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Performance Appraisals

Policy Statement: The College believes in regularly scheduled performance appraisals. The appraisal shall be a formal written document, with the position description and work standards for the position providing a basis for the evaluation. The performance appraisal process should help employees understand their responsibilities, what they are expected to accomplish, and what standards are used to evaluate performance. A supervisor's opinion of an employee's performance is confidential and must be guarded from inappropriate disclosure. Completed appraisal forms, and their content, should not be discussed outside authorized management channels. Employees should refrain from discussion of appraisals or similar confidential data with other employees, other than their own supervisor, their union representative, if appropriate, or a representative from Human Resources.

Procedures:

1. Supervisors need to complete performance evaluations on the following occasions:

  • By the end of the first three months of employment, for non-exempt staff only. This also indicates the successful completion of the introductory period.
  • Prior to the annual salary review for exempt staff.
  • No later than January 10 annually for non-exempt staff.

2. The Office of Human Resources is responsible for reminding supervisors when performance appraisals are due. Each month, supervisors of nonexempt staff are mailed evaluation forms for employees whose anniversary dates fall during the following month. Supervisors of exempt staff are mailed evaluation forms in the spring of each year for review of performance shortly thereafter.

3. It is each supervisor's responsibility to monitor employees' efforts continuously through communication and counseling, and the written appraisal is to be consistent with such prior discussions.

4. Each supervisor will maintain appropriate records of employee accomplishments and behavior to assure the information incorporated into the appraisal is accurate, representative, and relevant to the entire appraisal period.

5. After written evaluation has been completed, the supervisor and employee need to meet and discuss the evaluation. The discussion should include assessment of strengths and weaknesses in a constructive manner and set future goals and objectives. The employee will be given the opportunity to review the written evaluation and make written comments about any aspect of it. The employee will be asked to sign the evaluation. Signing acknowledges receipt and not necessarily agreement. Supervisors provide the employee and Human Resources with copies of the completed performance evaluation form.

6. Any employee who has objections to the evaluation may present a written response to the Assistant Vice President for Human Resources within ten days of receipt of the evaluation. The response will be filed with the evaluation form and a copy will be forwarded to the supervisor.

7. (For exempt employees only) An exempt employee's evaluation must be completed and returned to Human Resources prior to that employee receiving any pay increase. An exempt employee is not eligible for a pay increase if there are any outstanding evaluations from those who report directly or indirectly to the exempt employee.

Approved by the Executive Council, April 28, 1993.
Revised on May 31, 2002.
Revised on June 4, 2008.

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