1. 1 PULASKI TECHNICAL COLLEGE Classified Staff Performance Evaluation To insert your company logo on this slide From the Insert Menu Select “Picture” Locate your logo file Click OK To resize the logo Click anywhere inside the logo. The boxes that appear outside the logo are known as “resize handles.” Use these to resize the object. If you hold down the shift key before using the resize handles, you will maintain the proportions of the object you wish to resize. 2006

2. 2 Introduction to the Classified Staff Performance Evaluation Process Performance evaluations must be conducted annually for all classified staff not more than ninety (90) days before and not less than (30) days prior to the employee anniversary date. Employees are rated annually using the standards based performance scale shown on the right using alpha categories (E,AA,S or U). RATING SCALE PERFORMANCE RATING SCALE E= EXCEEDS STANDARD - A rating reflecting the performance of the duties and responsibilities of the job and productivity at a level that substantially exceeds the “Above Average” level of performance. Average” level of performance. AA=ABOVE AVERAGE - A rating reflecting the performance of the duties and responsibilities of the job at a level which is above the “Satisfactory” level of performance. S=SATISFACTORY - A rating reflecting the performance of the duties and responsibilities which demonstrates competency in the performance of the duties and responsibilities of the job. U=UNSATISFACTORY -A rating reflecting the performance of the duties and responsibilities at a level that is consistently unacceptable in accuracy, quality, or timeliness.

3. 3 Why Do Performance Evaluation? Acts 100 and 101 of 1985 require that all state employees occupying positions covered under provisions of Arkansas State Code 21-5-211, as amended, be evaluated once a year.

4. 4 Performance Evaluation Overview  An Employee Performance Review for all classified staff is required annually to determine if their level of job performance is at least Satisfactory or greater in their performance of assigned job duties.  An Employee Performance Review for all classified staff is required annually to determine if their level of job performance is at least Satisfactory or greater in their performance of assigned job duties.  Performance Review for all classified staff is required at Pulaski Tech six (6) months after employment to give new employees feedback and direction as they perform their essential job duties at Pulaski Tech. Performance evaluations are required annually for all classified staff.  Performance Review for all classified staff is required at Pulaski Tech six (6) months after employment to give new employees feedback and direction as they perform their essential job duties at Pulaski Tech. Performance evaluations are required annually for all classified staff.

5. 5 What Role Do I Play In The Performance Evaluation Process Reviewing Official – Assigned responsibility to review overall rating upon completion. Rater – Responsible for conducting annual rating as the employee immediate supervisor. Employee – Perform daily duties to best of ability.

6. 6 Role of Reviewing Official The reviewing official for the Performance Evaluation process for classified staff is the HR Director. The reviewing official reviews ratings conducted by supervisors, provides guidance and feedback to raters, monitors the overall evaluation process and answer questions form raters and/or employees.

7. 7 Role of Supervisors Role of Supervisors Identify Specific Job Tasks to be performed by employee. Identify Duty Areas (grouping of similar job tasks). This is usually no more than five (5) Duty Areas and no less than three (3). Identify Performance Standards (requirements to perform job at satisfactory level). A Duty Area may have more than one Standard. Observe employee performance to record necessary documentation to arrive at overall rating at end of evaluation period. Communicate to employee job expectations and provide feedback concerning performance. Coach. Complete annual review no less than thirty (30) days prior to employee anniversary date. Anniversary date, sometimes called increase eligibility date, is one year from date of hire. Communicate performance results to employee, listen and provide feedback. Route completed Evaluation forms to Human Resources, Administration Building, Room 103. Develop rating forms for the next twelve (12) month rating period, sign, keep original on file and send copy to HR.

8. 8 Role of Employee Perform assign duties at a level of satisfactory or greater. Communicate with supervisor for feedback concerning performance of job duties. Partner with supervisor in career development and performance of assigned duties.

9. 9 Need for Documentation Legal requirements. Describes performance which exceeds standards, is above average, satisfactory or falls short of the fully satisfactory level. Provides record of communication to employee regarding performance review. Provides written goals and communicates priorities of the department. Can be used a management tool.

10. 10 Guidelines for Documentation Be consistent for all employees. Document activities not attitudes. Make the file accessible to the employee but confidential. Document incidents that describe all levels of performance. Good performance should be documented as well as poor performance. Be timely, record activity as soon as possible after the occurrence. Be accurate and record only the facts. It is a good idea to let the employee sign the note file. Make sure documentation reflects the complete picture, don’t build a case.

11. 11 Some Common Rater Errors Error A: Tendency to rate employee relative to other individuals. Error B: Tendency to make an initial favorable or unfavorable judgment about an employee that is not justified by the employee’s subsequent job behavior. Error C: Inappropriate generalization from one aspect of a person’s performance to all aspects of the person’s job performance. Solution A: Base evaluation on per-determined job performance. Solution B: Reserve judgment until end of rating period. Be a note taker more than an evaluator during the interval. Solution C: Don’t listen to comments about an employee until you have made your own evaluation. A person may perform well in one duty area while performing poorly in another.

12. 12 More Common Rater Errors Error D: A tendency to judge more favorably people who are similar rather than dissimilar in attitudes and background. Error E: Consistently rating employees at the midpoint of a scale. Error F: Consistently rating employees at the low or high end of the scale. Solution D: Make certain all criteria on which employees are evaluated are clearly job related. Solution E: Record exactly the performance observed. Compare what you record with the standards. Solution F: Rate the employee’s performance of the key responsibilities in relation to the performance standards of the position.

13. 13 Advantages of Performance Evaluation Advantages of Performance Evaluation  Employee understands clearly what is expected.  Allows employee feedback while performing job.  Allows supervisor to provide guidance for job improvement.  Allows assessment of progress toward shared goals.  Allows employee to meet clearly stated department needs.

14. 14 Other Guidelines When an employee is promoted, demoted or transferred during the evaluation period, the following should apply: A. If the employee is promoted, demoted or transferred within the first six months of the rating period, the new supervisor will evaluate the employee on the established performance standards for the new position and the former supervisor need not complete an evaluation. B. If the employee is promoted, demoted or transferred after the first six months of the rating period, a formal evaluation should be completed by the former supervisor. The new supervisor has final authority to establish the performance evaluation plan and determine the overall performance category. C. If a rating supervisor is transferred to another section or terminates employment, performance evaluations should be completed for those employees whose most recent evaluation was completed more than 90 days prior to the supervisor's termination date.

15. 15 TIPS Clearly state Performance Standards. Performance Standards identify expected job performance at the satisfactory level. Performance Standards should be measurable. Performance standards should include a method of monitoring the standard. Give legitimate reasons for criticism. Praise good and exceptional performance. Avoid criticizing using subjective criteria. Conduct ratings using objective criteria that is job related. Maintain good documentation.

16. 16 Performance Evaluation Time Line STEP 1 - Develop standards for new employees within thirty (30) days of hire. STEP 2 - Forward signed copy of evaluation at the beginning of rating period signed by employee and supervisor (signatures for the beginning of rating period are placed at top part of page 4) to Human Resources. STEP 3 - Maintain original copy as employee file. STEP 4 - Document performance during evaluation period. STEP 5 - Complete evaluation for new employee six (6) months after initial hire date. STEP 6 - Complete annual evaluation thereafter at least (30) days prior to employee anniversary date (one year from date of hire). STEP 7 - Forward the completed evaluation signed by employee and supervisor ( signatures for the end of the rating period are placed at bottom half of page 4) to HR. STEP 8 - Repeat STEP 2 above to began new rating period on an annual basis.

17. 17 We appreciate you taking time to learn more about the Performance Evaluation Process. Thank you !

18. 18 Who to ask? Who to ask? For Assistance Contact : Human Resources Essie Cleveland - (812-2212)