Rainy River District School Board SECTION 3 Personnel PERFORMANCE APPRAISAL PROCEDURE PURPOSE 3.46 The purpose of the performance appraisal is to evaluate job performance in the probationary term for new staff and provide feedback on job performance for permanent staff. RATIONALE Regular performance appraisals support staff in developing the competencies they require to fulfil their role to the highest standard. GUIDELINES 1.0 General Guidelines 1.1 Performance appraisals are designed to: Align individual objectives and initiatives with the Board s strategic direction; Encourage meaningful communication between employees and supervisors; Identify areas that require further professional development and personal growth; Provide appropriate and timely feedback to employees regarding their performance; Improve organizational effectiveness. 1.2 Supervisors will use the appropriate form found on the Board s Form page. 2.0 Conducting Performance Appraisals 2.1 The Board shall evaluate the performance of the Director of Education in accordance with criteria established and approved by the Board. The Board shall evaluate the Director s performance based on Board Policy 3.40 Director s Performance Review. 2.2 The Director of Education shall be responsible for the performance appraisal of the Board s supervisory officers as per the Ministry of Education s Supervisory Officer Performance Appraisal system. 2.3 Supervisory Officers shall supervise and evaluate the performance of all principals, managers and other support staff for whom they are responsible. Principal and vice principal performance appraisals will be as per the Education Act and the Ministry of Education s Principal and Vice Principal Performance Appraisal Manual. 2.4 Managers shall supervise and evaluate the performance of all support staff for whom they are responsible.
2.5 School Administration shall be responsible for the supervision and evaluation of all employees who are assigned to a school. Teachers will be appraised as per the Education Act and the Ministry of Education s Teacher Performance Appraisal Manual. 2.6 All other employees - Managers, Non-Union, Designated Early Childhood Educators, Education Support Personnel, Secretaries, Caretakers, and Maintenance Staff will follow the process outlined in sections 3.0 and 4.0 below. 2.7 Upon completion of the appraisal process, the employee will be provided a signed copy of the appraisal and a copy will be forwarded to Human Resources to be placed in the employee s personnel file. 3.0 Probationary Employees Managers, Non-Union, Designated Early Childhood Educators, Education Support Personnel, Secretaries, Caretakers, and Maintenance Staff 3.1 Managers and non-union staff, except non-union secretaries, will be appraised using the Performance Framework for Non-Union Staff. 3.2 Designated Early Childhood Educators (DECEs) will be appraised using the DECE Performance Appraisal. Educational Support Personnel (ESP) will be appraised using the Educational Support Personnel Performance Appraisal. Secretaries, caretakers, and maintenance staff will be appraised using the Performance Appraisal for Non-Classroom Staff. 3.3 For managers, non-union staff, DECEs, ESPs, secretaries, caretakers, and maintenance staff, the Performance Appraisal form is independently completed by these staff members prior to the joint meeting. The final Performance Appraisal score reflects input from the employee and the supervisor. The final score is the supervisor score. 3.4 The Performance Appraisal shall be completed at least two weeks prior to the end of the probationary term of employment. If the result of the appraisal is satisfactory (as per the applicable performance appraisal report), the probationary employee is recommended for permanent employment. If the result of the appraisal is not satisfactory (as per the applicable performance appraisal report) the probationary employee may receive an additional three month term of probation, followed by a second appraisal, or termination. 3.5 Probationary term timelines are noted in current collective agreements (Educational Support Personnel, CUPE) or General Terms and Conditions of Employment for Non- Union and Non-Teaching Employees (non-union employees). 3.6 Support staff recommended for permanent employment shall receive a performance appraisal in the next year of employment after completing probation, and then at least every five years.
4.0 Permanent Employees - Managers, Non-Union, Designated Early Childhood Educators, Education Support Personnel, Secretaries, Caretakers, and Maintenance Staff 4.1 Appraisals for permanent employees will be conducted using the evaluation reports outlined in 3.1 and 3.2. 4.2 The performance appraisal report will be completed by the supervisor prior to an interview with the employee. The supervisor and the support staff employee shall meet to review the performance appraisals completed by each party. The supervisor will complete the final performance appraisal and provide recommendations regarding job performance and continued employment. 4.3 Support staff will independently complete the performance appraisal prior to meeting with the supervisor for an interview to review the results of the performance appraisal. 4.4 If the result of the appraisal is satisfactory (as per the applicable performance appraisal report), this appraisal will be repeated at least every five years. If the result of the appraisal is not satisfactory (as per the applicable performance appraisal report), this appraisal may be repeated within three months. If the result of the second appraisal is unsatisfactory, the support staff will be terminated. 5.0 Employees in Temporary/Long-Term Assignments 5.1 A performance appraisal will be prepared once prior to the conclusion of the assignment of a casual employee to their first temporary assignment for a period of six months, or longer. 5.2 A performance appraisal will be prepared once prior to the conclusion of the assignment of an occasional teacher to their first long-term assignment for a period of four months, or longer since the implementation of the OT Evaluation process in September, 2013. 5.3 A performance appraisal will be prepared once prior to the conclusion of the assignment of a permanent employee to their first temporary assignment outside of their own job classification for a period of six months or longer. 5.4 The above performance appraisals will be conducted as follows: Managers and Non-union staff, excluding non-union secretaries, will be appraised using the Performance Framework for Non-Union Staff. Designated Early Childhood Educators (DECEs) will be appraised using the DECE Performance Appraisal. Educational Support Personnel (ESP) will be appraised using the Educational Support Personnel Performance Appraisal. Secretaries, caretakers, and maintenance staff will be appraised using the Performance Appraisal for Non-Classroom Staff. Long Term Occasional Teachers will be appraised using the Long Term Occasional (LTO) Teacher Evaluation process as outlined in Procedure 3.88, Occasional Teacher Evaluation.
6.0 Record Keeping 6.1 Upon hire or upon the return of a permanent employee from a leave of absence, the Human Resources Department will update the schedule for the school or department, outlining those employees who require a performance appraisal. 6.2 Human Resources will record the date of completion of the performance appraisal for the support staff employee and safely file the completed performance appraisal in the Human Resources Department. Human Resources will also record in the schedule the due date of the next performance appraisal. 6.3 On May 1st of each year, Human Resources will advise Principals of outstanding performance appraisals. On June 1 of each year Human Resources will advise the Superintendents of Education of outstanding performance appraisals. Permission is required from the Superintendent of Education to defer a performance appraisal to another school year. Definitions: For the purpose of this procedure, supervisor shall mean: i) principal / vice principal ii) immediate site supervisor For the purpose of this procedure, support staff shall mean: i) Educational Support Personnel (Education Assistant, Communication Assistant, Library Assistant, Library Technician, Medical Education Assistant). ii) CUPE Employees (Head Maintenance/Area Supervisor, Maintenance I,II,II, IV, Head Caretaker/Lead Custodian, Caretaker/Custodial, Van Driver/Caretaker, Accounting Clerk 2, 3,4, Secretary 1/Accounting Clerk 1, Secretary I, II, III,IV, Transportation Coordinator, Early Childhood Educator). iii) Non-union employees (Executive Assistant, Administrative Assistant, Human Resources Coordinator, Accountant, Communications Officer, Network Technician, School Attendance Counsellor). For the purpose of this procedure, long term occasional teacher shall mean an occasional teacher assignment of 4 months or more.
CROSS REFERENCE Supervisory Officer Appraisal Report Ministry of Education Teacher Performance Manual Procedure 3.88 Occasional Teacher Evaluation Performance Framework for Non- Union Staff Designated Early Childhood Educators Educational Support Personnel Non-Classroom Staff DATE REVIEWED January, 2015 LEGAL/MINISTRY OF EDUCATION REFERENCE Education Act Ontario Regulation 274/12