mandatory). Please include employee strengths and areas for improvement: Employee Signature Date Supervisor Signature Date Vice President Signature Date Human Resources Signature Date Comments from Employee (Optional): 6