Morgan Community College

Evaluation of Administrative & Professional/Technical Employees

CP 3-36

Reference BP 3-31 & CP 3-35

 

Policy

 In accordance with the policies of the State Board for Community Colleges and Occupational Education, all administrative personnel shall be evaluated on an annual basis for the purposes of professional growth and development for retention.

 

Goals

 Administrative evaluations are conducted for the purpose of
  1. Improving the effectiveness of the College in meeting short-and long-range institutional goals.
  2. Increasing the efficiency of all functional areas.
  3. Strengthening the performance of individual administrators.
  4. Providing the information for constructive growth in personnel decisions.
  5. Establishing a basis for salary determination (CP 3-35)

 

Objectives
  1. Promote communication between the administrator and his/her supervisor and subordinates.
  2. Assess the effectiveness of administrative performance in fulfilling
  1. Common responsibilities of administrators.
  2. Specific job duties and responsibilities.
  1. Review the relevance of those developmental activities that contribute to the professional growth of the individual administrator.
  2. Recognize and reward performance that exceeds the expected job.

Common Responsibilities

 There are accepted responsibilities common to all administrative positions at this College. These responsibilities are listed below.
  1. Represent the College in a manner that projects a positive, professional image;
  2. Promote a cooperative, productive environment while working with students, faculty, and staff members;
  3. Support the mission, goals, and objectives of the College;
  4. Establish and maintain effective channels of communication with the College community and as appropriate to one's area of responsibility;
  5. Carry out lawful instructions as requested by one's supervisor.
  6. Use public resources in the most efficient and economical manner and protect facilities, equipment, and property of the College from misuse or misappropriation;
  7. Enhance one's professional skills on a continuing basis.
  8. Conduct quality evaluations of professional and/or classified personnel in a timely fashion, according to applicable guidelines and procedures and recommend appropriate personnel action when required;
  9. Adhere to the rules, regulations, policies, and procedures of the College and the appropriate governmental agencies;
  10. Uphold the spirit and letter of the laws related to affirmative action, equal opportunity, and non-discrimination;
  11. Understand and accept the participatory governance philosophy of the College and assume an active role in the collegial environment.

 

Procedure

  

 

Evaluation Period

Administrative and professional/technical employees will be evaluated using the period from May 1st through April 30th of each fiscal year. Completed evaluations need to be turned in to Human Resources no later than April 30th.

Evaluation Tool

All employees will be evaluated in writing using the MCC Administrative and Professional/Technical Staff Performance Planning and Evaluation Form at least once per fiscal year. 

Two factors are critical throughout the evaluation process: communication between supervisor and employee, and documentation of planning, reviewing, and evaluating. It is the responsibility of both the supervisor and employee to complete all 3 phases of the evaluation process including planning, progress review, and the year-end evaluation. This includes determining major job duties, goals, and expectations. The progress review phase should be used to provide documentation of coaching and feedback between the employee and the supervisor. This will allow the employee and supervisor to communicate regarding performance expectations and goal completion. Coaching and feedback should be continuous throughout the evaluation period.

 

Phase One

Planning

 Performance Plans are to be completed collaboratively by the employee and supervisor and turned in to Human Resources no later than April 30th. For new employees, the performance plan is to be completed within 30 days of hire.

The Supervisor will complete the information required on the top of Page 1.

At the beginning of the planning phase, the employee and supervisor will review the job description. The job description should reflect the current duties and responsibilities of the position and any modifications should be discussed at this time.

The employee and supervisor will meet and collaboratively determine the factors on which the employee will be evaluated and rated for that evaluation cycle. All employees shall be evaluated using the following core work competencies:

  1. Planning, organizing, and coordinating;
  2. Interpersonal relations and communications;
  3. Problem analysis and decision making;
  4. Organizational commitment and adaptability/professional contributions and accomplishments;
  5. Supervision/Management.

The employee and supervisor will list up to 3 major job duties and list up to 3 goals for which the employee is responsible. Individual, departmental, and college goals should be linked to the plan.

The supervisor is required to complete "Supervisor Planning Comments" section on the last page. Both the employee and supervisor will sign in the space provided to indicate agreement on the plan. A copy should be made for the employee.

 

Phase Two

Progress Reviews

 At midyear or as often as deemed necessary, the supervisor and employee shall meet to discuss the employee's performance and to decide if the performance plan needs to be revised. The supervisor will provide feedback to the employee on the accomplishment of established job responsibilities and goals. Employees are encouraged to submit accomplishments for the evaluation period at both the Progress and Year-End Evaluation.

The supervisor will complete the "Supervisor Progress Review Comments" section on the last page. The supervisor and the employee will sign in the space provided in the "Supervisor Progress Review Comments" section to indicate that the progress review has taken place. All progress review sessions must be completed and the Administrative and Professional/Technical Staff Performance Planning and Evaluation Form submitted to Human Resources by November 30th of each fiscal year or more often as deemed necessary by the supervisor.

 

Phase Three

Year-End Evaluation

 The year-end evaluation shall be completed for a period of May 1st through April 30th of each year and more often if deemed necessary by the supervisor.

Employees are encouraged to submit accomplishments for the evaluation period at both the Progress and Year-End Evaluation. Supervisor may choose to utilize various methods of gathering information on which to base the performance evaluation including self and other staff evaluations.

The supervisor will complete the rating of each factor using one of the following rating levels:

NEEDS IMPROVEMENT: Performance falls short of the standards established for the job. Work may be of variable quantity and quality or may be consistently short of the mark. Goals are not consistently achieved.

MEETS EXPECTATIONS: Performance satisfies the requirements of the job. Quality and quantity of work meet requirements of the job. Goals and expected results are achieved or slightly exceeded.

EXCEEDS EXPECTATIONS: Performance is commendable and quality of work is convincingly better than established standards or expectations. Goals and expected results are convincingly exceeded.

MERITORIOUS: Performance is outstanding. Performance consistently and significantly exceeds expectations of the job.

The supervisor will complete the "Overall Evaluation Rating" section and the "Supervisory Overall Evaluation Justification for the Rating Section" on the last page. The supervisor should sign the form.

The supervisor will obtain the signature of the next level supervisor, if appropriate, and then meet with the employee to discuss the evaluation. The employee should sign the form. The employee may also complete the "Comments from Employee" section on the last page. If the employee disagrees with the year-end evaluation rating, he/she will discuss the problem with the immediate supervisor. The employee shall explain the disagreement in the " Employee Comments" section on the last page. The employee shall receive a copy of the Performance Planning and Evaluation. Form.

If the employee refuses to sign the evaluation, the supervisor should so note and indicate the date the employee refused to sign. This notation should be on the line designated for the employee signature.

The completed, signed Performance Planning and Evaluation Form will be sent to Human Resources on or before April 30th of each fiscal year. All evaluations will be placed in each individual personnel file for record keeping purposes

 

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