Performance Management

1. Performance Management for Professional Employees in PSNU 1/11/2012

2. Requirements for Program and Evaluation

3. Policy • 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

4. 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

5. 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

6. 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

7. Performance Program • 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

8. 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

9. 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

10. 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

11. Modification of Performance Program • As circumstances warrant • Employee and supervisor meet to review • Specify in writing • Same procedures outlined in preparing original PP

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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.

18. 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

19. 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

20. 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

21. 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

22. 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