Performance Appraisal Process

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2 Table of Contents Essential Process Deadline Dates... 3 Mission, Strategic Priorities, Strategic Theme... 4 Process Description... 5 Components... 5 Major Areas of Performance Appraisal... 8 Performance Ratings... 9 Cycles of Performance Appraisal... 9 Scheduling Meetings Appeal Procedures Performance Appraisal Components Checklist Page 2

3 Essential Process Deadline Dates The following is an overview of the important Performance Appraisal process deadlines. Dates listed are FINAL due dates. September 30 September 30 November 30 December 15 February 15 March 15 April 15 May 30 September 30 Initial Planning Meeting completed District Expectations Meeting completed Initial Observation completed Mid-Year Review completed Second Observation completed, if applicable Support Data submitted to supervisor Performance Appraisal completed Improvement or Remediation Plan written, if applicable Improvement or Remediation Plan finalized, if applicable Page 3

4 Mountain BOCES Mission Joining forces to enrich educational opportunities for students It is the mission of the Mountain Board Of Cooperative Educational Services (Mountain BOCES) to provide quality educational services for all students and to further address programs of mutual benefit for equalizing educational opportunity. Strategic Priorities Mountain BOCES and its Board of Directors have developed several priorities articulating the vision for the future of Mountain BOCES. In May of 2007, the Board adopted these Strategic Priorities: Mountain BOCES will develop, implement, and support excellence in education programs and services with member school districts and Colorado Mountain College. Mountain BOCES will leverage high quality leadership to guide the development of national, state, regional, and local initiatives. Mountain BOCES will represent the interest of our member districts through political and legislative activities. Strategic Theme In collaboration with its Owners (District Superintendents), Mountain BOCES has adopted the strategic theme Trust, Traction, and Transparency for the school year. All employee activities are expected to support the following: Inspire trust at all levels and in all relationships of the organization Initiate movement toward achieving identified priorities and fulfilling commitments Establish clarity in all aspects of the organization, including job expectations for employees working in local school districts Page 4

5 Process Description Purpose of Performance Appraisal Performance Appraisal is a process of collective reflection leading to improved delivery of instruction and services to students through improved professional competency. The Performance Appraisal process also serves as a tool to assist staff members with understanding roles and pursuing professional and team goals, and it meets all legal requirements and assists the Mountain BOCES Board of Directors and administration with making employment decisions. Staff members work together with their immediate supervisors to: Identify and strengthen the contributions of staff and the organization by capitalizing on staff strengths and talents Identify areas for individual and organizational professional improvement Celebrate and acknowledge the employee s positive contributions Provide and receive feedback about the employee s job performance Examine the employee s individual role alignment with organizational mission and purpose Discuss and evaluate the employee s role and fit within the organization Performance Appraisal and Continued Employment An employee s receipt of an appraisal is no way intended to create a contract, nor does it constitute an offer of continued employment, as that decision rests with the Mountain BOCES Board of Directors. No employee shall have a right to continued employment based on having completed or not having completed the requirements of any improvement plan, professional growth plan, or remediation plan. Nothing in this policy shall be construed to imply in any manner the establishment of any property rights or expectancy or entitlement to continued employment not explicitly established by statute, Board policy, or contract. Neither shall this policy and/or the evaluation system be deemed or construed to establish any conditions prerequisite relative to renewal of contracts, transfer, assignment, dismissal, or other employment decisions relating to Mountain BOCES personnel. Mountain BOCES Personnel Handbook Policy AFC Components All employees follow the Mountain BOCES Performance Appraisal System. Because of the varied nature of positions within Mountain BOCES, some of the components may not apply or may need to be modified. Such adjustments must be approved by the Executive Director to insure consistent application of the system. Supervisors should work with the Executive Director to get adjustments approved. The Performance Appraisal process involves various meetings with supervisors, co-workers, and/or district staff; annual observations; and appraisals that are completed online using the Promantek TrakStar system, which is located on a secure and confidential web site. The Performance Appraisal Packet contains two separate sections one introducing and explaining the process and one containing tools to help employees prepare for various parts of the process. Some documentation will be kept online in TrakStar, and some will be kept in personnel files. Page 5

6 Initial Planning Meeting (complete by September 20) The purpose of this meeting is to provide an initial opportunity for staff and supervisors to establish relationships, set and clarify expectations, address any questions regarding the employee s job description, determine annual performance goals, identify any resources needed, set a final annual calendar, set weekly schedules, finalize FTE allocations, identify planned professional development opportunities, perform any ancillary supervisory tasks, and review the Performance Appraisal process. In addition, staff members requiring an Improvement or Remediation Plan will finalize the plan at this meeting. Bring your annual calendar, your weekly schedule with contact information, a draft of your goals, and a list of your team goals to this meeting. District Expectations Meeting (complete by September 30) Employees are required to schedule a brief meeting with the designated building administrator (principal, assistant principal, or designee) to review their job description, role expectations, calendar, schedule, and contact information. Additionally, employees must provide this same information to all special education staff members and the building secretary(ies) with whom they will be working. While meetings are recommended, employees may work with individual special education staff to make certain they are aware of the employee s schedule, contact information, calendar, and the areas s/he will be asking co-workers to provide performance feedback. Staff members serving more than five (5) buildings may receive supervisor approval to provide the information in hard and soft copy form in lieu of a meeting. Staff members not providing services in member district school buildings will work with their direct supervisors. Mid-Year Review Meeting (complete by December 15) The purpose of this meeting is to provide another opportunity for staff and supervisors to establish relationships, set and clarify expectations, address any questions regarding job description, examine progress toward annual performance goals, identify any resources needed, perform any ancillary supervisory tasks. The responsibility of scheduling the Formal Observation and Performance Appraisal rests with the employee, and this meeting provides a good opportunity to schedule those appointments. Notes about this meeting are entered directly into TrakStar by the supervisor. Formal Observations (complete by November 30 and, if applicable, February 15) Observations provide an opportunity for the employee to share with the supervisor a variety of situations. Observations can be arranged to be a showcase opportunity, to receive supportive feedback about a specific challenging situation, or to provide a general opportunity for shared feedback. Data Collection (submit to supervisor no later than March 15) Data upon which the Performance Appraisal will be based must be submitted to the supervisor in time for the Performance Appraisal meeting. This data may include: Self-Appraisal Preparation Self-Appraisal in TrakStar (REQUIRED) Peer Observation documentation Documentation of achievement of professional goals: the summarized, objective data that supports a determination that your professional goals were met (REQUIRED) Page 6

7 Documentation of contribution to organizational goals: specific and objective documentation showing your unique contributions toward the organization s top priorities (REQUIRED) Support Data: optional information you can provide your supervisor regarding your job performance, possibly including: s Extracurricular Activities Great Moments Log Kudos (parents, students, teachers) Newsletter Contributions Newspaper Articles Publications Student Data Work Sample Service Delivery Tracking Report: the extent to which you delivered and documented service delivery for students committed on IEP (this report will be automatically generated) Attendance / Leave Report: will be provided by the Human Resources office Other IEP reports: depending on how the new system functions, these may include things like student performance on IEP goals or adherence to timelines Student performance data: objective student performance data such as CSAP or IEP goal achievement Informal observation: informal notes from your supervisor Additional informal information: information shared with your supervisor by other sources Performance Appraisal Meeting (complete by April 15) The purpose of the Performance Appraisal Meeting is to provide an opportunity for the staff and supervisor to have a conversation regarding the employee s performance during the year. A review of performance in the major areas, examination of the achievement of individual professional goals, and performance as related to individual job description will be shared. In addition, general goal areas for individual professional growth will be identified. This information will be documented on the Performance Appraisal in TrakStar. Professional Goals All employees are required to identify annual, measurable, individual, professional goals written in a way that makes objective documentation of their achievement possible. All goals should be formulated to specifically link to the strategic theme of the organization (see page 3). Exemplary goals should be outcome driven versus activity based. All employees are also required to identify team goals and provide objective documentation of their achievement. Goal achievement makes up part of the Performance Appraisal and is tracked in TrakStar. Improvement and Remediation Plans (complete by May 30) Employees receiving a Performance Appraisal rating of Needs Growth are required to develop an Improvement Plan with their supervisor. Employees receiving a Performance Appraisal rating of Unsatisfactory are required to develop a Remediation Plan with their supervisor. Such plans must be developed by May 30 and will be reviewed and potentially modified with their supervisor at the Performance Appraisal Initial Planning meeting the following September. Page 7

8 Major Areas of Performance Appraisal (Factors in TrakStar) Professionalism An exemplary staff member consistently demonstrates all of the following: Manages oneself (is organized, prepared, and punctual; manages resources; meets deadlines; follows through on commitments; demonstrates appropriate physical appearance relative to job and environmental expectations) Consistently acts in ways that directly support various missions (Mountain BOCES, CDE, schools, districts) Effectively maintains relationships at multiple levels (individual, team, Mountain BOCES, schools, districts) Delivers significant, noteworthy contributions to team and organizational goals Responds to districts Is respectful and collaborative Handles disagreements and conflicts in a diplomatic manner that does not result in decreased effectiveness over time Enhances the image of public education Displays a willingness to learn new information Maintains ethics, legal responsibility, and confidentiality Follows organizational and district policies Communication An exemplary staff member consistently demonstrates all of the following: Displays effective interpersonal skills (has rapport with all, knows roles of co-workers, promotes information exchange such as through parent/teacher conferences or newsletters) Uses strong verbal communication and strong listening skills Uses appropriate written communication that is constructed with the purpose, audience, and intent in mind and with proper writing conventions and mechanics Applies the appropriate mode of communication ( , written, telephone, face to face) for specific situations Maintains composure during difficult conflict situations Communicates job related problems and difficulties to immediate supervisor Relationships An exemplary staff member consistently demonstrates all of the following: Develops and maintains rapport and effective relationships with children and adults contacted in the course of work by using courtesy, diplomacy, collaboration, cooperation, support, and professional conduct Actively contributes to the goals and success of all teams and team members through collaboration, cooperation, and flexibility (give and take) in team discussions, activities, and decision making When appropriate, seeks first to understand Is able to effectively give and receive constructive feedback Understands and conveys one s role within each school setting Serves as a liaison between Mountain BOCES and human service agencies, sharing appropriate information when needed, once proper parental consent is obtained Page 8

9 Job Competency An exemplary staff member consistently demonstrates all of the following: Meets all licensing requirements for the position Consistently meets all expectations listed in the job description Delivers services as determined by the IEP or instructional schedule 100% of time Personal Growth Progress An exemplary staff member consistently demonstrates all of the following: Stays current on professional knowledge and technical skills through training opportunities and participation in relevant professional committees and organizations Formulates goals that reflect the organization s strategic theme and include specific, measurable outcomes instead of just completing activities Demonstrates objective and measurable achievement of individual goals Develops new goals when current goals have been achieved Performance Ratings The overall performance is identified on the Performance Appraisal in TrakStar. There are five levels of overall performance ratings that can be obtained. These areas are not quantifiable. Exemplary Exceeds Expectations Satisfactory Needs Growth Unsatisfactory Designates consistent application of the exemplars in the Major Areas listed above; an overall rating of exemplary is indicative of performance well beyond what is expected Designates consistent performance above and beyond expectations Designates consistent performance in line with expectations Reflects performance that is developing as anticipated and needs improvement to consistently meet expectations Designates performance that does not meet expectations to the extent that the employee is largely ineffective (may occur when most areas are exemplary but a significant issue in one area renders limited effectiveness) Cycles of Performance Appraisal The Mountain BOCES Performance Appraisal process has different required components depending on the cycle of the process in which the employee currently is. The cycle is determined by the number of years the employee has worked for Mountain BOCES and is based on the employee s date of hire. The major difference is in the amount of information required. The table on page 11 contains the required and optional elements of each cycle of the Performance Appraisal process. Comprehensive For employees in their 1 st, 2 nd, or 3 rd year and during Remediation Plan Annual For employees in their 4th, 5th, 7th, 8th, 10th, 11th, 13th, 14th, etc. Triennial For employees in their 6th, 9th, 12th, 15th, 18th, etc. Page 9

10 Scheduling Meetings The supervisor will establish expectations regarding ways the employee can effectively schedule meetings and observations. For instance, the supervisor may require the employee to schedule appointments via FirstClass calendaring on particular days, or s/he may have the employee schedule all the meetings at the Initial Planning Meeting. The employee is responsible for scheduling the required performance appraisal events with his/her direct supervisor. Appeal Procedures Before appealing any alleged policy or procedure violation, the employee is urged to discuss concerns with the supervisor making the evaluation. Per the process and limitations set out in Policy AFC, employees can appeal a violation of Mountain BOCES policy or procedure alleged to have occurred during the evaluation process. Such appeal is made to the Executive Director and, if still not satisfied with the outcome, the Board of Directors. The written Performance Appraisal report shall be signed at the Performance Appraisal Meeting by the supervisor and the employee, with each receiving a copy of the report at that time. Signing the written Performance Appraisal does not indicate agreement but does acknowledge that the employee understands the expectations the administration has set. The staff member being evaluated may attach a written statement to the Performance Appraisal; such a statement must be prepared and is requested to be attached within ten (10) days of the Performance Appraisal Meeting. Appeals to the Executive Director will only be accepted when written and when specific regarding an alleged violation of policy or procedure is being appealed. The appeal must be made within ten (10) days after the employee signs his/her written Performance Appraisal. Appeals to the Board may be made within ten (10) days after the Executive Director has issued a written decision concerning the initial appeal. The appeal of the Executive Director s decision will be heard at the next regularly scheduled Board meting, provided that the Executive Director receives written notice of the appeal at least ten (10) days before such meeting. If the written notice of the appeal is timely filed but is received less than ten (10) days before such meeting, then the Board will hear the appeal at the following regularly scheduled Board meeting. Page 10

11 Performance Appraisal Components Checklist This table summarizes the components of the appraisal, when they are due, when they are required or optional, and where the records are stored. It is also a checklist for you to keep track of your process throughout the year. Performance Appraisal Cycles Location of Records Check Completed Performance Appraisal Component FINAL Deadline Date Comprehensive Annual Triennial Personnel File Supervisor File Initial Planning Meeting scheduled; info prepared September 1 R R R District Staff Meeting scheduled; Checklist prepared September 15 R R R X Initial Planning Meeting completed September 30 R R R X District Expectations Meeting completed September 30 R R R X Building Staff Information distributed September 30 R R R X Fall Observation completed November 30 R O O X Mid-Year Review completed December 15 R R R X Winter Observation, if applicable, completed February 15 R R R X Support Data submitted to Supervisor March 15 Self-Appraisal completed in TrakStar R R R X Professional and Team Goals documented R R R X Co-Worker Input gathered R O R X Great Moments Log recorded in TrakStar O O O X Peer Observation documented O O O X Additional Portfolio Information gathered O O O X Service Delivery Tracking* O O O X Other IEP Reports* O O O X Student Performance Data* O O O X Additional Information gathered O O O X Performance Appraisal Meeting completed April 15 R R R X Improvement / Remediation Plan May 30 As Required X Finalize Improvement / Remediation Plan next autumn As Required X * This information will be used in the development of the Performance Appraisal as the data is available. R = Required O = Optional X = Information Stored Page 11

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