Ramapo College of New Jersey
Manager Annual Performance Appraisal System (APAS)
Overview & Instructions
Revised January, 2016
OVERVIEW
The Annual Performance Appraisal System (APAS) is used to facilitate communication between employees and their supervisors and to clarify job
expectations. Moreover, this system serves to align individual employee’s contribution to the College’s planning and assessment activities.
The College is committed to recognizing and rewarding job performance within the context of the College’s Mission and Strategic Plan through a consistent, fair
and understandable appraisal process.
Performance appraisal and performance management are an ongoing process of communication, feedback, evaluation and review, not a one-time effort. The
APAS form/process provides an opportunity to: (a) develop a clear definition of the job for both the supervisor and the employee; (b) establish employee
outcomes and assess progress toward achievement targets, as well as personal and professional development; (c) encourage dialogue between the supervisor
and employee; (d) provide a means of identifying and addressing of job-related performance issues; (e) foster morale and (f) provide a fair basis for
acknowledging employee performance.
Performance appraisals benefit all concerned – the employee, the supervisor and Ramapo College. The performance appraisal process provides a framework
to foster communication between the supervisor and the employee. Improved communication regarding expectations and job performance enhances employee
productivity, personal satisfaction, professional relationships and effective problem solving. Employees benefit from the appraisal process because they
understand the goals of their unit, where they fit into the unit, and what is expected of them.
No overall final performance rating is indicated because the focus is on an objective appraisal of specific outcomes and achievement targets. The APAS also
serves as the framework for the overall performance evaluation of managers and is the basis for managerial salary increases, if funded.
Successful use of the Manager Annual Performance Appraisal System results in the attainment of individual, unit, division, and College goals.
Please see next page for APAS instructions.
Managers should contact Human Resources with any questions or to schedule a tutorial on the APAS process.
Ramapo College of New Jersey
Manager Annual Performance Appraisal System (APAS)
Overview & Instructions
Revised January, 2016
THE APPRAISAL CYCLE
A. Initiating the APAS (beginning of the fiscal year):
Establishing Goals, Outcomes, Achievement Targets & Measures
Create the APAS for the Upcoming Fiscal Year:
• Create employee outcomes and achievement targets for all major job responsibilities and add them to the APAS for the Upcoming fiscal year.
• Identify new Strategic Plan objectives and WEAVE measures and include them in the APAS.
• Transfer any objectives that were not completed/met from the current APAS to the APAS for the upcoming fiscal year, if still applicable.
• Identify professional development objectives to help managers learn new skills, improve performance, and position themselves for professional
growth. A Learning & Development section has been added to capture professional development.
• The Employee and Immediate Supervisor sign and date the first page of the APAS form to indicate both parties have mutually agreed to the
goals. Once signed, submit the completed APAS to Human Resources.
• Submission schedules will be posted on the Human Resources website.
B. Ongoing Performance Management Discussions (during the fiscal year)
•
Immediate Supervisor and Employee maintain records of significant performance events which must be shared as they occur.
C. Completing the APAS (conclusion of the fiscal year):
Appraising Results, Identifying Actions and Providing Comments
Note: Manager Merit Salary Program Note: The completed and the signed APAS must be submitted to Human Resources by the submission due date in order
for a manager to be considered for the Managerial Merit salary program, if funded.
1. Review performance for the entire review period: do not base your judgment on recent events or isolated incidents. Assess performance and not
personality. Comments should relate only to the person's ability to do the assigned work.
2. Immediate Supervisors should consult with their Final Reviewer (Vice President or Provost) and review the APAS Results, Actions, and
Comments for each of their team members, prior to conducting individual meetings with employees.
3. The immediate supervisor and the employee should complete the form separately and then review it together to facilitate communication.
Supervisors are responsible for developing unit goals, achievement targets and measures, every effort should be made to include the employee
in this process. Although only the supervisor's appraisal will become part of the official record, employees who do not agree with the appraisal
may submit a written response to the supervisor’s appraisal which will be included as part of the official record.
Ramapo College of New Jersey
Manager Annual Performance Appraisal System (APAS)
Overview & Instructions
Revised January, 2016
4. Evaluate how well the employee is meeting each of the listed outcomes/achievement targets of his/her present position. Job descriptions should
be reviewed with the employee annually and updated to support the unit’s strategic plan. Major duties in job descriptions should be discussed
with Human Resources to ensure proper job classification. Evaluate how well the employee has met his/her outcomes in terms of achievement
targets and measures.
5. Results and/or Analysis: Prepare the appraisal in terms of actual achievement on the basis of targets and measures so that the employee
can be shown how well he/she is meeting the established APAS. The supervisor must include comments in Results/Analysis section of the
APAS to document the employee’s performance and completion/progress toward completion of a goal.
6. Action Plan: develop plan(s) when the employee has not met the achievement target developed during the current appraisal period. The action
plan(s) not met during the current appraisal period must be added as an Achievement Target for the following fiscal year APAS.
7. Supervisor Comments on Employee Goals: The Immediate Supervisor must add qualitative comments pertaining to the goals in the
Supervisor Comments column.
8. General Comments: Immediate Supervisor may add comments on the employee’s skills, knowledge, abilities, and overall performance on the
General Comments/Signatures page.
The Immediate Supervisor may wish to consider the following: skills, knowledge and abilities in
formulating their comments.
Job Knowledge – Is academically/experientially qualified for, and knowledgeable about each job task. Serves as a resource to others, and is willing to
learn new skills.
Initiative - Prioritizes work appropriately and effectively. Initiates professional and/or skills development to build on strengths and to improve
weaknesses.
Problem Solving - Anticipates, identifies and solves problems by applying sound managerial and/or technical solutions or creative alternatives.
Flexibility - Demonstrates ability to approach issues and problems in a creative and effective manner and is responsive to changing priorities.
Team Play – Demonstrates collaborative working relationships within the unit and members of the College community in accordance with Collegewide goals/values.
Professionalism - Adheres to ethical standards. Demonstrates integrity, respect for the academy, its mission and all its members, respects
confidentiality. Exemplifies professional appearance and appropriate presence on campus. Enforces and adheres to College policies, rules,
regulations, local, State and federal laws. Supports principles of inclusive excellence as a framework for diversity in the workplace. Maintains required
attendance and punctuality.
Service Orientation - Demonstrates behavior that places high priority on the needs of the client whether students, colleagues, or other members of
the College community and on service to the College community.
Development & Appraisal of Supervised Staff – Provides initial ongoing training and growth/development opportunities through coaching and
mentoring, conducts formal evaluations in a timely fashion according to College guidelines and provides ongoing feedback.
Communication – Applies well developed oral and written communication skills, presents projects, reports and informational documents in a clear and
timely manner, maintains a cooperative and respectful relationship with all members of the College.
Leadership Skills – Monitors progress toward goals, guides individuals or groups in setting and reaching goals, takes charge and initiates action,
delegates work and has authority to ensure completion of unit projects.
Management Skills – Manages budget and human resources responsibility without close supervision, makes sound and ethical decisions guided by
relevant professional principles.
Ramapo College of New Jersey
Manager Annual Performance Appraisal System (APAS)
Overview & Instructions
Revised January, 2016
9. Employee, Immediate Supervisor, Reviewer (only if there is an Assistant Director or Director to whom the Immediate Supervisor
reports) and the Final Reviewer (Vice President or Provost) sign and submit the completed APAS to Human Resources. Submission
schedules will be posted on the Human Resources website.
D. Manager Reappointment Process – FY2017 (7/1/16 – 6/30/17)
•
The Department of Human Resources leads the annual manager reappointment process which has been revised for the FY2017
reappointment period (07/01/2016 to 06/30/2017). For FY2017, immediate supervisors will benchmark each manager’s performance, since
their last reappointment, against the manager’s APAS goals in order to make a reappointment/non-reappointment recommendation to their
Division Vice President. The reappointment requests are evaluated in spring for consideration by the Board of Trustees at their April meeting.
st
Reappointments are effective July 1 . Managers are not required to submit their APAS, resume, or job descriptions for the Reappointment
Process.