III. G.
Personnel Evaluation, Staff Development and Improvement Plans
An annual evaluation of work performance will be
completed for all employees of
Employees shall be evaluated annually. The evaluation
will be documented by the supervising manager and submitted through channels to
the Office of Human Resources. As part
of the evaluation process, managers and employees identify developmental
opportunities that will enhance employees’ skills, students’ successes, and add
value to the programs at
Performance evaluation instruments provide a summary
of general performance for job responsibilities assigned to the employee. Examples of categories that may be included
on evaluations include the following:
- Leadership/Management
Skills
- Initiative and Time
Management
- Professionalism/Public/Inter-Office
Relations
- Teaching and Learning
- Course and Curriculum
Development
- Interpersonal
Relations/Teamwork
- Professional
Development
- Student Service and
Support
- College and Community
Service
- Terms and Conditions
of Employment
- Job-Specific
Responsibilities
PLANNING
PROCESS
At the beginning of the
evaluation period, individual planning and strategy sessions will be conducted
by the supervisor and employee to discuss/review long-term goals and
objectives, performance expectations and clarify any concerns related to job
responsibilities. The supervisor should
also discuss how the job duties assigned will support the mission and goals of
the College. Whenever there is a
conflict in assignments, the supervisor will make the final decision with the
input of the supervising Dean.
EVALUATION
PERIOD PROCESS
Performance management is not just a once-a-year evaluation and planning session but a year-round process in which the supervisor observes, documents performance, and provides feedback and coaching to the employee. The supervisor should maintain performance documentation throughout the evaluation period to assist in the preparation of the annual evaluation. The evaluation period is a two-way exchange of information. Employees are encouraged to seek and provide periodic input to their supervisor during the evaluation period.
ANNUAL EVALUATION RATING PROCESS
At the end of the evaluation period, supervisors will complete an evaluation of assigned employees. Appropriate DTC forms will be used to document the evaluation. The evaluation forms are completed by the supervisors indicating how the employee met performance goals. The evaluation will include a summary of strengths, needed improvements, and professional development goals. The overall rating provided by the supervisor will be based on the general performance of the employee. Comments should be made to clarify the identified strengths and weaknesses contained in the performance evaluation. Evaluations results should be discussed with the supervising Vice President prior to delivering the evaluation to the employee.
DELIVERY OF THE EVALUATION TO EMPLOYEE
The evaluation form should
have the approval of the Vice President and Dean/Director prior to meeting with
the employee. The evaluation results
should be discussed during a meeting with the employee. The employee and immediate supervisor should
sign the evaluation form at the conclusion of the meeting. Employees may attach written comments to
their evaluation.
REVIEW PROCESS
Employees’ whose evaluations
will result in not receiving a performance increase may request a review by the
DTC reviewing official within 5 business days of receipt of the
evaluation.
DEVELOPMENT AND IMPROVEMENT PLANS
As part of the evaluation
process, supervisors and employees will identify areas for professional
development. Development and improvement
plans will be created based upon the annual performance evaluation. These plans will be used to assist in
determining appropriate conference and training opportunities for the next
evaluation period.
Development activities include college courses; state
or local staff development, industry workshops or seminars, planned
business/industry update activities, or other organized and structured
activities. Activities such as working with advisory committees, instructional
materials development, shop/lab reorganization, etc., are considered to be a
part of the normally assigned duties and are not considered as staff
development activities.
Annual staff development plans are approved through
the supervisory channels and submitted to the supervising Vice President for
final approval following the same timelines established for annual evaluation.
Specific improvement plans will be developed for
employees whose overall ratings are “needs improvement” or
“unsatisfactory”.
ANNUAL EVALUATION
Annual evaluations are
submitted through channels to the Office of Human Resources to maintain in the
official employee file. Supportive
documentation is maintained by the supervisor for a period of at least one year
after the completion of the evaluation.
STAFF DEVELOPMENT AND IMPROVEMENT DOCUMENTATION
Successful completion of
staff development activities must be documented on the Report of Staff Development Activity Form. Staff development
records are to be maintained in the appropriate supervisor’s office. Tracking progress toward completion of plans
and auditing staff development records is the responsibility of the employee
and the supervisor.
Reports of completion of or failure to complete
annual staff development plans will be submitted to the supervisor during the
annual evaluation process. This
information is communicated to the President via the supervising Vice President
and provides an indication of the level, types and cost of training activities
engaged by staff for the fiscal year.
Participation in staff development programs as an
official part of an employee's duty may not be used as earned overtime or
compensatory time.
FACULTY
EVALUATION FORMS
Faculty will be evaluated using the following
documents:
1.
Faculty Self-Evaluation Form: completed by each individual faculty member
and submitted to the appropriate Department Chair
2.
Student Evaluation of Instruction Form: completed electronically each
quarter by students
3.
Faculty Evaluation Form: completed by supervisor
4.
Staff Development Plan: completed by supervisor and employee for the next
fiscal year.
5.
Report of Faculty Development Activity Form: completed by the employee
and submitted to their supervisor
STAFF
EVALUAITON FORMS
Full Time Staff will be
evaluated using the following documents:
1.
Staff Evaluation Form: completed by supervisor
2.
Report of Staff Development Activity Form: completed by the employee and
submitted to their supervisor
Part-Time
Staff will be evaluation using the following document:
1.
Part-Time Faculty and Staff Evaluation Form: completed by supervisor
TIME FRAME FOR DEVELOPMENT OF PLANNING DOCUMENT AND
SUBMITTAL OF ANNUAL EVALUATION
Faculty Planning and
Evaluation Schedule
|
Date |
Action |
|
Summer Quarter |
Supervisor prepares
planning document with employee. Reviewing Manager evaluates plan and makes
necessary adjustments. Faculty
and Department Chair develop strategies and establish expectations for the
upcoming evaluation period Faculty
and Department Chair identify activities for Professional Development,
Student Support and College/Community Service Students
are asked to complete an electronic evaluation of instruction* Faculty
and Department Chairs meet to discuss strategy and set plans for the upcoming
evaluation period The
Professional Development Form and Student Support and Service Activities Form
is submitted to the supervising dean for approval Faculty
arranges classroom observation schedule and course(s) w/supervisor(s) |
|
Fall Quarter 1st Week
December |
Ongoing coaching occurs
throughout the evaluation process. This allows supervisor to observe
performance, provide feedback, and document performance on a continual basis. Document ongoing
activities for Professional Development,
Student Support and College/Community Service Student evaluation of
instruction* |
|
Winter Quarter January 1st Week March |
Supervisor documents
ongoing activities for Professional Development and Student Support and
College/Community Service. Employee and supervisor
meet to discuss interim performance progress.
Performance is discussed with the employee and development and
improvements plans are reviewed and updated. Student evaluation of
instruction* New faculty classroom
observation is conducted. |
|
Spring Quarter 1st Week April 1st Week June |
Supervisor prepares the
formal performance evaluation for review and discussion with their
supervisor. Staff Self Evaluation is
completed by employee and submitted to the supervisor. Document ongoing
activities for Professional Development, Student Support and
College/Community Service Faculty arranges classroom
observation with supervisor(s) Faculty completes
self-evaluation Employee complete
documentation of all activities Faculty participates with
supervisor in annual evaluation conference Student
evaluation of instruction* |
Full-Time Staff Planning and
Evaluation Schedule
|
Date |
Action |
|
April through May May June |
Supervisor reviews
employees’ performance based on identified job expectations. Performance is
discussed with the supervisor’s manager and feedback incorporated in to the
evaluation. Staff evaluation is
discussed with the employee. Development and
Improvement needs are discussed and documented. The original signed
evaluation is sent to personnel and a copy is given to the employee. The
supervisor maintains a copy of the evaluation and supporting documentation
for a period of at least a year. A new performance plan is
prepared for the next rating period. |
|
June to May |
Ongoing coaching occurs.
Supervisor observes the employee’s performance and provides periodic
feedback. Supervisor maintains
documentation of employee performance. |
|
November to January |
Supervisor conducts an
interim review. Performance is
discussed with the staff member.
Development and improvement plans are reviewed and updated. |
Part-Time Evaluation
Schedule
|
Date |
Action |
|
May June |
Supervisor reviews
employees’ performance based on identified job expectations. Performance is discussed with the
supervisor’s manager and feedback incorporated in to the evaluation. Staff evaluation is
discussed with the employee. The original signed
evaluation is sent to personnel and a copy is given to the employee. The
supervisor maintains a copy of the evaluation and supporting documentation
for a period of at least a year. |
|
June to May |
Ongoing coaching occurs.
Supervisor observes performance, provides feedback, and documents
performance. |
These procedures are in
accordance with the policies and procedures of the Board Policies of the
Technical College System of Georgia.
References:
Technical College
System of Georgia III. U. 7. Staff Development
Technical College
System of Georgia III G. Performance Evaluation and Salary Compensation
Approved 08/99
Revised 02/01, 8/2007