PULASKI TECHNICAL COLLEGE

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PULASKI TECHNICAL COLLEGE

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• Classified Staff
• Performance Evaluation

2006
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Introduction to the Classified Staff Performance
Evaluation Process

• Performance evaluations must be conducted
  annually for all classified staff not more than
  ninety (90) days before and not less than (30)
  days prior to the employee anniversary date.
• Employees are rated annually using the standards
  based performance scale shown on the right using
  alpha categories (E,AA,S or U).

• PERFORMANCE RATING SCALE
• E EXCEEDS STANDARD - A rating reflecting the
  performance of the duties and responsibilities of
  the job and productivity at a level that
  substantially exceeds the Above
• Average level of performance.
• AAABOVE AVERAGE - A rating reflecting the
  performance of the duties and responsibilities of
  the job at a level which is above the
  Satisfactory level of performance.
• SSATISFACTORY - A rating reflecting the
  performance of the duties and responsibilities
  which demonstrates competency in the performance
  of the duties and responsibilities of the job.
• UUNSATISFACTORY -A rating reflecting the
  performance of the duties and responsibilities at
  a level that is consistently unacceptable in
  accuracy, quality, or timeliness.

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Why Do Performance Evaluation?

• Acts 100 and 101 of 1985 require that all state
  employees occupying positions covered under
  provisions of Arkansas State Code 21-5-211, as
  amended, be evaluated once a year.

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Performance Evaluation Overview

• An Employee Performance Review for all classified
  staff is required annually to determine if their
  level of job performance is at least Satisfactory
  or greater in their performance of assigned job
  duties. 
• Performance Review for all classified staff is
  required at Pulaski Tech six (6) months after
  employment to give new employees feedback and
  direction as they perform their essential job
  duties at Pulaski Tech. Performance evaluations
  are required annually for all classified staff. 

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What Role Do I Play In The Performance Evaluation
Process

• Reviewing Official Assigned responsibility to
  review overall rating upon completion.
• Rater Responsible for conducting annual rating
  as the employee immediate supervisor.
• Employee Perform daily duties to best of
  ability.

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Role of Reviewing Official

• The reviewing official for the Performance
  Evaluation process for classified staff is the HR
  Director. The reviewing official reviews ratings
  conducted by supervisors, provides guidance and
  feedback to raters, monitors the overall
  evaluation process and answer questions form
  raters and/or employees.

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Role of Supervisors

• Identify Specific Job Tasks to be performed by
  employee.
• Identify Duty Areas (grouping of similar job
  tasks). This is usually no more than five (5)
  Duty Areas and no less than three (3).
• Identify Performance Standards (requirements to
  perform job at satisfactory level). A Duty Area
  may have more than one Standard.
• Observe employee performance to record necessary
  documentation to arrive at overall rating at end
  of evaluation period.
• Communicate to employee job expectations and
  provide feedback concerning performance. Coach.
• Complete annual review no less than thirty (30)
  days prior to employee anniversary date.
  Anniversary date, sometimes called increase
  eligibility date, is one year from date of hire.
• Communicate performance results to employee,
  listen and provide feedback.
• Route completed Evaluation forms to Human
  Resources, Administration Building, Room 103.
• Develop rating forms for the next twelve (12)
  month rating period, sign, keep original on file
  and send copy to HR.

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Role of Employee

• Perform assign duties at a level of satisfactory
  or greater.
• Communicate with supervisor for feedback
  concerning performance of job duties.
• Partner with supervisor in career development and
  performance of assigned duties.

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Need for Documentation

• Legal requirements.
• Describes performance which exceeds standards, is
  above average, satisfactory or falls short of the
  fully satisfactory level.
• Provides record of communication to employee
  regarding performance review.
• Provides written goals and communicates
  priorities of the department.
• Can be used a management tool.

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Guidelines for Documentation

• Be consistent for all employees.
• Document activities not attitudes.
• Make the file accessible to the employee but
  confidential.
• Document incidents that describe all levels of
  performance. Good performance should be
  documented as well as poor performance.
• Be timely, record activity as soon as possible
  after the occurrence.
• Be accurate and record only the facts.
• It is a good idea to let the employee sign the
  note file.
• Make sure documentation reflects the complete
  picture, dont build a case.

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Some Common Rater Errors

• Error A Tendency to rate employee relative to
  other individuals.
• Error B Tendency to make an initial favorable or
  unfavorable judgment about an employee that is
  not justified by the employees subsequent job
  behavior.
• Error C Inappropriate generalization from one
  aspect of a persons performance to all aspects
  of the persons job performance.
  

• Solution A Base evaluation on per-determined job
  performance.
• Solution B Reserve judgment until end of rating
  period. Be a note taker more than an evaluator
  during the interval.
• Solution C Dont listen to comments about an
  employee until you have made your own evaluation.
  A person may perform well in one duty area
  while performing poorly in another.

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More Common Rater Errors

• Error D A tendency to judge more favorably
  people who are similar rather than dissimilar in
  attitudes and background.
• Error E Consistently rating employees at the
  midpoint of a scale.
• Error F Consistently rating employees at the low
  or high end of the scale.

• Solution D Make certain all criteria on which
  employees are evaluated are clearly job related.
• Solution E Record exactly the performance
  observed. Compare what you record with the
  standards.
• Solution F Rate the employees performance of
  the key responsibilities in relation to the
  performance standards of the position.

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Advantages of Performance Evaluation

• Employee understands clearly what is expected.
• Allows employee feedback while performing job.
• Allows supervisor to provide guidance for job
  improvement.
• Allows assessment of progress toward shared
  goals.
• Allows employee to meet clearly stated department
  needs.

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Other Guidelines

• When an employee is promoted, demoted or
  transferred during the evaluation period, the
  following should apply
• A. If the employee is promoted, demoted or
  transferred within the first six months of the
  rating period, the new supervisor will evaluate
  the employee on the established performance
  standards for the new position and the former
  supervisor need not complete an evaluation.
• B. If the employee is promoted, demoted or
  transferred after the first six months of the
  rating period, a formal evaluation should be
  completed by the former supervisor. The new
  supervisor has final authority to establish the
  performance evaluation plan and determine the
  overall performance category.
• C. If a rating supervisor is transferred to
  another section or terminates employment,
  performance evaluations should be completed for
  those employees whose most recent evaluation was
  completed more than 90 days prior to the
  supervisor's termination date.

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TIPS

• Clearly state Performance Standards.
• Performance Standards identify expected job
  performance at the satisfactory level.
• Performance Standards should be measurable.
• Performance standards should include a method of
  monitoring the standard.
• Give legitimate reasons for criticism.
• Praise good and exceptional performance.
• Avoid criticizing using subjective criteria.
• Conduct ratings using objective criteria that is
  job related.
• Maintain good documentation.

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Performance Evaluation Time Line

• STEP 1 - Develop standards for new employees
  within thirty (30) days of hire.
• STEP 2 - Forward signed copy of evaluation at the
  beginning of rating period signed by
  employee and supervisor (signatures for the
  beginning of rating period are placed at top
  part of page 4) to Human Resources.
• STEP 3 - Maintain original copy as employee file.
• STEP 4 - Document performance during evaluation
  period.
• STEP 5 - Complete evaluation for new employee six
  (6) months after initial hire date.
• STEP 6 - Complete annual evaluation thereafter at
  least (30) days prior to employee anniversary
  date (one year from date of hire).
• STEP 7 - Forward the completed evaluation signed
  by employee and supervisor ( signatures for
  the end of the rating period are placed at
  bottom half of page 4) to HR.
• STEP 8 - Repeat STEP 2 above to began new rating
  period on an annual basis.

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We appreciate you taking time to learn more about
the Performance Evaluation Process. Thank you !
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Who to ask?

• For Assistance Contact
• Human Resources
• Essie Cleveland - (812-2212)