SEHD Impact

Classified Staff Evaluation Timeline –Detailed

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SEHD HR
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Classified Staff Evaluation Timeline – (Current Cycle Ends 3/31/15)

Because of the proximity of the cycle’s end date to the evaluations’ due date, it is advised that supervisors begin planning now how they will manage and schedule the evaluations they need to perform. This includes scheduling access to the appropriate reviewers and evaluation sessions with employees. This is especially crucial if you, or the reviewer, will be out of town in the March-April time frame. Please plan accordingly so the appropriate review and signatures can be obtained. A suggested timeline is included below:

March 16, 2015 –Begin consultation with employee and draft Evaluation Narrative

  • Focus on outcomes vs. just listing activities – ask them to provide evidence of how they have met or exceeded their performance goals throughout the year.
  • How does their work support the goals of your workgroup, the department, the SEHD?  If this isn’t clear, it is a great opportunity to clarify for the coming year!
  • Here’s an example of questions to ask to help the performance discussion/coaching conversation and goal setting for the year (from Henna Innam, Transformational Leadership):

    evaluation

    • “What did you do well? What strengths did you use to achieve that?”
    • “What were things you could have done better? What strengths can you use to achieve that?”
    • “Here’s what I observed in terms of what you could have done better (be specific). How do these resonate for you?”
    • “If you were able to master these behaviors how would this help you?” (this is a great question to understand what motivates your coachee).
  • Assign a preliminary score-emphasize the score is not final at this stage. The reviewer (the second level supervisor or appointing authority) must review and sign the evaluation of an employee’s performance before it is formally presented to the employee for signature.
  • Scoring the PMP:  You are encouraged to use decimals for individual factor ratings. The final weighted individual factor ratings must be summed to determine the final overall score. The final score must then be rounded to the nearest whole number to establish the performance rating.
  • Draft Performance Goals (PMP) for 2015-2016 Evaluation Cycle.

Because the State requires we allow up to 5 days for review, submit PMP to Reviewer for signature no later than Friday, April 10, 2015

 Note: Under no circumstances can the supervisor and the reviewer be the same person.

Because the State requires we allow up to 5 days for review, please provide PMP to employee for signature no later than Friday, April 17, 2015

IMPORTANT: Ensure the Dispute Resolution Process is included (this is part of the PMP form).

PMP Evaluation Checklist & Follow-up

  • Has a total score and rating been entered on the PMP cover sheet?
  • Do you have all signatures—supervisor, reviewer, employee?
  • Has the classified staff member checked whether they agree or disagree with their evaluation?
  • In addition to rating each goal or objective, have you provided a narrative under the “Results Achieved” section for each goal and core competency?
  • Have you completed an Evaluation Narrative to sum up overall performance? This is required for “Below Expectations” (level 1)* and “Exceeding Expectations” (level 3) ratings. It is also strongly recommended for “Meeting Expectations” (level 2) ratings.
  • Did you finalize goals for the 2015-2016 PMP?

*Any “Below Expectations” rating must be followed by a performance improvement plan or a Corrective Action as part of the progressive discipline process. Please contact the Human Resources Department to discuss “Below Expectations” ratings and for proper steps to follow.

No later than April 30, 2015

Submit the following items to Jessica Coon for each of your classified staff employees:

  • 2014-2015 PMP (includes rating, signatures, and required narratives)
  • 2015-2016 PMP (In addition to listing goals/objectives for 15-16, please make sure the Performance Management Planning Section is completely filled out)

TEMPLATES/RESOURCES

CU Performance Management Program Plan

2015-2016 PMP Template (if you do not know Position #s, please leave blank)