3340 - Performance Evaluation Staff Employees

A.  GENERAL PRINCIPLES.

A-1. Performance evaluation is a responsibility of every supervisor and should be performed in a timely manner for every employee. The purposes of performance evaluation include but are not limited to facilitating employee productivity and professional growth; encouraging communication between employees and supervisors; documenting performance strengths and weaknesses; supporting annual salary adjustments or meritorious salary increases or identifying the basis for demotion, disciplinary action or dismissal; and motivating improvement in performance.

A-2. A formal evaluation of performance shall be performed at least once a year, generally during January. Classified employees who are new to a classification will be evaluated after three months of service in the probationary period and again at the end of the probationary period but no later than six months in the new position.

a. Performance evaluations may also be conducted at other times at the discretion of the supervisor or unit administrator to assist employees in improving performance or to formally advise them of performance or disciplinary problems.

b. Supervisors and unit administrators are responsible for evaluating performance in a responsible and timely manner.

A-3. The performance evaluation form is a guide for evaluating the performance of all staff. The form is available on the Human Resources website.

A-4. The employee’s job description provides an objective standard by which performance is evaluated. Job descriptions for staff positions are available in the Human Resources recruitment system. Other factors that may be considered include, but are not limited to, quality and quantity of work, job knowledge, initiative, dependability, customer service, teamwork, attendance, communications, task management, budget management, safety, decision making, supervision, accountability, civility, judgment, leadership, problem solving, training and development, or other dimensions appropriate for review as determined by the supervisor.

A-5. Evaluation of performance shall be conducted by an employee’s immediate supervisor or unit administrator, depending on the procedures of the department. The evaluation should include a discussion between the supervisor and the employee regarding: (a) what is expected of the employee, including a review of standards of performance in the job description as well as goals and objectives established at the prior evaluation; (b) the supervisor’s evaluation of performance for the current period; and (c) developmental activities or performance goals included in the review which will improve performance during the upcoming period. The employee is expected to participate in the discussion.

A-6. Performance levels are described as follows:

a. Meets/Exceeds Requirements is the performance expected of a fully competent employee and is defined as falling within a broad band of accomplishments ranging between satisfactory and exceptional (performance well beyond that required for the position).

b. Needs Improvement denotes performance that is less than that expected of a fully competent employee and defined as falling within a broad band of performance ranging between unsatisfactory and does not meet expectations. It means improvement is necessary. The performance is inferior to the standards for the position and expectations of the supervisor. It should be used when an employee fails to perform one or more duties critical to the job. A rating of this type should be thoroughly discussed with the employee.

A-7. Following the supervisor’s completion of the written evaluation, the employee shall have the opportunity to enter their written comments regarding the evaluation in the “Employee Comments” section of the performance evaluation form or to provide a written response to be attached to the completed evaluation.

A-8. The written evaluation serves as the official record of performance; hence, it should be as complete as possible, signed and dated, and must be sent to Human Resources no later than the due date prescribed by HR annually. Please review the evaluation form instructions for information regarding signature requirements. One copy of the evaluation is given to the employee, and one copy retained with the supervisor, which should be referred to when subsequent evaluations are conducted. The official series of evaluations retained by HR becomes a record that supports decisions such as promotion or dismissal.

A-9. A probationary classified employee who receives an overall “needs improvement” performance evaluation at the end of the six-month probationary period shall not be certified as having completed probationary status. In most instances, a “needs improvement” performance evaluation should be accompanied by a recommendation for demotion or termination of employment prior to the end of the sixth month. The demotion or termination process must be requested and completed through Human Resources prior to the completion of the initial probationary period. In rare cases, the probationary period may be extended upon the recommendation of the supervisor and the unit administrator with prior approval from the senior Human Resources executive for up to an additional 90 days, with a Development Plan; written performance reviews required at 30 and 60 days; and the final written evaluation completed no later than 90 days. (See APM 50.21)

A-10. A certified classified employee who receives an overall rating of “needs improvement” must be placed on a Development Plan to document the necessary improvement or the lack thereof. If the necessary improvements are not achieved through use of the Development Plan, other steps must be taken; these may include, but are not limited to demotion, suspension, or termination of employment. (See APM 50.21)

Download: STAFF EVALUATION FORMS

Version History

Amended January 2022. Evaluation ratings revised to align more with faculty ratings and create consistency; language clarified throughout.

Amended July 2019. Changes to A-1, A-2 a and b, A-5, A-6, A-7, A-8, A-9, A-10, and APM 50.21 were made to correct inaccurate information.

Amended July 2009. Editorial changes to A-3 and A-4.

Amended January 2005. Revised A-2 and A-7. Editorial changes to A-1, A-3, A-4, A-8, and A-9.

Amended July 2002. Revised A-2, A-3, A-7, A-8, A-10 a, b, and c. Editorial changes to A-2 a and b, and A-6.

Amended July 1998. Revised A-2 b.

Amended January 1993. This section was revised, inter alia to reflect changes in step increases.

Adopted 1979.