MADISON METROPOLITAN SCHOOL DISTRICT PROBATION, PERFORMANCE EVALUATION, DEMOTION, NON-RENEWAL AND DISMISSAL: ADMINISTRATORS
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1 MADISON METROPOLITAN SCHOOL DISTRICT HUMAN RESOURCE POLICIES AND PROCEDURES Subject: Source(s): PROBATION, PERFORMANCE EVALUATION, DEMOTION, NON-RENEWAL AND DISMISSAL: ADMINISTRATORS Policy #: 9.04 Board of Education's Affirmative Action Plan; Performance Evaluation Program for Administrators; BOE Meeting 12/10/2007 PROBATION, PERFORMANCE EVALUATION, DEMOTION, NON-RENEWAL AND DISMISSAL: ADMINISTRATORS PROBATION District administrators do not serve a probationary period. PERFORMANCE EVALUATIONS I. Statement of Philosophy The Madison Metropolitan School District has a strong tradition of educational leadership provided by its administrative staff. To provide recognition and support for this leadership, the District has identified a comprehensive administrative evaluation program as an essential component leading to staff growth and development. The primary objectives of the evaluation program are as follows: To maintain and improve individual work related performance. To relate individual performance to organizational and personal goals. To provide positive reinforcement to individuals for their job related performance. To identify job related performance that needs to be improved and to develop an appropriate plan of assistance. To identify critical job functions and to measure performance against those functions. To establish performance as a basis upon which compensation is awarded.
2 Page 2 II. Basic Design of the Performance Evaluation Program Components The evaluation program for administrators consists of four components: A seven-category appraisal process Data input Performance An administrative goal agreement with the administrator s supervisor The Central Administrator s Performance Appraisal Process includes the performance categories of: Organizing & Planning Problem Solving & Conflict Resolution Management/Administration Collaboration/Communication Leadership Supervision & Evaluation Job Knowledge/Professional Growth & Development The Principal s Performance Appraisal Process includes the performance categories of: Competence in the Teacher Standards Under PI 34 Promoting the Shared Vision of Learning Instructional Program Conducive to Student Learning and Staff Professional Growth Management of the Organization, Operations and Resources Collaboration with Families and Community Members Conducting All Matters with Integrity, Fairness and in an Ethical Manner Understanding, Responding to and Influencing the Larger Political, Social, Economic, Legal and Cultural Context Data Input may originate from a variety of sources including formal and informal surveys, test scores, climate surveys, discussions with stakeholders, etc. Performance Results may include School Improvement Plans, departmental improvement, projects, desired outcomes, etc.
3 Ratings Policy 9.04 Page 3 The Goal Agreement will consist of no more than three specific goals taken from individual items comprising the detail of School Improvement Plans, Climate Surveys, Appraisal Document, etc. The appraisal performance categories are evaluated by a rating scale which consists of three ratings: exemplary, proficient and improvement needed. a.) Exemplary Should an administrator believe that he/she deserves an exemplary rating, the administrator must supply evidence to his/her supervisor of the accomplishments or other factors that warrant an exemplary rating. A supervisor shall not issue an exemplary rating to an administrator without this documentation. b.) Proficient A rating of proficient does not require special documentation from either the administrator or the supervisor. c.) Improvement Needed Should a supervisor rate any category as improvement needed, the supervisor must submit documentation supporting that rating. No rating of improvement needed may be issued without such documentation. Schedule of Evaluations Should a rating of improvement needed be issued, the supervisor will immediately notify his/her supervisor and the Executive Director of Human Resources. The Performance Appraisal Process for each administrator will be conducted at least annually. All elements contributing to the appraisal (data, performance output and goal-oriented agreement) will also be completed annually. Appraisal Process Appraisal Document Each selected element of each category on the appraisal document will be rated individually with a composite rating scored for the entire category. Appraisal Report Supervisor s Comments While ratings are important, it is generally felt that the most important aspect of the Job Performance Appraisal is the Supervisor s written comments. There are several reasons for this:
4 Page 4 Comments can further explain the reasons behind the ratings Comments can tell how to improve performance, whereas ratings can do no more than indicate that past performance was good or bad Comments can refer to trends and reflect how present performance relates to previous performance, whereas ratings can refer only to performance during the rating period Comments can describe actual behavior, incidents and data, whereas ratings provide only a summary conclusion of them Goal Agreement Goal Document The goals refer to annual improvement of programs, projects and activities identified by the administrator for priority attention during each contract year. The goals represent a formal agreement between the administrator and his/her supervisor for the accomplishment of a set of specific results. Each goal should reflect an improvement/ change effort. A maximum of three goals is recommended. Self-Evaluation At the end of the contract year, but prior to the meeting with the supervisor to discuss progress in achieving each goal, the administrator should complete a self-evaluation report which summarizes how well the administrator believes he/she has progressed in completing each goal. Supervisor Evaluation At the end of each contract year, the supervisor will meet with the administrator and evaluate the completion of the approved goals. All evidence of Exemplary or Improvement Needed ratings must be presented at this meeting. This evaluation will be one element of input to the annual appraisal. III. Initial Placement, Movement Through a Salary Range and Merit Pay Plan Initial Placement on the Salary Schedule A new administrator shall be placed at the appropriate step on the salary schedule based upon a thorough examination of the administrator s experience and prior salary history. Movement Through a Salary Range Advancement through a Salary Range Merit Pay Plan for Administrators at Salary Step 12 Supplemental Administrative Policies and Procedures Certification Form Merit Pay for Administrators at Salary Step 12
5 Page 5 First Advancement New administrators initially placed at a step other than step 12 shall move to the next step on the salary schedule effective July 1 following the date of appointment. This will occur regardless of when the administrator is hired during the year. Advancement Through Step 12 Administrators at other than step 12 of the Administrator s Salary Schedule, who have completed a minimum of one full year of employment in the position, may advance in the salary range upon completion of each additional year of service. Depending on performance as shown in the chart below, each July 1 administrators may advance by either 0,.5, or 1.0 salary steps. An Appraisal Form must be completed for this advancement. Merit Increment Performance Criteria All ratings on the most recent Performance Appraisal must be at the Proficient level or above. All ratings on the most recent Performance Appraisal must be at the Proficient level, other than one which may be at the Improvement Needed level. Two or more ratings on the most recent Performance Appraisal are at the Improvement Needed level. Supplemental Administrative Policies and Procedures The term ratings as used in the Performance Criteria shall be defined as the ratings for the performance categories for which an administrator has received a rating. Merit Pay Plan For Administrators At Salary Step 12 Administrators who have reached salary step 12 of his/her respective salary range and have received a Proficient rating or better on each of the Performance Appraisal rating categories with at least one exemplary rating during the two most recent rating periods shall be eligible to an additional 3% of step 12 pay on July 1 following completion of three (3) years of service as an administrator with the Madison Metropolitan School District. Administrators will be eligible for additional increases of 3% of step 12 pay every three years thereafter if performance dictates up to a maximum level of merit step 4. Subsequent to reaching merit step 4, administrators may receive an additional merit increase every three years if their performance is exemplary and the increase is recommended by their supervisor and approved by the superintendent. This additional increase will be individually negotiated by the administrator, the Superintendent and the Executive Director of Human Resources based on the recommendation of the supervisor and approved individually by the Board of Education. This additional merit increase will not exceed 3% within a 3 year period.
6 Page 6 Eligibility for Merit Increases Subsequent to Not Receiving a Merit Increase Due to Performance Should an administrator become eligible for consideration for a merit increase but not receive an increase due to performance issues, that administrator will be eligible the following year for consideration of a merit increase. Definition of Base Pay Base Pay as referred to in this plan is the contracted daily rate without any additional compensation for extra duties or additive pay. Schedule of Performance Appraisals The District reserves the right to conduct performance appraisals at anytime it deems necessary. Regular performance appraisals shall be conducted each year. Staff Development Administrators eligible for merit pay pursuant to the terms of this plan shall be obligated upon request of the District to share the expertise associated with their exemplary rating(s) with District personnel through the Staff Development Coordinating Committee which shall determine the most appropriate inservice training vehicle. Administration The Executive Director of Human Resources or his/her designee shall be charged with the responsibility to interpret and apply the provisions of this merit plan and to promulgate policies and procedures as may from time to time be necessary to effectuate this responsibility. Limitations on Frequency of Merit Adjustments No administrator shall receive more than one three percent (3%) adjustment within any two year period. Years of Service Years of Service as referred to under Criteria for Eligibility shall be defined as contract years consistent with the amount of days dictated in each administrator s contract and the current definition of a year of service. Review of Salary Schedule The Administrative Salary Schedule (including both Grades and Steps) shall be reviewed on a periodic basis, but at a minimum, every 5 years. DEMOTION OF ADMINISTRATIVE STAFF The demotion of administrative employees in the District is the responsibility of the Superintendent. Administrative demotion is defined as the voluntary or involuntary movement of an administrative staff member to a lower position classification on the administrative position classification schedule. Demotion may be used when, in the sole discretion of the Superintendent when: 1. an administrator's job performance has been unsatisfactory, or 2. it is in the best interest of the District.
7 Page 7 An administrator who is demoted shall be compensated in accordance with the administrative position classification schedule for the position to which s/he was demoted. Demotion Procedure 1. The positions available for the demotion of administrative staff will be identified. 2. The immediate supervisor(s) will make recommendations for demotion based on evaluations of staff. 3. The Human Resources Department will verify that the personnel recommended have the requisite credentials and qualifications, or can obtain them in agreement with licensing agencies. 4. The Superintendent will recommend the demotion to the Board. 5. Since administrator contracts expire on June 30th each year, preliminary notice of demotion will be given before February 1st by registered mail. The preliminary notice shall state the reason(s) for the demotion. Recipients of such a preliminary notice may file within seven (7) days of receipt a written request for a hearing before the Board. Such request should state whether the employee wants a public or private hearing and shall be deemed received when delivered to the Human Resources Department. Such hearing before the Board shall be held before March 1. Following the hearing or if no hearing is requested, a notice of demotion shall be given to the employee before March 1. Demotion notices shall be given only if approved by a majority vote of the full membership of the Board. 6. The above-referenced procedure should be followed unless, in the sole discretion of the Superintendent, the facts and circumstances with respect to the reason(s) for the demotion do not warrant following such procedure. In such instances, the following procedure shall be followed: The Superintendent shall given written notice to the administrator of his decision to demote him/her. Such notice shall set forth the reason(s) for the demotion. Upon receipt of the notice of demotion referred to in the paragraph above, the administrator shall be allowed fourteen (14) days in which to make a written request to the President of the Board of Education for a hearing on the Superintendent's recommendation to demote him/her. Such request should state whether the administrator wants a public or private hearing and shall be deemed received when delivered to the President of the Board of Education. If there is not a request for a hearing, the Superintendent shall present his recommendation to the Board. The
8 Page 8 Board shall adopt/reject/modify such recommendation and the Superintendent shall notify the administrator of the Board's action. If there is a request for a hearing, the hearing shall be held by the Board or an impartial hearing officer. The Superintendent and/or his designee along with the Board shall determine when fairness requires that an impartial hearing officer be retained to conduct a hearing. Should the Board decide to retain such a hearing officer, it shall be at the Board's expense. The hearing shall be recorded and transcribed by a court reporter at the expense of both the Board and the administrator, unless otherwise agreed to by the parties. At the hearing, the Superintendent or his designee shall present evidence to support the reason(s) given in the notice to the administrator for his/her demotion. The administrator shall be allowed to speak in opposition to the reason(s) for his/her demotion. Both parties shall have the right: (1) at their own expense to retain counsel or any representative to act on their behalf; (2) to call witnesses on their behalf; (3) to cross- examine witnesses who appear against them; and (4) to make an opening statement and closing argument. Following the hearing before the Board, the Board shall convene into closed session to deliberate on its decision. After the hearing before the impartial hearing officer, such hearing officer shall make a recommendation to the Board as to whether or not the administrator should be demoted. The Board should accept the recommendation of the hearing officer unless there are legitimate reasons for not doing so. The decision to demote the administrator shall only be made pursuant to a majority vote of the full Board. After the Board renders its decision, the administrator shall be notified of it in writing by the President of the Board within thirty (30) days of the date on which the decision was made. NON-RENEWAL OF ADMINISTRATIVE STAFF The non-renewal of administrative staff shall be the responsibility of the Superintendent. Procedure for Non-Renewal Each administrator to be non-renewed will be non-renewed under the process and procedures described and provided in Section Wis. Stats., covering non-renewal of administrators. Since administrator contracts expire on June 30 each year, preliminary notice of non-renewal will be given before February 1 by registered mail. The preliminary notice shall state the reason(s) for non-renewal. Recipients of such a preliminary notice may file within seven (7) days of receipt a written request for a hearing before the Board. Such request should state whether the employee wants a public or private hearing and shall be deemed received when delivered to Human Resources. Such hearing before the Board shall be held before March 1. Following the hearing or
9 Page 9 if no hearing is requested, a notice of refusal to renew shall be given to the employee before March 1. Non-renewal notices shall be given only if approved by a majority vote of the full membership of the Board. DISMISSAL OF ADMINISTRATIVE STAFF 1. The Superintendent will recommend to the Board the dismissal of administrative staff. 2. The reasons for the dismissal of administrative staff shall include, but not be limited to, the following: a. unsatisfactory job performance b. violation of Board policy c. insubordination d. when it is in the best interests of the Madison Metropolitan School District. DISMISSAL PROCEDURES 1. Should the Superintendent determine that an administrator be dismissed, the Superintendent shall given written notice of such determination to the administrator. Such notice shall set forth the reason(s) for the dismissal. 2. Upon receipt of the notice of dismissal referred to in the paragraph above, the administrator shall be allowed fourteen (14) days in which to make a written request to the President of the Board of Education for a hearing on the Superintendent's recommendation to dismiss him/her. Such request should state whether the administrator wants a public or private hearing and shall be deemed received when delivered to the President of the Board of Education. If there is not a request for a hearing, the Superintendent shall present his/her recommendation to the Board. The Board shall adopt/reject/modify such recommendation and the Superintendent shall notify the administrator of the Board's action. 3. If there is a request for a hearing, the hearing shall be held by the Board or an impartial hearing officer. The Superintendent and/or his/her designee along with the Board shall determine when fairness requires that an impartial hearing officer be retained to conduct a hearing. 4. Should the Board decide to retain such a hearing officer, it shall be at the Board's expense. 5. The hearing shall be recorded and transcribed by a court reporter at the expense of both the Board and the administrator, unless otherwise agreed to by the parties.
10 Page 10 At the hearing, the Superintendent or his/her designee shall present evidence to support the reason(s) given in the notice to the administrator for his/her dismissal. The administrator shall be allowed to speak in opposition to the reason(s) for his/her dismissal. Both parties shall have the right: (1) at their own expense to retain counsel or any representative to act on their behalf; (2) to call witnesses on their behalf; (3) to cross-examine witnesses who appear against them; and (4) to make an opening statement and closing argument. Following the hearing before the Board, the Board shall convene into closed session to deliberate on its decision. After the hearing before the impartial hearing officer, such hearing officer shall make a recommendation to the Board as to whether or not the administrator should be dismissed. The Board should accept the recommendation of the hearing officer unless there are legitimate reasons for not doing so. The decision to dismiss the administrator shall only be made pursuant to a majority vote of the full Board. After the Board renders its decision, the administrator shall be notified of it in writing by the President of the Board within thirty (30) days of the date on which the decision was made. November 2007
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