North Orange County Community College District

NORTH ORANGE COUNTY COMMUNITY COLLEGE DISTRICT

District Office of Human Resources

CLASSIFIED

EVALUATION PROCEDURE

Guidelines for Managers

2003/2004

PREFACE

Effective with the 2003/2004 fiscal year, new evaluation procedures for classified employees will be in effect as provided in Article XIX of the CSEA contract.

Substantive modifications have been made to the evaluation process for Permanent Classified Employees originally implemented in 1999/2000. The revised process still involves significant participation by the classified employee.

The evaluation process for probationary classified employees is essentially unchanged. However, both processes use revised evaluation forms which are included with this document. Prior versions of the classified evaluation form will no longer be used and should be discarded.

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Classified Evaluation Procedure – Guidelines for Managers rev. 2/17/04 page 2

CONTENTS

EVALUATION OF PERMANENT CLASSIFIED EMPLOYEES

PURPOSE OF EVALUATION

FREQUENCY OF EVALUATION

TIME LINE FOR ACCOMPLISHING THE EVALUATION

EVALUATION PROCEDURE

1. Employee Notification of Evaluation

2. Preparing for the Pre-Evaluation Conference

3. Pre-Evaluation Conference

4. Final Evaluation Report

5. Evaluation Response

6. Evaluation Conference

7. Submission of Final Evaluation Report

EVALUATION OF PROBATIONARY CLASSIFIED EMPLOYEES

APPENDICES

· CLASSIFIED EMPLOYEE PERFORMANCE EVALUATION FORM (PERMANENT EMPLOYEES)

· CLASSIFIED EMPLOYEE PERFORMANCE EVALUATION FORM (PROBATIONARY EMPLOYEES)

· EMPLOYEE EVALUATION INSTRUCTIONS (PERMANENT EMPLOYEES)

· CSEA CONTRACT PROVISIONS – ARTICLE XIX

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Classified Evaluation Procedure – Guidelines for Managers rev. 2/17/04 page 2

EVALUATION OF PERMANENT

CLASSIFIED EMPLOYEES

PURPOSE OF EVALUATION

The purpose of the evaluation process for permanent classified employees is to strengthen communication between the Unit Member and the Immediate Management Supervisor in working together to successfully fulfill work-related goals. The evaluation process is intended to accomplish the following:

q Provide a useful and substantive assessment of performance;

q Recognize and acknowledge good performance;

q Identify areas of performance needing improvement.

It is the intent of both management and CSEA that evaluations are to be conducted in a supportive, collegial and non-punitive manner.

FREQUENCY OF EVALUATION

All permanent classified employees are evaluated once every two (2) years, as scheduled by the District. Evaluations will use the Classified Employee Performance Evaluation form for permanent classified employees.

TIME LINE FOR ACCOMPLISHING THE EVALUATION

The schedule for accomplishing the evaluation may be established at the convenience of the Immediate Management Supervisor such that the evaluation process is completed within the fiscal year for which the evaluation is scheduled.

Managers should plan to complete the evaluation process early enough to allow sufficient time for the CEO or designee to review the evaluation report and forward it to the District Office of Human Resources by June 30th.

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Classified Evaluation Procedure – Guidelines for Managers rev. 2/17/04 page 2

EVALUATION PROCEDURE

1. Employee Notification of Evaluation

During the fiscal year in which evaluation is to occur, the Immediate Management Supervisor will provide Unit Members to be evaluated with an evaluation packet consisting of the following:

q Instructions which outline the evaluation process;

q A copy of the Classified Employee Performance Evaluation form for permanent classified employees.

q Notification of the date, time and place of the evaluation conference between the classified employee and the Immediate Management Supervisor; and

Notification will be provided to the Unit Member at least (5) working days prior to the date of the evaluation conference.

2. Preparing for the Evaluation Conference

Prior to the evaluation conference, the Immediate Management Supervisor will complete Parts I, II and III of the Classified Employee Performance Evaluation form as a "preliminary evaluation." These completed forms will be shared and discussed during the evaluation conference.

In preparing the "preliminary evaluation," the Immediate Management Supervisor will:

q Consider the duties and accomplishments that will serve as the primary basis for the evaluation;

Note: The job duties selected as the basis for the evaluation should be generally reflective of, and related to, assignments for which the employee had significant responsibility during the evaluation period.

q Rate the employee with respect to these duties by completing PART I of the Classified Employee Performance Evaluation form. If the employee also works under the direction of a classified coordinator or a supervising faculty member who will provide significant input relative to the employee's performance, the Immediate Management Supervisor should collaborate with that person prior to preparing the evaluation form.

Note: The Immediate Management Supervisor should enter a rating for each of the seven (7) performance standards. In the "comments" section for each standard, indicate strengths and weaknesses as appropriate. Where a “C” rating is indicated for any performance standard. specific and descriptive examples of behaviors relating to the relevant area's of the performance standard must be recorded in the "comments" section.

If areas needing improvement are identified, the Immediate Management Supervisor should also be prepared to outline and discuss proposed recommendations for improvement, the specific goals to be achieved in addressing the recommendations, the time line for addressing the recommendations, and the criteria that will be used for determining compliance or satisfactory performance with respect to the recommendations.

In addition, the Immediate Management Supervisor should be prepared to discuss the following during the evaluation conference (Part III of the evaluation form):

q expectations for the Unit Member’s next evaluation; and

q potential changes in the emphasis of the employee's duties which may serve as the basis for the next evaluation.

3. Evaluation Conference

Prior to formulating the final evaluation report, the Immediate Management Supervisor will conduct an evaluation conference with the Unit Member to discuss the preliminary evaluation.

During the evaluation conference the Immediate Management Supervisor should discuss the following with the Unit Member:

q The job duties and accomplishments that serve as the basis for the current evaluation;

Note: As previously noted, the job duties selected as the basis for the evaluation should be generally reflective of, and related to, assignments for which the employee had significant responsibility during the evaluation period.

q Performance standards ratings;

Note: The Immediate Management Supervisor should discuss each standard with the employee and provide an assessment of the employee's performance, recognizing areas of good performance and providing specific identification of areas needing improvement.

q Recommendations for improvement;

Note: If areas needing improvement are identified, the Immediate Management Supervisor should outline and discuss the definition of the area needing improvement, proposed recommendations for improvement, time line for addressing the recommendations, and the criteria that will be used for determining compliance or satisfactory performance with respect to the recommendations.

q Potential changes in the emphasis of duties which may serve as the basis for the next evaluation.

Note: If significant changes in the emphasis of the employee's duties are anticipated prior to the next evaluation, these should be noted as potential bases for the next evaluation.

The Unit Member may provide, not later than ten (10) working days after the evaluation conference, information which may bear upon the evaluation to be used by the Immediate Management Supervisor in formulating the final evaluation.

4. Final Evaluation Report

After the evaluation conference, the Immediate Management Supervisor will prepare a final evaluation report using the performance evaluation form for permanent classified employees. In formulating the final evaluation, the Immediate Management Supervisor will consider information provided by the Unit Member, discussion from the evaluation conference, and input from others who may be authorized to provide direction to the employee, such as classified coordinators or a "supervising" faculty member.

In preparing the final evaluation report, the Immediate Management Supervisor will complete the following sections of the Classified Employee Performance Evaluation form:

q EMPLOYEE INFORMATION

Enter the employee's name, job title, location and department, and the date of the evaluation.

q PART I, PERFORMANCE STANDARDS

Enter a rating for each of the seven (7) performance standards. In the "comments" section for each standard, indicate strengths and weaknesses as appropriate. Where the employee's performance is rated below standard or as needing improvement. specific and descriptive examples of behaviors relating to the relevant area(s) of the performance standard must be recorded in the "comments" section.

q PART II, RECOMMENDATIONS FOR IMPROVEMENT

Where the employee's performance with respect to any performance standard in PART I is given a “C” rating, the Immediate Management Supervisor should enter recommendations for improvement. Recommendations must include (1) definition of the area needing improvement, (2) time line for addressing the recommendation, and (3) the criteria that will be used in determining compliance or satisfactory performance with respect to the recommendation.

This page may be duplicated as necessary for multiple recommendations.

The final performance evaluation form shall also include an assessment of the Unit Member’s progress in addressing any recommendations for improvement in conjunction with unsatisfactory ratings from the previous evaluation.

q PART III, EXPECTATIONS FOR NEXT EVALUATION

If applicable, indicate potential changes in the emphasis of the employee's duties which may serve as the basis for the next evaluation.

q PART V, CERTIFICATION

After completion of the final evaluation report, the Immediate Management Supervisor must sign and date the form on the third signature line (Immediate Management Supervisor Signature line).

If the employee also works under the direction of a classified coordinator or a supervising faculty member who has contributed substantially to the evaluation, that person should also sign and date the form on the second signature line (Supervising Faculty Coordinator/ Bargaining Unit Lead signature line).

Forward the final evaluation report to the classified employee for completion of the evaluation response.

5. Evaluation Response

Within ten (10) working days of receipt of the final performance evaluation form, the Unit Member shall sign the form as an acknowledgement that the Unit Member has been apprised of the content of the evaluation and return the Performance Evaluation Report form to the Immediate Management Supervisor. The Unit Member’s signature shall not necessarily imply agreement with the content of the evaluation.

q The Unit Member may respond to the Immediate Management Supervisor’s assessment by completing Part IV of the Performance Evaluation form. The Unit Member may attach additional pages as necessary. However, completion of this section by the employee is optional.

q The Unit Member may request a review of the evaluation of any unsatisfactory ratings, including negative comments pertaining to the unsatisfactory rating, by completing the appropriate section in Part V of the Performance Evaluation form.

6. Appeal of Evaluation

If the Unit Member requests a review of the evaluation the next level administrator will schedule a meeting with the Unit Member and the Immediate Management Supervisor to review the evaluation. The Unit Member may contact CSEA for appointment of a representative who may be present at the meeting. If the Unit Member elects to have CSEA representation, the next level administrator will coordinate the scheduling of the meeting with CSEA. Within twenty (20) working days of the conclusion of the meeting, the next level administrator will provide the Unit Member with a written response.

If not satisfied with the response by the next level administrator, the Unit Member may request a review by the Vice Chancellor of Human Resources or designee. Such request must be submitted within fifteen (15) working days of the Unit Member's receipt of the response by the next level administrator. The decision of the Vice Chancellor or designee shall be final.

Comments, assessments, performance standard ratings and conclusions included in the current evaluation, which are based on the Unit Member’s prior evaluation, shall not be subject to review or appeal.

Except as provided in section 19.1.4 of the CSEA Agreement, the substantive findings of the District contained in the evaluation shall not be subject to review or appeal and shall not be grievable under the provisions of Article 22 of CSEA Agreement.

7. Disposition of Evaluation Report Form

At the conclusion of the evaluation process, including an appeal, if requested, the original of the final evaluation report shall be submitted by the Immediate Management Supervisor through established administrative channels for inclusion in the Unit Member’s official personnel file.

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Classified Evaluation Procedure – Guidelines for Managers rev. 2/17/04 page 2

EVALUATION OF PROBATIONARY

CLASSIFIED EMPLOYEES

FREQUENCY OF EVALUATION

Probationary classified employees are evaluated at the end of four months of service, eight months of service, and two weeks prior to the end of the twelve-month probationary period. Evaluations will use the Classified Employee Performance Evaluation form for probationary classified employees.

TIME LINE FOR ACCOMPLISHING THE EVALUATION

Other than the requirement that evaluations be conducted at the prescribed intervals during the probationary period, there are no specific time lines. The schedule for accomplishing the evaluation may be established at the convenience of the Immediate Management Supervisor.

EVALUATION PROCEDURE

The Immediate Management Supervisor will prepare a written evaluation using the Classified Employee Performance Evaluation form for probationary classified employees.

In preparing the evaluation report, the Immediate Management Supervisor will complete the following sections of the Classified Employee Performance Evaluation form:

q EMPLOYEE INFORMATION

Enter the employee's name, job title, location and department, and the date of the evaluation.

q PART I, PERFORMANCE STANDARDS

Enter a rating for each of the seven (7) performance standards. In the "comments" section for each standard, indicate strengths and weaknesses as appropriate. Where the employee's performance is rated below standard or as needing improvement. specific and descriptive examples of behaviors relating to the relevant area(s) of the performance standard must be recorded in the "comments" section: appropriate recommendations for improvement.

NORTH ORANGE COUNTY COMMUNITY COLLEGE DISTRICT

EVALUATION OF PERMANENT CLASSIFIED EMPLOYEES

NOTIFICATION OF EVALUATION

Employee Name: _____________________________________ Date: ______________

In accordance with Article XIX of the CSEA contract, you are scheduled for evaluation

during the 2003/2004 fiscal year. Your evaluation conference is scheduled for:

____________________ _____________________ ___________________

Date Time Location

OVERVIEW OF THE EVALUATION PROCESS

The District's evaluation procedure for permanent classified employees is an interactive process that involves significant participation by the employee being evaluated.