Management/Supervisory Personnel
OP 4315.06(a)
HOLDING A PERFORMANCE CONFERENCE
In order to hold an employee accountable for her/his performance, specific feedback to
support and encourage an employee’s efforts—or to discourage ineffective or inappropriate
behavior—must be communicated to the employee. The performance conference is a meeting
that supports and formalizes the regular monitoring, counseling, advising, and coaching that
an employee receives throughout the year. Evaluators and employees are urged to participate
in ongoing, two-way communication and to use a problem-solving approach to resolve
differences.
Feedback provided to employees through the performance conference is most useful if given
privately and at the earliest opportunity after the observation, demonstration of positive or
negative performance, or the receipt of data reflecting on employee competency. Evaluators
are encouraged to consider the employee’s unique skills, knowledge and talents, as well as
County Office and department goals, when communicating performance feedback.
Purpose: To provide specific feedback to support and encourage an employee’s efforts
towards professional growth and/or performance improvement.
Timeline: Performance conferences are held following an observation as specified in
negotiated contracts, on an ongoing basis, or as needed to solve problems or communicate
information about employee performance. Certificated employees: Post-observations
conferences are required within five workdays of the first observation for ASCOE and
ROPTA unit members.
Procedures:
1.
Evaluator plans conference to ensure that the purpose of the conference is clearly
understood and that the meeting place is conducive to privacy and the free
interchange of ideas. Evaluator is encouraged to have observation records on hand
and to have substantiated facts to show that employee performance is being measured
against standards and objectives.
2.
Evaluator and employee meet to discuss performance.
3.
Evaluator begins by putting the employee at ease and clarifying the purpose of the
conference.
4.
Employee may identify her/his personal expectations for the conference.
5.
Evaluator provides specific, rather than general, feedback that is well timed and
directed toward behavior which the employee can do something about. An evaluator
who has concerns about an employee’s performance must clearly articulate areas of
concern and goals for improvement.
OP 4315.06(b)
HOLDING A PERFORMANCE CONFERENCE (continued)
If an employee’s performance is unsatisfactory, a written performance improvement
plan must be developed. Evaluator notifies department director or appropriate deputy
or assistant superintendent if an employee’s performance is unsatisfactory and/or a
performance improvement plan is developed.
See also OP 4318.02, Implementing Progressive Discipline
6.
Employee may seek clarification from the evaluator or s/he may provide evaluator
with additional information regarding performance.
7.
Evaluator and employee check to ensure clear communication. Employee may be
asked to rephrase the feedback received to see if it corresponds to what evaluator
intended to communicate.
8.
Evaluator encourages personal feedback during and at the conclusion of the
conference. An evaluator may want to ask such questions as:
•
•
•
9.
“What can I do to assist you in…?”
“What alternatives do you consider in changing...?”
“Do you have suggestions for me as a supervisor...?”
Evaluator documents the results of the conference in order to support the summative
appraisal, including such information as:
•
•
•
10.
Topics discussed
Decisions reached
Dates, times and purposes of additional activities planned
Evaluator may wish to formally document conference in a memo format, sending a
copy of the memo to the employee.
SONOMA COUNTY OFFICE OF EDUCATION
Policy References: SP/AR 4115/4315. Evaluation/Supervision
Procedure approved: August 15, 1994
(4150.05)