Professional employees are evaluated on effectiveness of performance (performance program), mastery of specialization, professional ability, effectiveness in University service and continuing growth. The process for conducting the performance evaluation should be clearly understood by all parties involved in the process – the employee, secondary sources that will be solicited for feedback regarding the employee, and the employee’s direct supervisor. What follows are guidelines to aid both the employee and the supervisor in understanding the performance evaluation process:
- The employee provides to the supervisor a self-evaluation, using the standard form, which summarizes feedback related to goal attainment, productivity and quality of work during the performance program year.The self-evaluation shall be used to gather information related to the performance evaluation process, but shall not be attached as part of the official performance evaluation document.
- The supervisor reaches out to secondary sources, where appropriate, to gather pertinent performance related feedback.
- The supervisor drafts an evaluation, which is based on the elements of the current performance program, rating each goal and making specific comments about job performance. The evaluation period commences on the date the employee signed the performance program document. The performance feedback will be inclusive of the entire performance program period.
- The supervisor provides the employee with a written draft of the performance evaluation, including a preliminary rating of overall performance based upon personal knowledge and observations, as well as feedback from secondary sources (where applicable).
- The supervisor allows a reasonable amount of time for the employee to review the draft document prior to the formal performance evaluation meeting being established.
- The supervisor and the employee meet to share their perspectives on the employee’s performance. Where the preliminary performance evaluation rating is “unsatisfactory," the basis for such rating shall be discussed during the performance evaluation meeting between supervisor and employee.
- The supervisor finalizes the performance evaluation to reflect the employee’s performance which will comprise the totality of feedback received, including the supervisor’s observations, secondary source feedback, and the employee’s self-evaluation. The final performance evaluation document will be rated as either “satisfactory” or “unsatisfactory” and shall align with the qualitative feedback/content contained within the evaluation.
- The supervisor provides the employee with a final copy of the performance evaluation document for review and signature. When appropriate, the supervisor will recommend applicable personnel actions, such as, renewal, permanent appointment, or non-renewal, based upon the performance evaluation.
- A reasonable period of time will be granted to the employee to review the final performance evaluation document, making any comments in the employee comments section of the evaluation form. The employee signs the final performance evaluation document and returns it to the supervisor. The employee’s signature does not constitute agreement with the evaluation document itself, but indicates the employee received the final performance evaluation document.
- The final document is signed by the supervisor. Once signed, the final document is forwarded for signatures (e.g. VP for Academic Affairs, President of the College) to the supervisor’s supervisor. A final signed copy of the performance evaluation will be provided to the employee.
- A new or updated performance program document will be completed in consultation between supervisor and employee at the conclusion of the performance evaluation process. The performance program will be forwarded in conjunction with the evaluation document (where applicable).
- A new or updated performance program document is signed by the employee and returned to the supervisor. The new evaluation period cannot start prior to the date on which the employee signs the new/updated written performance program.
- The supervisor gives the employee a copy of the new performance program and forwards the original to Human Resources.