7/25/2014 FAIRFAX COUNTY PUBLIC SCHOOLS

Transcription

1 7/25/2014 FAIRFAX COUNTY PUBLIC SCHOOLS INSTRUCTIONAL ASSISTANT PERFORMANCE ASSESSMENT HANDBOOK A Resurce fr All Instructinal Assistants Cpyright 2014, Fairfax Cunty Public Schls

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

3 INSTRUCTIONAL ASSISTANTS 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 instructinal assistants (IA) is required at the end f each f the first three years as an IA 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 any year the prgram manager, r his r her designee, elects t assess and evaluate the IA. A midyear evaluatin is required during the first year f riginal appintment as an IA. EVALUATION PERIOD IAs 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. IAs wh transfer frm ne wrk site t anther but remain in the same jb classificatin cntinue t fllw their evaluatin cycle. 1

4 PHILOSOPHY AND GOALS The IA s assessment and evaluatin prcess, established by FCPS Regulatin 4440, Perfrmance Assessments and Evaluatins, applies t all IAs 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 IA. Strengths and areas fr grwth and imprvement are identified thrugh varius apprpriate data cllectin methds. The assessment and evaluatin prcess is a cllabrative endeavr amng the IA, the teacher(s), and the evaluatr. Open cmmunicatin and attentin t strengths, as well as 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 IAs by using cmmn criteria fr assessment and evaluatin, ensure accuntability and cnsistency by adhering t cmmn assessment prcedures fr IAs, recgnize achievement f IAs, and identify recmmendatins fr cntinued emplyment, perfrmance imprvement plan, demtin, r dismissal. INTRODUCTION This handbk prvides infrmatin and guidelines fr implementing the FCPS IA perfrmance assessment and evaluatin prcess. The summative evaluatin shall be cnsidered fficial fr thse emplyees evaluated under this assessment prcess. This handbk prvides infrmatin fr all IAs. It includes the philsphy and gals f the prcess and prvides references t applicable schl system regulatins. Other cmpnents include details f the assessment and evaluatin prcess: assessment and evaluatin prcedures, evaluatin cycle, respnsibility fr evaluatin, cnferences, data cllectin, imprvement plan, standards f perfrmance, and the relatinship f the assessment prcess t reassignment, demtin, r dismissal. Written assessment and evaluatin f the effectiveness f all IAs 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 cntinuatin f emplyment, perfrmance imprvement plan, and recmmendatins fr demtin r dismissal. The principal has the primary respnsibility fr selectin, placement, supervisin, and evaluatin f IAs, as well as the determinatin f hw IA psitins will be staffed within the schl s educatinal 2

5 prgram. The evaluatr shall be the principal, assistant principal, r ther designated administratrs, and may include input frm the teacher r teachers with whm the IA wrks. ROLE OF THE IA The IA wrks as a member f the schl team t implement an effective educatinal prgram fr students. Wrking under the evaluatr s supervisin, the IA may be assigned t supprt a teacher r team f teachers, t mnitr grups f students, r t assist with schlwide activities and prjects. The IA psitin is designed t fill a necessary, valuable, and defined functin n a schl's educatinal team. The IA perfrms a variety f paraprfessinal curricular and instructinal duties, as well as ther clerical and supprt tasks. He r she assists teachers and ther prfessinal staff in a general r special educatin classrm r learning envirnment. The IA supprts the daily management f the classrm and perfrms related duties as required r assigned. Typical tasks fr an IA include: Wrking with the teacher t prvide instructinal r develpmental activities fr general r special educatin ppulatins Perfrming remedial instructin r tasks t reinfrce learning initiated by a teacher Assisting the teacher with the develpment f individualized prgrams Preparing a variety f instructinal materials and reprts as requested Wrking with individuals r small grups f students Helping maintain rder and discipline and assisting with management f student behavir Sme instructinal activities require a level f decisin-making and respnsibility t be perfrmed nly by a licensed educatr. These activities include the fllwing: rganizing curriculum, develping lessn plans, evaluating students fr grades, selecting educatinal materials and methds, making evaluative entries in pupils recrds, develping evaluatin instruments, cnducting parent cnferences, referring students fr special help r assignments, determining a system f discipline, setting classrm plicy, and making independent hme visits. The evaluatr is respnsible fr ensuring that IAs wrk respnsibilities are cnsistent with the class specificatinthe fficial generic definitin f the duties, respnsibilities, and emplyment qualificatins f the IA psitin. COMPONENTS OF PERFORMANCE ASSESSMENT AND EVALUATION PROCESS Standards f Perfrmance The five standards f perfrmance are 1. Jb-Specific Knwledge and Skills 3

6 2. Quality and Prductivity 3. Instructinal Supprt 4. Human Relatins and Cmmunicatin Skills 5. Prfessinalism Perfrmance Guidelines The standards f perfrmance are further defined by perfrmance guidelines. There are twenty-ne (21) guidelines fr Standards 1-5. The guidelines are unifrm fr all IAs and are pre-printed n the evaluatin frm. Perfrmance Expectatins Perfrmance expectatins are develped by the evaluatr and the IA being evaluated. Perfrmance expectatins are jb-specific and detail the duties and respnsibilities f the IA in the perfrmance f the psitin the IA hlds. Expectatins are develped fr each guideline. Because the perfrmance expectatins clearly delineate thse respnsibilities, they serve as an aide fr the IA 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 IA meets the perfrmance expectatins f the psitin. Perfrmance expectatins shall be prvided t the IA by the evaluatr at the beginning f initial emplyment, upn assignment t a different schl, r when there is a significant change in the duties r respnsibilities f the psitin. The perfrmance expectatins shall be signed by the IA and the evaluatr. A cpy f the perfrmance expectatins shall be given t the IA, and ne cpy shall be maintained in the IA s lcal wrk site file. The expectatins shuld subsequently be reviewed and discussed at the beginning f the year in which the IA will receive a summative evaluatin. The evaluatr and the IA may add perfrmance expectatins that are apprpriate fr the specific jb functin. In case f a disagreement, the evaluatr shall make the final decisin. Sample perfrmance expectatins have been develped fr varius IA 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: 4

7 Errrs, missins and inaccuracies are repeated, even after the IA 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 IA frequently requires cnsiderably mre time t perfrm wrk than is nrmally required, frequently des nt meet deadlines, frequently fails t meet prductin standards. The IA fails t recgnize and identify rutine prblems; when presented with a chice, the IA frequently fails t make the crrect decisin in rutine circumstances; the IA des nt cnsider relevant factrs in making decisins. The IA requires cnsiderably mre supervisin, guidance r assistance cnsistent with experience and training t accurately and thrughly perfrm wrk. Other dcumented levels f perfrmance which substantially fail t meet perfrmance standards. Meets: The IA 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 IA cnsistently perfrms wrk within specified time frames and cnsistently meets prductin standards. The IA cnsistently recgnizes and identifies prblems and, cnsidering the circumstances, makes crrect decisins cnsistent with training and experience. The IA 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 IA cnsistently perfrms wrk f the highest quality, accuracy and thrughness. Any errrs are extremely minr and islated. The IA cnsistently perfrms wrk well within specified time frames and cnsistently far exceeds prductin standards. The IA 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 IA 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. 5

8 Perfrmance Recmmendatins The summative evaluatin recmmendatin is determined hlistically. After cnsidering the ttality f the IA 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 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 IA 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 IA can sufficiently imprve perfrmance t remain an emplyee f the schl system. An IA 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 IA t review perfrmance expectatins, discuss areas f evaluatin, and answer any questins that the IA may have abut the evaluatin prcess. The IA and evaluatr sign the perfrmance expectatins frm acknwledging the jb-specific tasks. The IA receives a signed cpy f the frm with the jb specificatins attached. The IA 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 IA 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 IA fr familiarity purpses. Perfrmance Feedback On a regular and recurring basis the evaluatr shuld meet with the IA, 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 IA des 6

9 nt meet expectatins, assistance may be made available. The IA 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 IAs t review perfrmance up t that pint. If weaknesses in an IA 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 IA whenever apprpriate. Assessment data can be in a variety f frms. The data referenced belw can be used fr assessment prvided it is shared with the IA 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. IA-prvided dcumentatin including cmmendatins, recgnitins, certificates, and letters f appreciatin. IA evaluatins include pertinent infrmatin fr standards 1-5 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 IA fr 60 days r mre during the evaluatin cycle. Nte: IAs 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 IA and the evaluatr will discuss the recmmendatin and ther infrmatin included n the summative evaluatin frm. A summative evaluatin cnference will be required if the recmmendatin is made fr demtin r dismissal. 7

10 IMPROVING PERFORMANCE Supprt Dialgue (Caching Cnferences) The Supprt Dialgue r caching cnference may be initiated at any time that the evaluatr determines an IA s perfrmance is less than satisfactry r wuld benefit frm additinal guidance and supprt. The gal f a evaluatr is t help the IA 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 IA 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 IA s perfrmance is nt meeting perfrmance expectatins, and prvide specific guidance fr imprvement. The IA and evaluatr shuld agree n actin(s) t be taken. The evaluatr shuld slicit feedback and cmmitment frm the IA 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 IA s respnse t the cncerns and t infrm the IA f the expectatins and the cnsequences fr nt meeting the expectatins. A cpy f the summary shall be given t the IA. After the agreed-upn time t receive supprt, implement changes, and imprve perfrmance, the evaluatr and IA shall meet again t discuss the IA s prgress tward meeting expectatins. If the evaluatr determines that the IA has imprved perfrmance t a satisfactry level, the evaluatr shall infrm the IA f this determinatin. A written statement t that effect shall be prvided t the IA. 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 IA 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 IA 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 IA 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 IA. 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 IA s perfrmance is nt meeting perfrmance expectatins, and prvide specific guidance fr imprvement. The IA shuld be given every pprtunity t discuss any circumstances that the IA 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 IA t imprve, then training r assistance shuld be prvided as part f the PIP. Additinally, evaluatrs shall cnsider mitigating factrs raised by the IA and when indicated, shall refer IAs t the Emplyee Assistance Prgram. Mutually agreeable dates shall be set during the cnference fr the cmpletin f actins by the IA t imprve perfrmance. 8

11 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 IA s respnse t the cncerns and t infrm the IA f expectatins and the cnsequences fr nt meeting the expectatins. If the IA 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 IA and a cpy maintained in the IAs lcal wrksite file. 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 IA accrding t the timelines established in the PIP. Evaluatrs wh are develping a PIP fr an IA 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 IA has imprved perfrmance t a satisfactry level, the evaluatr shall meet with the IA 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 IA has nt imprved during this perid, 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 IA 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