Writing Performance Evaluations (HR Policy #605)

Performance Evaluations eForm mandatory effective January 2017 Doc e Fill (eForms) Supervisors recommend employees for a step increase Current EEO/SHP date required Current Online Safety date for Central Campus Only Lack of either requires performance improvement plan No direct tie to compensation but continued employment depends on evaluation Performance evaluation must support a supervisor’s request to terminate. First thing HR does is look at employee’s performance evaluations when receive a request to terminate.

Evaluation Form Identifying Information Same as before

Evaluation Form Evaluation Areas – Key Responsibilities Expandable to 10 entries (More) Eliminated ‘Results’ section Eliminated 1,2,3 ratings

Evaluation Form Evaluation Areas – Core Competencies

Evaluation Form Supervisor and Manager Comments Must be complete before being sent to employee

Comments Required of direct supervisor Required of 2nd level manager if he/she does not concur. Optional if concur Must be hard-hitting honest comments Include real achievements Give specifics and include data Employee, hiring supervisors and HR/legal will focus on comments Doing a dis-service to employee if you are not honest and give a bunch of I Love You’s. Performance evaluations should not be a feel-good experience Comments must support the increased responsibility and step increase recommendation

Step Increase Recommendation Recommendation for a step increase should be based on the employee’s performance. Generally, if an employee meets the expectations in the majority of the evaluation areas, the recommendation would be yes. If employee does not meet multiple or key expectations, the supervisor can recommend no step increase. Supervisor determines if employee should receive step increase

Step Increase Recommendation Comments and evaluation ratings must support the step increase recommendation If no step increase recommendation, performance improvement plans must be included September 1st step or pay increases are contingent upon Board of Trustees approval. Supervisor determines if employee should receive step increase

Signatures and Employee Comments Same as before

Signatures and Employee Comments Each evaluation must have at least 2 supervisor signatures (name shows in history after being opened)

Signatures and Employee Comments Signatures must be obtained from the dean, division director or department chair All signatures required before being sent to the employee If employee refuses to return evaluation to supervisor, contact Scott Wyman at ext 1381 or email dwyman@ctcd.edu

Staff Due Dates Annual evaluations must be completed and submitted to Doreen Ackom, Employment Services Supervisor, no later March 20st Employees who receive a training evaluation after October 1st will not receive an annual evaluation in March.

Faculty Due Dates Faculty Members shall be evaluated in their first year and every three years after that at a minimum. Faculty evaluations must be completed and submitted to Doreen Ackom, Employment Services Supervisor, no later May 1st

Additional Guidelines Employees newly hired after March 1st will not be eligible for the 9/1 step increase Employees must receive a performance evaluation with a step increase recommendation or meet PIP by June 30th to be eligible for a 9/1 step increase

End of Training Performance Evaluation EOT Rate Increase If no increase recommended, employee must successfully complete PIP to receive EOT increase If no increase recommendation or successful PIP by June 30th, employee is not eligible for 9/1 step increase

Education/Experience Evaluation Now part of the EOT PSF

End of Training PSF For all hourly employees - Initiated by Employment Services (Shelly Gonsalves) Sent to supervisor Supervisor sends to employee For salary employees – Initiated by departments Enter in comments, “Evaluation submitted on MM/DD/YY”

Writing the Evaluation Do’s Don’ts Be honest Inform employees as incidents occur Provide evaluation for entire year/training period Embellish or sugar coat Surprise with negative feedback

Performance Improvement Plan PDF form available from the EEO/AA Department

Performance Improvement Plan Required for each Needs Improvement rating

Performance Improvement Plan Signatures required initially and when plan completed Employee eligible for 9/1 step increase if plan successfully completed by June 30th

Performance Improvement Plan Supervisor must adhere to the check-in schedule and other agreements made Supervisor must track employee’s actual success or failure Send copy of completed PIPs to Jackie Thomas, EEO or contact Jackie if employee fails to meet PIP Failure to complete and submit PIPs will be reported to the deputy chancellor

Conducting the Meeting Begin with positive feedback Focus on problem solving and “taking action” Thoroughly discuss performance improvement plan Avoid discussing motivation or personal issues Allow them to discuss feelings and reactions Actively listen Discuss objectives for the upcoming year

Questions