Performance Management

for Professional Employees in PSNU

1/11/2012

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Requirements for Program and Evaluation

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• Basis for requiring periodic evaluations of PEs

BOT Policy Article XII, Title C, Section 4 Para (a):– Each professional employee in the PSNU shall have his or her

performance evaluated by the employee’s immediate supervisor– Formally, in writing, once each year – During the term of appointment, and as changing conditions warrant– Exception- when serving final year following notice of non-renewal– Evaluation based on a PP determined by supervisor following

consultation with employee

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Policy

Appendix A-28 MOU

• Specific Provisions in MOU of Agreement– Purpose of Evaluation– Determining Objectives and Criteria– Consultation with Secondary Sources– Written Performance Program– Modification of Program– Timing Requirements– Performance Evaluation– New Performance Program– Final Evaluation– Evaluation Review

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Purpose of Evaluation

• In accordance with MOU:

– Provides the President with consultation in making a decision to renew or non renew an appointment

– Provides a base for performance improvement– Serves as a guide to reevaluate job functions– Provides the President with consultation for promotions and DSI– Provides a basis for career growth

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Purpose of Evaluation

• In accordance with MOU

– Employee must be appraised in relation to a PP

– PP form available on OHR website• www.esc.edu/hr

Forms- Performance Programs – PE PM Forms

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• Appraisal is in Relationship to PP

– Evaluation Process Begins with an Initial Consultation

• Nature of duties and responsibilities

• Supervisory relationships

• Functional relationships

• Immediate and long term objectives

• Criteria for Evaluating Achievement– Realistic but challenging– Specifically defined

Performance Program

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Determining Objectives and Criteria

– Supervisor, after consultation with employee shall determine objectives to be achieved during the evaluation period

– Examples from which criteria should be based:

• Effectiveness in Performance

• Mastery of Specialization

• Professional Ability

• Effectiveness in University Service

• Continued Growth

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Secondary Sources

– Agencies, offices, or individuals which will be involved with the performance of the employee

– Immediate supervisor, after consultation with PE, identifies in PP the SS to be consulted

– Include relationship between SS and PE– Individuals identified as SS should be advised of their role– SS should provide comments on PE’s performance when

requested

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Written Performance Program

– Program finalized in writing, signatures of both ES and PE– Forward to next administrative level for signature– Others signing should review the program– Once all signatures complete, all parties receive copy– If PE and ES do not agree on contents of PP, the PE has right to

attach statement to PP w/in 10 workings days from receipt– For new employees, ES shall consult w/ PE w/in first month of

initial appointment; PP shall be established w/in 15 working days

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– As circumstances warrant

– Employee and supervisor meet to review

– Specify in writing

– Same procedures outlined in preparing original PP

Modification of Performance Program

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Performance Evaluation

– Form available on OHR website www.esc.edu/hr– ES prepares preliminary evaluation and new PP– Evaluation should include summary of information from SS– Commendable performance and/or areas of improvement may

be identified– Shall include a summary characterization of performance as

either satisfactory or unsatisfactory

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Performance Evaluation

• Performance Evaluation– When appropriate, report shall contain recommendation relating

to renewal or nonrenewal– PE shall receive the recommendation pertaining to

reappointment no later than 45 calendar days prior to date upon which notice of NR is due

– ES and PE meet to discuss preliminary evaluation and new PP– If evaluation is unsatisfactory, basis for this shall be part of

discussion– Based on evaluation of PE in relation to PP and upon

information obtained during discussion with the PE, the ES prepares a final written evaluation report along w/ new PP

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Performance Evaluation

• Performance Evaluation– The PE’s signature signifies only that the PE has received and

discussed w/ ES– Signature does not represent agreement or disagreement with

the evaluation– PE shall be provided w/ a dated copy of PE no less than 45 days

prior to the notification date for non-renewal of a term appointment

– OHR provides copies once all reviews and signatures in place– Original is placed in PE personnel file

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Performance Evaluation

• Review of Unsatisfactory Evaluation– When a PE intends to seek a review of unsat. evaluation:

• PE must inform in writing the ES, Chair of CPE, and President or designee (OHR) within 10 working days of receipt of report

• OHR coordinates this process in collaboration w/ ES and related parties

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Procedures

• CPE Review– Review addresses both procedure and substance of the UE– Committee shall have access to all previous evaluations– May request information from secondary sources– May request that the immediate supervisor respond to inquiries– May call upon any individual relevant to the evaluation– Written recommendation is prepared w/in 25 working days from

date of appeal– Copies to PE, ES, ESS, President– Within 10 working days, President will take action as they deem

appropriate , written notice provided to same parties

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Procedures

• CPE– Failure of committee to initiate and complete a timely review

shall not prevent the President from acting upon recommendations in the final evaluation report to conform with the notice requirements in the event of a non-renewal of a term appointment.

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Procedures

• MOU- Appendix A-28

– A statement of mutual intention and shall not be subject to grievance and arbitration

– Procedural steps of the Policies of the BOT involving matters of appointment, evaluation and/or promotion of employees shall remain subject to review in accordance with Article 7 of the Agreement

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Division Schedules

• Purpose– To provide access by supervisors to due dates for performance

programs and evaluations for employees on a term appointment– Due dates are based on requirements in the Agreement and BOT

policies for notice of non renewal– Final evaluation must be provided to employee not less than 45

calendar days prior to the notification date for non-renewal of a term appointment

– Notification dates are based on length of employment – If you do not currently have access, please contact Jim Nicosia at

James.Nicosia@esc.edu

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Division Schedules – Effective 1/1/13

• Please Note: Professional Employees with a start date of 1/1/13 or later will be placed on a newly formulated schedule.

• This schedule arranges for programs and evaluations to cover one full year.

• Approximately six weeks prior to the end of the program period, the evaluation and future program will be due to OHR.

• This schedule provides the supervisor with more time to evaluate the Professional Employee prior to making a recommendation on the evaluation.

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Notice of Non Renewal

• 45 calendar days prior to the end of a part time term appointment

• 3 months prior to the end of a term expiring at the end of PEs first year of uninterrupted service

• 6 months prior to the end of a term expiring after the completion of one, but not more than two years of uninterrupted service

• 12 months prior to the end of a term expiring after two or more years of uninterrupted service

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Associated PAF Requirements

• PAF required to renew or non renew employee• Dates should coincide with former appointment term• Approval process through IE• If unfamiliar w/ IE contact James.Nicosia@esc.edu for

instructions• Should be completed in concert with the performance

review cycle

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Common Errors

– Use of template from prior year or other employee– Incorrect dates– Evaluation signed before PP provided– Failure to consult with PE in establishing PP, PE– Incorrect Title– Incorrect Supervisor– State Title not reflected or incorrect– Salary Level (SL) incorrect– Untimely

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