SFCC PERSONAL LEARNING AND ACCOUNTABILITY OF STAFF EMPLOYEE PERFORMANCE ASSESSMENTAPPRAISAL POLICY 4-38

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1 SFCC PERSONAL LEARNING AND ACCOUNTABILITY OF STAFF EMPLOYEE PERFORMANCE ASSESSMENTAPPRAISAL POLICY 4-38 Policy Overview The purpose of this policy is to provide guidance for the assessmentappraisal of employee s performance and development as required to meet SFCC s goals and mission. Santa Fe Community College (SFCC) conducts annual performance assessments of full-time faculty and staff to assess employee s job performance, provide feedback, set goals and establish a plan of action to further develop its employees. Classroom evaluation and instructional process feedback is crucial and required of all SFCC classes through a student evaluation system. Scope and Applicability This policy applies to all full-time, regular status part-time, term, and temporary employees of SFCC. Policy Statement Santa Fe Community College (SFCC) conducts performance assessmentappraisals of full-time faculty and staff, regular status part-time, term, and temporary employees to assess employee s job performance, provide feedback, set goals and establish a plan of action to further develop its employees. ourses The goal of SFCC s employee performance assessmentappraisal policy is to provide useful tools to assess employee s job performance, state clear job expectations and provide a mechanism for continual constructive communication betweenfor the employee and supervisor for effective, productive performance results. (See also Policy 4-37 Evaluation of Faculty.) Definitions 1

2 1. Full Time EmployeeFull Time Employee: Scheduled to work an average of 30 or more hours per week. Full Time Employee: Scheduled to work an average of 30 or more hours per week. 2. Part-Time Employee: Scheduled to work less than 30 hours per week, regularly. 3. Regular Employee: Hired to fill a full- or part-time position that has an indefinite time period and who has successfully completed his or her Probationary Period. 4. Term Employee: Hired to work in a grant funded position or with a specific term of employment. 5. Temporary Employee: Hired to fill a full or part-time position for a limited period. Policy Process Review and feedback of an employee semployee semployee s performance should occur on a regularcontinual basis throughout the year for best results. The employee and the supervisor should have regular meetings to discuss job priorities, ideas and suggestions from the employee to enhance department performance, individual performance expectations and further developmental needs The employee and the supervisor should have periodic meetings to discuss job priorities, performance expectations and further developmental needs. Supervisors should develop work performance standards based on the employee s current job description and communicate these standards to employees upon commencement of their appointment. their feedback to The formal performance assessmentappraisal should be a summary of the ongoing reviews and meetings with the following occurring: A. Every full-time employee staff member (i.e., administrator, supervisor, faculty, administrative/professional, technical, maintenance and support staff) performance shall be assessed on a full performance review every otherat least once a year by the immediate supervisor with a goal review occurring every year. B. This formal annual assessmentappraisal shall be designed to assist in improving employees the staff member to improve performance and shall be based on the employee s staff member's job description, responsibilities, and duties, and goals. 2

3 C. The final results of the assessmentappraisal process shall be reviewed with the employee staff member through documented assessmentappraisal forms and verbal communication between employee and supervisor. D. An employee staff member who so desires may respond to the assessmentappraisal in writing; and, the original assessmentappraisal, as well as the response shall be placed in the employee s staff member's personnel file. E. The assessmentappraisal process mustay include a self-review of performance, which shall include a written account of the employee s staff member's goals and objectives for the assessmentappraisal period and a summary of actual achievements during this period. The appraisal process will include review feedback from peers mutually agreed upon by the supervisor and employee, which shall serve as an extra source of information for the supervisor s overall appraisal. (See applicable procedures) F. The annual assessmentappraisal Personal Learning and Accountability (PLA) process will include an opportunity for documenting employee s professional development. G. The instrument of assessmentappraisal shall be the Personal Learning and Accountability Assessment Tool (PLA) developed and distributed by the Office of Human Resources (OHR). H. Every course, whether taught by regular, adjunct, or regular status faculty, is evaluated each semester. Why is course eval referenced here? Appraisal Schedule Annual Appraisal A. Using the instrument developed and provided by Office of Human Resources, hereby referred to as OHR, ssupervisors shall complete a full formal performance appraisal on each of their regular staff employees every other year, in which the employee was hired, and complete a goal review every year. Appraisals must be conducted and completed for each employee, unless an extension has been approved by the Executive Director for OHRHuman Resources. 1. This formal annual appraisal shall be designed for the employee to define successes, make suggestions for changes in the department, as well as assist the 3

4 employee to improve performance This formal annual appraisal shall be designed to assist employees to improve performance and shall be based on the employee s job description, responsibilities, duties, and goals. The appraisal process must include a self-review of performance, which shall include a written account of the employee s goals and objectives for the appraisal period and a summary of actual achievements during this period. 2. andduring the probationary periodday 3. Additional formal appraisals may be conducted at the discretion of the supervisor. OHRhallThe sthe smeetingthe es B. Probationary Classified Staff Employee Appraisals during Probationary Period 1. Supervisors shall conduct two formal performance appraisals on all probationarysuch employees as of the 90th day and 30 days prior to the end of the employee s probationary period. Any extension shouldmust be approved by the Executive Director for Human ResourcesOHR. (Please refer to Policy 4-39 Employment of Regular Employees) Supervisors should keepemployees probationary classified staff employees kept current with performance progress during the probationary period. If an employee is terminated prior to the 90th day of appointment, no performance appraisal will be required. Upon completion of the probationary period, supervisors will then be required to conduct performance appraisals on the regular annual schedule. 2. Appraisal Process Supervisors should develop work performance standards based on the employee s current job description and communicate these standards to employees upon commencement of appointment. Clarification of job duties and responsibilities should be communicated to employees at the commencement of appointment. Supervisors should provide employees feedback regarding work performance including areas in need of 4

5 improvement, identification of any training needs, and recognition of job-related accomplishments and outstanding performance. Each full formal performance appraisal and goal review shall be documented on the form stipulated for that purpose by Human Resources. Supervisors should schedule appraisal sessions in advance and conduct them privately with each employee in a location free from interruptions. Signatures of the employee, supervisor, and reviewer are required on the appraisal form. Signature of the employee is required as an acknowledgement that the employee received a formal performance appraisal and does not indicate the employee s agreement with the appraisal itself. An employee s refusal to sign will be indicated on the appraisal form by the supervisor. In such cases, it is recommended that the supervisor request a witness to verify the employee s refusal to sign the form. After the appraisal session and Employee Section of the Performance Appraisal form is completed, the next higher official over the employee s supervisor will review the appraisal and route it so that it is maintained in accordance with this policy. Reviews by the next higher official are not required for employees reporting directly to the President. C. Supervisors should maintaina all performance appraisal documents are to be kept confidential to the greatest extent possible with access limited only to those individuals on a business need-to-know basis as appropriate, or in compliance with any state or federal law. 1. A copy of each completed Performance Appraisal Form and goal review shall be placed in the employee s personnel file. The original of the Performance Appraisal Form and goal review shall be sent to Human ResourcesOHR for the employees personnel file no later than 30 days after the employees ending appraisal period of each year. Additional performance appraisal documents may be submitted with the official form. 2. The Office of Human ResourcesOHR will periodically review performance appraisals for Equal Employment Opportunity compliance issues and bring any concerns to the attention of the President. D. A supervisor should consult with Human ResourcesOHR as soon as possible after deterioration in the employeesemployee s performance which may result in an overall 5

6 rating of Below Expectations in the performance appraisal. A draft of the performance appraisal should be provided for review by the supervisor to Human ResourcesOHR prior to the appraisal being issued to the employee. E. A supervisor leaving a position is expected to document employee performance prior to leaving. If an employeesemployee semployee s supervisor changes, the employee will normally be reviewed on the goals/duties, performance standards, and expectations stated in the last written performance review. The new supervisor will meet with the employee to discuss and document any changes to the previously stated goals/duties, performance standards, and expectations. F. Each employee shall receive a fully signed and executed copy of his or her completed Performance Appraisal Form within seven (7) business days from their supervisor. Salary increases related to promotions and merit awards will require that a current performance appraisal be on file with Human ResourcesOHR. G. If a post-probationary employee disagrees with his/her written performance review, the employee may, within thirty (30) calendar days from the date the employee s supervisor signed and presented the pperformance rappraisaleview fform, attach a response to the performance review, request reconsideration by the next level supervisor, or contact Human ResourcesOHR for assistance. The Office of Human ResourcesOHR will act as a neutral party in identifying and clarifying relevant issues in an attempt to resolve concerns about the performance review. The parties are expected to act in good faith. The final decision is made by the next level supervisor taking into consideration any attached responses, reconsiderations, and/or guidance from Human ResourcesOHR. Policy Statement The purpose of this policy is to provide assessment of employee s performance and development as required to SFCC s goals and mission. Goals 6

7 The goal of SFCC s employee performance assessment policy for staff is to provide a useful tool to assess employee s job performance, state clear job expectations and provide a mechanism for continual communication for the employee and supervisor for effective, productive performance results. Statement of Accountability/Responsibility The President, through the Executive Director for Human Resources and the Office of Human Resources (OHR), shall be responsible for enforcing Hhuman Rresources procedures and policies. OHR shall work with the different departments and offices to comply with this policy and develop procedures that will enforce this policy regarding awareness, prevention, and remediation. The Office of Human Resources (OHR), (reporting to the Vice President for Finance and Administration) is responsible for establishing, publishing, distributing and maintaining procedures that adhere to the performance assessment policy, purpose and goals of SFCC. Authority Policy 4-37 Evaluation of Faculty Policy 4-39 Employment of Regular Employees SRO/AO/FRV (POLICY APPROVAL: ), SFCC Governing Board Updated: 7/29/03 Updated: 12/11/03 MW/KQ Updated: 9/02/09 SFCC 7 Governing Board approved: 10 / 27 / 09

8 4/24/14 /KQ Updated: 9/10/15 JA Reviewed by Executive Team: 9/22/15 Reviewed by Staff Senate: 10/7/15 Reviewed by Faculty Senate: 10/23/15 8

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