7/25/14 FAIRFAX COUNTY PUBLIC SCHOOLS SUPPORT EMPLOYEE PERFORMANCE ASSESSMENT HANDBOOK

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1 7/25/14 FAIRFAX COUNTY PUBLIC SCHOOLS SUPPORT EMPLOYEE PERFORMANCE ASSESSMENT HANDBOOK A Resurce Fr Supprt Emplyees Cpyright 2014, Fairfax Cunty Public Schls

2 TABLE OF CONTENTS REGULATIONS..1 EVALUATION CYCLE 1 EVALUATION PERIOD.1 PHILOSOPHY AND GOALS.2 INTRODUCTION. 2 COMPONENTS OF PERFORMANCE ASSESSMENT AND EVALUATION PROCESS Standards f Perfrmance... 3 Perfrmance Guidelines...3 Perfrmance Expectatins...3 Perfrmance Ratings....4 Perfrmance Recmmendatins....5 DOCUMENTING PERFORMANCE Initial Cnference and Self-Assessment....6 Perfrmance Feedback....6 Data Surces..6 IMPROVING PERFORMANCE Supprt Dialgue (Caching Cnferences)..7 Perfrmance Imprvement Plan (PIP)... 8 Reslutin f Perfrmance Imprvement Plan.9

3 SUPPORT EMPLOYEE PERFORMANCE ASSESSMENT AND EVALUATION REGULATIONS The fllwing regulatins prvide guidelines and prcedures related t duties, respnsibilities, and rights f emplyees: Regulatin 4220 Regulatin 4293 Regulatin 4429 Regulatin 4440 Regulatin 4444 Regulatin 4462 Regulatin 6701 Maintenance and Disclsure f Persnnel Infrmatin and Files Defines grunds fr dismissal Establishes standards f cnduct Establishes the criteria and prcedures by which emplyees are evaluated Establishes prcedures regarding the preventin f sexual miscnduct and abuse Gverns the grievance prcedure Recrds Management Prgram EVALUATION CYCLE A summative evaluatin fr all supprt emplyees is required at the end f each f the first three years as a supprt emplyee in Fairfax Cunty Public Schls (FCPS). during the third year f every subsequent three-year cycle. (That means ne year f frmal evaluatin will be fllwed by tw years withut frmal evaluatin.) during the first year fllwing a change in an level r psitin. during any year the prgram manager, r his r her designee, elects t assess and evaluate the emplyee. A midyear evaluatin is required during the first year f riginal appintment r prmtin t a particular psitin. EVALUATION PERIOD Less than twelve (12) mnth schl-based emplyees are evaluated n a schl-year basis. Evaluatins are reviewed, signed and submitted t the Department f Human Resurces (HR) prir t the end f the schl year. 1

4 Twelve (12) mnth emplyees are evaluated during the anniversary mnth f their emplyment. Evaluatins are due int HR at the end f the emplyees anniversary mnth. Fd service emplyees, schl bus drivers, and bus attendants are evaluated annually in accrdance with prcedures published in their respective manuals. Additinally, sme departments may identify specific grups r classes f emplyees fr annual evaluatins. PHILOSOPHY AND GOALS The supprt emplyee s assessment and evaluatin prcess, established by FCPS Regulatin 4440, Perfrmance Assessments and Evaluatins, applies t all supprt emplyees in FCPS. All emplyees are assessed cntinually frm the beginning f service and the results are reprted cyclically in the frm f summative evaluatins. The summative evaluatin is based n perfrmance expectatins citing criteria identified fr each psitin and ther criteria reasnably related t the rle f the emplyee. Strengths and areas fr grwth and imprvement are identified thrugh varius apprpriate data cllectin methds. The assessment and evaluatin prcess is a cllabrative endeavr between the evaluatr and the emplyee. Open cmmunicatin and attentin t strengths, as well as t areas fr grwth and imprvement, are the fundatin f meaningful prfessinal develpment. The primary purpse f perfrmance assessment is cntinuus grwth and imprvement. The gals f the assessment prcess are t define and ensure adherence t high prfessinal standards fr supprt emplyees by using cmmn criteria fr assessment and evaluatin, ensure accuntability and cnsistency by adhering t cmmn assessment prcedures fr supprt emplyees, recgnize achievement f supprt emplyees, and identify recmmendatins fr cntinued emplyment, perfrmance imprvement plan, demtin, r dismissal. INTRODUCTION This handbk prvides infrmatin and guidelines fr implementing the FCPS supprt emplyee perfrmance assessment and evaluatin prcess. The summative evaluatin shall be cnsidered fficial fr thse emplyees evaluated under this assessment prcess. This handbk prvides infrmatin applicable t all grups f supprt emplyees. It includes the philsphy and gals f the prcess and prvides references t applicable schl system regulatins. Other cmpnents include details f the evaluatin prcess, including evaluatin cycle, evaluatin perid, respnsibility fr evaluatin, standards f perfrmance, their guidelines and expectatins; and, details f the assessment prcess, including initial perfrmance expectatins, cnferences, bservatins, data cllectin, imprving perfrmance, cntinued cmmunicatin and summative evaluatin recmmendatins. 2

5 Written assessment and evaluatin f the effectiveness fr all emplyees are required. This prcess prvides the basis fr recgnizing emplyee accmplishments, imprving individual perfrmance, identifying prfessinal grwth activities, and fstering career develpment. Assessment r evaluatin may be used fr decisins regarding reassignment, cntinuatin f emplyment, perfrmance imprvement plans, and recmmendatins fr demtin r dismissal. The evaluatr shall be the prgram manager, the principal, r their designee, i.e., sub schl principal, assistant principal, directr f student activities, directr f student services, crdinatr, r ther apprpriate supervisry staff member selected by the prgram manager r principal. COMPONENTS OF PERFORMANCE ASSESSMENT AND EVALUATION PROCESS The six standards f perfrmance are: 1. Jb-Specific Knwledge and Skills 2. Quality and Prductivity 3. Human Relatins and Cmmunicatin Skills 4. Safety and Security 5. Prfessinalism Standards f Perfrmance 6. Management and Leadership (mandatry fr supervisrs and ptinal fr ther emplyees) Perfrmance Guidelines The standards f perfrmance are further defined by perfrmance guidelines. There are nineteen (19) guidelines fr Standards 1-5 and an additinal five (5) guidelines fr Standard 6, when used. Standard 6 shall be used fr evaluatins f all emplyees wh supervise thers and is ptinal fr nn-supervisry emplyees upn the mutual agreement f the supervisr and emplyee. The guidelines are unifrm fr all emplyees and are pre-printed n the evaluatin frm. Perfrmance Expectatins Perfrmance expectatins are develped by the evaluatr and the emplyee being evaluated. Perfrmance expectatins are jb-specific and detail the duties and respnsibilities f the emplyee in the perfrmance f the psitin the emplyee hlds. Expectatins are develped fr each guideline. Because the perfrmance expectatins clearly delineate thse respnsibilities, they serve as an aide fr the emplyee t understand the duties and tasks f the jb he r she perfrms. They als serve as a guide fr the evaluatr t determine the degree t which the emplyee meets the perfrmance expectatins f the psitin. 3

6 Perfrmance expectatins shall be prvided t the supprt emplyee by the evaluatr at the beginning f initial emplyment, when there is a significant change in the duties r respnsibilities f the psitin, r upn assignment t a different level r psitin. The perfrmance expectatins shall be signed by the emplyee and the evaluatr. A cpy f the perfrmance expectatins shall be given t the emplyee, and ne cpy shall be maintained in the emplyee s lcal wrk site file. The expectatins shuld subsequently be reviewed and discussed at the beginning f the year in which the emplyee will receive a summative evaluatin. The evaluatr and the emplyee may add perfrmance expectatins that are apprpriate fr the specific jb functin. In case f a disagreement, the evaluatr shall make the final decisin. Perfrmance expectatins have been develped fr many supprt psitins. Samples are included n the HR website: Questins abut the develpment f perfrmance expectatins shuld be directed t the Office f Equity and Emplyee Relatins. Perfrmance Ratings Evaluatrs will assess each f the guidelines n the midyear perfrmance assessment frm (required first year, ptinal thereafter), and n the summative evaluatin frm as meeting, exceeding, r nt meeting the perfrmance expectatins. The fllwing infrmatin prvides a definitin f the ratings. Des Nt Meet: Errrs, missins and inaccuracies are repeated, even after the emplyee has been cunseled r shwn hw t perfrm the wrk prperly. Hwever, a single errr f the mst serius nature may be grunds fr a Des Nt Meet rating. The emplyee frequently requires cnsiderably mre time t perfrm wrk than is nrmally required, frequently des nt meet deadlines, frequently fails t meet prductin standards. The emplyee fails t recgnize and identify rutine prblems; when presented with a chice, the emplyee frequently fails t make the crrect decisin in rutine circumstances; the emplyee des nt cnsider relevant factrs in making decisins. The emplyee requires cnsiderably mre supervisin, guidance r assistance cnsistent with experience and training t perfrm wrk accurately and thrughly. Other dcumented levels f perfrmance which substantially fail t meet perfrmance standards. Meets: 4

7 The emplyee cnsistently perfrms thrugh and accurate wrk. Errrs, missins and inaccuracies, after cunseling are infrequent and minr; errrs, missins and inaccuracies are quickly identified and easily crrected. The emplyee cnsistently perfrms wrk within specified time frames and cnsistently meets prductin standards. The emplyee cnsistently recgnizes and identifies prblems and, cnsidering the circumstances, makes crrect decisin cnsistent with training and experience. The emplyee requires supervisin, guidance and assistance cnsistent with training and experience t meet standards. Other dcumented levels f perfrmance which fully and cnsistently meet standards. Meeting expectatins reflects a high and expected standard f perfrmance. Exceeds The emplyee cnsistently perfrms wrk f the highest quality, accuracy and thrughness. Any errrs are minr and islated. The emplyee cnsistently perfrms wrk well within specified time frames and cnsistently far exceeds prductin standards. The emplyee cnsistently makes extra effrts beynd assigned wrk t recgnize and identify prblems and exercises utstanding initiative and judgment in cnsidering all relevant factrs and making crrect decisins. The emplyee requires far less supervisin, guidance and assistance than nrmal fr training and experience t exceed standards. Other dcumented levels f perfrmance which far exceed standards. Perfrmance Recmmendatins The summative evaluatin recmmendatin is determined hlistically. After cnsidering the ttality f the emplyee s perfrmance and the individual ratings, the evaluatr cmpletes the summative evaluatin frm and makes ne f the fllwing recmmendatins at the end f the assessment and evaluatin prcess: 1. Cntinued emplyment. Signifies perfrmance that verall is satisfactry r better. May include ratings f Des Nt Meet fr individual guidelines. Areas fr imprvement may be nted. 2. Recmmend demtin. Signifies perfrmance significantly belw ne r mre standards, guidelines, r expectatins and demnstrates an inability t maintain threshld perfrmance expectatins f the 5

8 psitin, but the evaluatr determines there are prspects fr satisfactry perfrmance in a lwer level psitin, and determines that it is in the schl system s best interest t mve the emplyee t such a psitin. 3. Recmmend dismissal. Signifies perfrmance significantly belw ne r mre standards, guidelines, r expectatins and there is n reasnable prspect that the emplyee can sufficiently imprve perfrmance t remain an emplyee f the schl system. An emplyee receiving this recmmendatin will be recmmended fr dismissal. DOCUMENTING PERFORMANCE All IAs are held t the same standards f perfrmance, althugh the data cllectins and the prcess may vary. The tw required cmpnents f this prcess are the initial cnference t discuss and sign the perfrmance expectatins frm and the summative evaluatin. Initial Cnference and Self-Assessment The initial cnference is cnducted at the beginning f the summative evaluatin year. The evaluatr shall meet with the emplyee t review perfrmance expectatins, discuss areas f evaluatin and answer any questins that the emplyee may have abut the evaluatin prcess. The emplyee and evaluatr sign the perfrmance expectatins frm acknwledging the jb-specific tasks. The emplyee receives a signed cpy f the frm with the jb specificatins attached. The emplyee and evaluatr may als discuss individual gals, prgram gals, and ther pertinent factrs as part f the evaluatin. The self-assessment is ptinal; hwever, an emplyee may request a cpy f the self-assessment frm and cmplete it t analyze areas fr prfessinal grwth. Additinally, the evaluatr may prvide a cpy f the summative evaluatin frm t the emplyee fr familiarity purpses Perfrmance Feedback On a regular and recurring basis, the evaluatr shuld meet with the emplyee and prvide feedback n wrk perfrmance. Areas f perfrmance that have been identified thrugh bservatins, wrksite visits, cnferences, recrds reviews, and ther apprpriate means will be reviewed. If an emplyee des nt meet expectatins, assistance may be made available. The emplyee and evaluatr may als discuss individual gals, prgram gals, and ther pertinent factrs that shuld be reviewed as part f the perfrmance evaluatin. Fr infrmatin n assistance, please see the Imprving Perfrmance sectin. A midyear evaluatin cnference is held with first year emplyees t review perfrmance up t that pint. If weaknesses in an emplyee s perfrmance are identified, assistance may be made available. Fr infrmatin n assistance, please see the Imprving Perfrmance sectin. Data Surces The evaluatr will cllect data t supprt the perfrmance evaluatin. Data cllectin and perfrmance feedback will be prvided t the emplyee whenever apprpriate. Assessment 6

9 data can be in a variety f frms. The data referenced belw can be used fr assessment prvided it is shared with the emplyee during the prcess. Written infrmatin may include, but is nt limited t, the fllwing: review f relevant reprts bservatin reprts frm a variety f wrksite settings cnference/meeting summaries special prgram data memranda and meeting agendas review f schedules structured interviews bservatins at prfessinal meetings, in-service meetings, and cnferences dcumentatin f time management skills thrugh review f weekly schedules, telephne lgs, meetings, etc. emplyee-prvided dcumentatin including cmmendatins, recgnitins, certificates, and letters f appreciatin Supprt emplyee evaluatins include pertinent infrmatin fr standards 1-6 gathered during and between cycles, including, but nt limited t, jb cmpetence and prfessinal behavir. The evaluatr may seek input int the summative evaluatin frm any supervisr wh had respnsibility ver the emplyee fr 60 days r mre during the evaluatin cycle. Nte: Emplyees may submit written cmments as a respnse t any data cllectin; such cmments will be kept with the assessment data in the lcal wrksite file. When a summative evaluatin cnference ccurs, the supprt emplyee and the evaluatr discuss the recmmendatin and ther infrmatin nted n the summative evaluatin frm. A summative evaluatin cnference will be required if the recmmendatin is made fr demtin r dismissal. IMPROVING PERFORMANCE Supprt Dialgue (Caching Cnferences) The Supprt Dialgue, r caching cnference, may be initiated at any time that the evaluatr determines an emplyee s perfrmance is less than satisfactry r wuld benefit frm additinal guidance and supprt. The gal f a evaluatr is t help the emplyee succeed; therefre, cncerns regarding behavir r perfrmance shuld be identified and addressed by the evaluatr earlier rather than later. The evaluatr shall meet with the emplyee t discuss the areas in which he r she is deficient and what must be dne t imprve t a satisfactry level. During the cnference, the evaluatr shuld discuss the cncerns r the perfrmance deficiencies that led t the need fr a cnference, review hw the emplyee s perfrmance is nt meeting perfrmance expectatins, and prvide specific guidance fr imprvement. The emplyee and evaluatr shuld agree n 7

10 actin(s) t be taken. The evaluatr shuld slicit feedback and cmmitment frm the emplyee n agreed actin items and schedule fllw-up meeting(s) t measure the results. Upn cmpletin f the cnference, the evaluatr shall prepare a written summary f the cnference. The summary shall include sufficient detail t cver the salient pints f the cnference, including the emplyee s respnse t the cncerns and t infrm the emplyee f expectatins and the cnsequences fr nt meeting the expectatins. A cpy f the summary shall be given t the emplyee. After the agreed-upn time t receive supprt, implement changes, and imprve perfrmance, the evaluatr and emplyee shall meet again t discuss the emplyee s prgress tward meeting expectatins. If the evaluatr determines that the emplyee has imprved perfrmance t a satisfactry level, the evaluatr shall infrm the emplyee f this determinatin. A written statement t that effect shall be prvided t the emplyee. If sme imprvement is made, the evaluatr may elect t extend the time fr imprvement. If the necessary imprvement is nt made, the evaluatr may initiate a Perfrmance Imprvement Plan. Perfrmance Imprvement Plan (PIP) At any time during the evaluatin perid that the evaluatr determines an emplyee s perfrmance is nt meeting expectatins, the evaluatr may develp a PIP, fr a prescribed perid f time. Generally, the PIP is utilized when significant deficiencies are nted r when the emplyee s perfrmance has nt imprved despite previus caching r cunseling. A PIP may als be utilized when ther wrk related issues, such as tardiness and absenteeism, prevent an emplyee frm successfully meeting expectatins r is having an adverse impact upn the wrk site. The PIP is initiated with a structured cnference between the evaluatr and the emplyee. The purpse f the cnference is t discuss the area(s) f cncern and develp steps t imprve perfrmance. Similar t the caching cnference, the evaluatr shuld discuss the facts leading up t the cnference, review hw the emplyee s perfrmance is nt meeting perfrmance expectatins, and prvide specific guidance fr imprvement. The emplyee shuld be given every pprtunity t discuss any circumstances that the emplyee believes have a bearing n perfrmance. It is imprtant that the evaluatr seek a full explanatin f the matter being discussed. If the evaluatr determines during the cnference that training r additinal assistance is needed fr the emplyee t imprve, then training r assistance shuld be prvided as part f the PIP. Additinally, evaluatrs shall cnsider mitigating factrs raised by the emplyee and when indicated, shall refer emplyees t the Emplyee Assistance Prgram. Mutually agreeable dates shall be set during the cnference fr the cmpletin f actins by the emplyee t imprve perfrmance. Upn cmpletin f the cnference, the evaluatr shall prepare a written summary f the cnference. The summary shall include sufficient detail t cver the salient pints f the cnference, including the emplyee s respnse t the cncerns and t infrm the emplyee f expectatins and cnsequences fr nt meeting the expectatins. If the emplyee was referred t the Emplyee Assistance Prgram r ther resurces, this fact shuld be nted in the written summary. A cpy f the summary shall be given t the emplyee and a cpy maintained in the emplyees lcal wrksite file. 8

11 In additin, the evaluatr shall prepare a frmal PIP. The PIP must identify the perfrmance deficiencies t be crrected, bservatins f deficiencies, desired results r expectatins, any resurces r assistance t be prvided and target dates fr cmpletin. The evaluatr shall meet with the emplyee accrding t the timelines established in the PIP. Managers wh are develping a PIP fr an emplyee shuld cntact their Office f Equity and Emplyee Relatins specialist. A PIP is nt cnsidered discipline, but rather a develpment tl t imprve emplyee perfrmance. Reslutin f Perfrmance Imprvement Plan If the evaluatr determines that the emplyee has imprved perfrmance t a satisfactry level, the evaluatr shall meet with the emplyee and infrm him r her f this determinatin. The evaluatr shall prepare a written summary f the cnference that includes a statement nting that the deficiencies have been satisfactrily crrected and that the PIP has been cncluded. If the evaluatr determines that the emplyee has nt imprved, he r she may extend the perid f time f the PIP. This actin shuld be cnsidered when there is a substantial expectatin that, with additinal time, the emplyee will imprve perfrmance. If the evaluatr determines that the deficiencies have nt been crrected, the evaluatr shuld cnsult with the Office f Equity and Emplyee Relatins fr reslutin that may include recmmendatins fr demtin r dismissal. The utilizatin f the supprt dialgue r a PIP is nt grievable r appealable. 9

7/25/2014 FAIRFAX COUNTY PUBLIC SCHOOLS

7/25/2014 FAIRFAX COUNTY PUBLIC SCHOOLS 7/25/2014 FAIRFAX COUNTY PUBLIC SCHOOLS INSTRUCTIONAL ASSISTANT PERFORMANCE ASSESSMENT HANDBOOK A Resurce fr All Instructinal Assistants Cpyright 2014, Fairfax Cunty Public Schls http://www.fcps.edu/hr/epd/evaluatins/ia.shtml

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