Title: #IV-14.
Staff and Administrator Performance Appraisal
Date:
Most persons share a desire to know the answer to the
question, "How am I doing?"
They want to know what is expected of them, how well they are meeting
the expectations, how they can improve, and some want to know how they might
qualify for higher responsibilities. The
process of performance appraisal should provide the opportunity for discussion
of these concerns. The process should
also provide the basis for enhanced communication among college personnel.
l.
Goals
– Performance appraisals should:
a.
Promote
self-improvement,
b.
Be
based on the expectations and objectives for the position,
c.
Indicate
strengths and weaknesses,
d.
Allow
the employee to identify circumstances which inhibit performance,
e.
Provide
positive feedback for good performance,
f.
Provide
a basis for retention,
g.
Include
an option for self-appraisal, and
h.
Provide
information for other institutional processes (e.g., merit pay increases).
2.
Process
a.
An
annual review of the position description should take place in a conference
involving the employee and the supervisor.
The employee may also feel free to initiate action at any time to seek clarification.
b.
There
should be periodic sessions (formal and informal) between employees and
supervisors for the purpose of discussing mutual expectations and
progress. These sessions should be conducted
in a manner consistent with the principles of open communication and
respect. Caution should also be used to
avoid giving a person the impression that he is progressing satisfactorily when
there are reservations.
c.
All
employees shall receive an annual performance appraisal in writing from the
appropriate supervisor.
d.
An
opportunity shall be provided for subordinates to complete a written assessment
of the supervisor at the time of appraisal for the supervisor. It is suggested that these assessments
provide a basis for discussion and problem-solving in the work group.
e.
The
following elements shall be included in the annual performance review:
·
An
assessment by the supervisor,
·
Evidence
of achievement, results, or outcomes,
·
Assessment
by faculty and staff in the case of administrators and supervisors,
·
Self-appraisal
(optional)
f.
Each
employee shall, prior to an appraisal interview, be given the opportunity to
submit all material which he deems relevant to total performance.
g.
A
summary appraisal interview involving the employee and his or her supervisor
shall be scheduled on an annual basis.
h.
Annual
appraisal forms for staff and administrators shall contain a summary or overall
evaluation section which includes the following categories:
·
Effective
- Performance in which expectations have been met in a manner consistent with
the position description.
·
Growth/Improvement
Needed - Performance in which significant areas of needed growth and/or improvement
have been identified and discussed.
·
Unsatisfactory
- Performance in which areas of needed improvement are extreme.
The narrative portions of the
appraisal summary form should be utilized to cite accomplishments of a top
performer as well as to discuss suggestions for professional growth and
development.
i.
Employees
shall have the opportunity to add statements to the written form.
j.
Each
employee shall be expected to sign and date the completed appraisal form to
acknowledge that he or she has read the form.
Each person shall also have the opportunity to indicate agreement or
disagreement and add comments to the appraisal.
k.
An
indication of disagreement leads to a conference involving the employee, the
supervisor, and the person at the next level of supervision. Persons who disagree with the outcome
following the conference may then use the mechanism of the grievance procedure
to appeal.
l.
The
completed form must be signed by the person at the next level of supervision
and by the Campus President.
m.
Completed
appraisal forms shall be submitted to the Human Resources Office for the
official file according to the timeline provided in Section 3. The employee and the supervisor should keep
copies of appraisals for their own records.
Documentation in addition to the summary form shall be forwarded to the
Human Resources Office to become part of the official file.
n.
Employees
may add items to the official personnel file at any time, but supervisors shall
be required to secure the signature and date of signature of the employee (to
acknowledge receipt of a copy) on an item being made a part of the file. In addition, comments from the employee may
be added to the document.
o.
The
Human Resources Office will distribute, monitor, and insure the completion of
all annual performance appraisal forms for classified staff and
administrators.
p.
For
performance appraisal of staff with administrative responsibilities, the
supervisor may choose to use either the administrator form or the classified
staff form, whichever is more applicable.
q.
Update
of personnel files (transcripts, change of status, etc.) should be completed
for all staff and administrators by August 31 of each year.
3.
Annual
Performance Review Deadlines
Executive-Level Administrators June 15
Classified and nonclassified
staff April 30
(see timeline
below)
March 1 Human
Resources Office provides appraisal forms to supervisors
April 1 Supervisors submit
completed appraisal forms (with
attachments) to next level
administrator
April 15 Administrators
sign and submit appraisal forms (with
attachments) to the Campus
President
April 30 President
signs and submits appraisals to Human
Resources Office for
personnel files
If a deadline date falls on a Saturday,
Sunday or holiday, the preceding workday shall serve as the intended date.
4. Other Performance
Reviews
Probationary
There shall be a written appraisal, which shall be prompted
by the Human Resources Office, prepared by the supervisor for probationary
classified and administrative staff prior to the end of the first 90-day period
of employment in a given position and again prior to the end of the six-month
probationary period. (See 2. e. above.)
In accordance with WV Code §18B-9-12,
the employee shall be informed of whether he or she is being offered regular
employment at the end of the probationary period.
Administrators
In addition to annual performance reviews conducted for each
administrator reporting directly to the President, a major review is conducted
in the fifth year of the administrator’s term with subsequent major reviews on
a five-year cycle. Details of the
five-year administrator evaluation process are provided in Answer Book #IV-14A.
Faculty
The process for faculty evaluation is described in Answer
Book #IV-8.