2Statement of Philosophy The Annual Performance Evaluation Procedure isdesigned to improve District services by:Setting individual objectives and strategies.Assessing the progress of the objectives and strategies.Conducting a comprehensive evaluation of performance.
3Manager’s Performance Evaluation PurposeRecognize excellence.Provide rational for evaluation decisions.Identify performance areas needing improvement.Identify areas of general management development training.
4Manager’s Performance Evaluation Introduction Who:All employees holding a manager/supervisor or administrativeappointment will be evaluated by their immediate supervisorutilizing the new Evaluation Performance instrument.When:Evaluations will be completed on a calendar year basis.Annual evaluations must be submitted to Human Resources nolater than:January 15
5Manager’s Performance Evaluation Procedures Five Easy Steps!Manager (evaluee) notificationInitial meetingSupervisor (evaluator) preparationFinal meetingEvaluation documents sent to HR
6Step One Manager Notification Supervisor schedules initial meeting.Manager receives employee performance evaluation packet containing:Performance evaluation proceduresPerformance evaluation formsEducation Master Plan goalsBoard of Trustee goalsSuperintendent-President goalsSupervisor goals
7Step Two Initial Performance Evaluation Meeting Initial meeting agenda:Supervisor explains the process.Supervisor provides an over-view of the District-wide goals (i.e. goals the employee received in the initial packet).Supervisor charges manager with the task of developing objectives that align with District goals for upcoming year.Supervisor and manager collaboratively discuss options for developing the manager’s Objectives Action Plan.Within two weeks of initial meeting:Manager develops and returns the first draft of goals to the Supervisor.
8Step Three Supervisor Final Meeting Preparations Supervisor receives, reviews and (if needed) revises 1st draft of manager Objectives Action Plan.Manager previously submitted within 2 weeks of initial meetingSupervisor completes the performance evaluation for previous year which includes:Three-part evaluation formsEvaluation of manager’s previous year Objectives Action PlanManager’s proposed Objectives Action Plan for upcoming yearSupervisor schedules manager’s final performance evaluation meeting.
9Step Four Final Performance Evaluation Meeting Supervisor and manager finalize manager’s objectives for next year.Supervisor reviews/discusses manager’s performance evaluation for previous year.Manager has opportunity to respond and/or comment in writing (within five days).Supervisor and manager sign off on documents.
10Step Five Final Performance Evaluation to HR Signed final performance evaluation documents are submitted to Human Resources no later than…JANUARY 15
11Manager’s Performance Evaluation THREE FORMSForm A – Overall Performance & CriteriaForm B – Individual PerformanceObjectives Action PlanForm C – Performance SummaryPLUSForm B prior year – Individual Performance Objectives Action Plan(Commencing with 2007 Performance Evaluation)
12Performance Areas and Criteria Sample Form AProbationary ___ Administrator ___Permanent: ___ Manager/Supervisor ___Name:________________________________ Date Due: January 15, 2006Classification:__________________________ Review Period: _________to _________Performance Evaluation Keys: O=Outstanding M=Meets Expectations NI=Needs ImprovementU=Unsatisfactory NA/O=Not Applicable/ObservedPerformance Areas and CriteriaTeam WorkOMNIUNA/Oa. Works to achieve cross-unit objectives in support of institutional efforts.b. Contributes supportive attitudes and behaviors towards the organization and its goalsc. Works to establish and maintain cooperative and productive relationships.d. Consistently supports, motivates and encourages staff in work relationships.Comments:Other Performance Areas and Criteria>Leadership >Learning Outcomes >Planning and Review>Management >Decision Making
13FORM B Sample Objectives Action Plan Employee Name: Date: Strategies Employee Name:NOTE: Major Performance Objectives must be:Date:a. Related to District and departmentb. Attainable and reasonablec. Realistic and measurabled. Items which are in addition to the day-to-day operational tasksStrategiesTimelineCommentsObjective(Attach Additional Sheets if Necessary)FORM B Sample
14Form C Sample LBCCD Manager Performance Evaluation Performance Summary Considering both the performance goals outlined on the Goal/Objective Action Plan, and the competencies described in the Performance Evaluation Form, comment on the individual’s overall contribution. (Attach additional sheets if necessary.)Form CSampleOverall Performance RatingEffective – May include a professional Development PlanNeeds Improvement – Must include a Professional Development PlanUnsatisfactory – Recommendation Attached (May include a professional Development Plan)Employee Comments (Optional)SignaturesAcknowledgement__________________________________________ _______________Employee DateSupervisor Date
17FREQUENTLY ASKED QUESTIONS Q: How do we incorporate the Form B (Individual Performance Objective Action Plan) into this year’s evaluation process?A The 2006 Objective Action Plan will be developed for the 2006 Performance Evaluations.The next evaluation (due Jan 2007) will include both an evaluation of the previous year’sobjectives and the development of the upcoming year’s objectives.Q Can the supervisor schedule and invite all managers to the initial meeting (explanation ofprocess), or must the supervisor meet individually with each manager?A The Supervisor can structure the initial informational meeting in a manner that best fitsthe needs of that supervisor’s area, keeping in mind that the first draft of the individualmanager’s objectives are a collaboration between the manager and supervisor.Q January 15 is a busy time for many supervisors and managers and may create ascheduling hardship. Is there any flexibility with the January 15 due date?A Performance Evaluations are due to Human Resources no later than January 15 of eachyear. To avoid January 15 time pressures, supervisors have the flexibility of completingevaluations a month or two prior to the due date.
18FREQUENTLY ASKED QUESTIONS Q. Do all my objectives have to reference the objectives of the college, Board of Trustee, etc.?A. No, some will be specific improvements to your area.Q. How many objectives are reasonable?A. There should be a few major ones with strategies that include sub tasks. There should notbe a list of tasks.Q. What if I can’t accomplish my objectives due to another area (i.e. technology)?A. Objectives should be feasible and worked out with others involved – do not presume youare on another area’s priority list.Q. How does this relate to the goals in my Program Review?A. To the extent you have good, concrete goals, it should expedite your statement ofobjectives for the next year or so.Q. What happens if something else comes up mid-year that is a more important goal?A. If this should occur, you will need to discuss it with your supervisor. Objectives can bemodified mid-year
19FREQUENTLY ASKED QUESTIONS Continued Q How does a supervisor respond to the Performance Areas’ criteria (Form A) that arenot applicable to the manager being evaluated?A The rating of NA/O (not applicable/observed) is available for this purpose.Q Are there guidelines available to help the supervisor and manager develop objectives?A Yes, page two of the Procedural Information handouts provide guidelines anddefinitions to assist you in this process.Q Will the forms be available on the Intranet?A Yes, the forms will be available on the Human Resources website.Q What Performance Evaluation Forms should be used to evaluate the ConfidentialEmployees? Will the due date change from a fiscal to a calendar year as well?A Confidential Employee Performance Evaluation Forms will not change.Supervisors will use the same forms from previously years. However, the due datewill change to January 15.Q Who should I contact for answers to additional questions or concerns?A Irma Ramos, Administrative Dean, Human Resources.
20For Further Information… Irma RamosAdministrative Dean, Human ResourcesPhone: X 4512Thank you!