1. Writing Performance Evaluations (HR Policy #605)

2. 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.

3. Evaluation Form
Identifying Information
Same as before

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

5. Evaluation Form
Evaluation Areas – Core Competencies

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

7. 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

8. 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

9. 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

10. Signatures and Employee Comments
Same as before

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

12. 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

13. 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.

14. 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

15. 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

16. 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

17. Education/Experience Evaluation
Now part of the EOT PSF

18. 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”

19. 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

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

21. Performance Improvement Plan
Required for each Needs Improvement rating

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

23. 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

24. 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

25. Questions