EL PASO COMMUNITY COLLEGE PROCEDURE
For information, contact Institutional
Effectiveness: (915) 831-2614
3.22.01.10
Performance Evaluation for
Non-Faculty Employees
APPROVED: January 11, 1991
REVISED: April 13, 1999
Year of last review: 2011
AUTHORIZING BOARD POLICY: 3.22.01
Designated Contact: Office of Human Resources
OBJECTIVE:
To provide guidelines for the evaluation of the performance of all full-time and part-time non-faculty
employees. To ensure that institutional goals and objectives are attained, this evaluation program focuses
upon results achieved and job related behaviors, both of which have direct relationship to the level of
attainment of institutional goals and objectives.
PROCEDURE:
I.
II.
III.
Definitions
A.
Employee - Non-faculty staff member.
B.
Supervisor - Staff member's immediate supervisor.
C.
Reviewer - Staff member's second-line supervisor.
Primary Objectives
A.
To support attainment of institutional goals/objectives.
B.
For supervisory personnel, to evaluate how assigned resources are allocated and used in the attainment of
goals/objectives as they relate to a particular department/function.
C.
To strengthen the supervisor/employee relationship by developing a mutual understanding of responsibilities,
expectations, goals, measurement criteria, and performance.
D.
To enhance professional development of the employee by identifying areas of needed improvement and areas
of expertise beyond those currently in use.
E.
To evaluate the performance of employees for personnel-related purposes. These purposes may include but
are not limited to: promotion, transfer, intern/externships, job exchanges, consideration for educational
development leave, salary enhancements, and disciplinary action, to include suspension with or without pay,
nonrenewal and dismissal.
Initiation and Monitoring the Evaluation Process
Prior to the annual rating period, the Human Resources Department will notify the supervisor of those employees who
require a performance evaluation report. Upon completion, the original evaluation report form is to be forwarded to
the Human Resources Department for inclusion in the employee's personnel file. The Human Resources Department
will provide a completed copy of the finalized evaluation to the individual employee. When evaluations are not
received by the established due date, the Human Resources Department will follow up with the supervisor to ensure
completion of the evaluation process.
IV.
Rating Plan
The budget head disseminates the Performance and Evaluation Form to employee's supervisor and specifies who the
supervisor and reviewer are for each staff member.
V.
District Mission
EPCC does not discriminate on the basis of race, color, national origin, religion, gender, age or disability.
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As part of a new employee's orientation, the supervisor should ensure that the employee understands the central
purpose and mission of the District as well as how the department relates to the overall mission of the District. The
supervisor should also conduct an appropriate orientation for employees transferred from other District departments.
VI.
Evaluation Program
The supervisor will review with the staff member the essential elements of the District's evaluation program. The
Performance Evaluation Report form may be used as a tool to explain the evaluation program.
VII.
Review Position Description
The position description provides for a mutual understanding of expectations, responsibilities, authority, and
accountability relationships. It is essential that the supervisor ensure that the staff member fully understands all
responsibilities and functions as described in the position description. Standards/expectations related to job
responsibilities and functions should be communicated to the employee by the supervisor. The Performance
Evaluation Report form may be used as a guide in discussing responsibilities and performance standards.
VIII.
Ongoing Coaching/Counseling
This evaluation program should be an on-going process and not a once-a-year exercise; therefore, the supervisor
should review progress with the employee on an on-going basis. The review process must include two-way
communication between the staff member and the supervisor on a regular, on-going basis. The supervisor reviews
progress toward meeting established goals and objectives as well as standards for day-to-day operations.
Variances, if any, between standards and actual performance should be continuously reviewed and discussed.
IX.
X.
Frequency of the Performance Evaluation Report
A.
Initial Employment All employees begin their initial fun-time employment with the District under a sixmonth probationary period. During this six-month period, employees will be evaluated by their supervisors
at the end of the second and fourth months of employment. These progress reviews will focus on assisting
the employee in transitioning to the new job through appropriate coaching and counseling techniques. The
Probationary Period Progress Review form will be completed in accordance with the above timeliness and
will be forwarded to the Human Resources Department for inclusion in the official personnel file.
Recommendations for non-continuation at the completion of the probationary period will be in accordance
appraisal period falls during a time when a new employee is still in the probationary period, the probationary
report will take priority and the employee will not undergo a regular annual performance review until the
next regular evaluation cycle.
B.
Transfer: It is suggested that a review of an employee's job performance be conducted at the end of the third
and six months of work after a transfer within the institution.
C.
Annual Performance Evaluation: Supervisors are required to complete an annual Performance Evaluation
Report for all non-faculty employees for the period March 1 -February 28. This written report is to be
completed by April 20, and then forwarded to the reviewer. The completed report must be forwarded to the
Human Resources Department by the reviewer by April 30.
D.
Change of Supervisor: Employees who move from one rating supervisor to a new rating supervisor will have
a Performance Evaluation report completed by the losing supervisor as part of the transfer process. Only
supervisors who have supervised the employee for 60 days or more may render an evaluation.
Annual Performance Evaluation
A.
Self-Evaluation: When a formal report is due, the supervisor will initiate the process by forwarding the
Performance Evaluation Report form to the employee for completion of a self-evaluation. When completed,
the employee will return the Report form to the supervisor. The Department of Human Resources has a
narrative which provides definitions of the evaluation ratings and of the evaluation factors used on the
Performance Evaluation Report form.
B.
Supervisor Evaluation: The supervisor will then complete his or her evaluation of the staff member with
applicable position requirements and standards. The supervisor should review the employee's self-evaluation
and should respond to those items where variation occurs. The supervisor's narrative summary of the
employee's performance should also indicate the following types of comments:
EPCC does not discriminate on the basis of race, color, national origin, religion, gender, age or disability.
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1.
Any significant changes in the performance since the employee's last evaluation.
2.
Recommendations for further development and training for purposes of preparing the employee for
additional responsibilities or for the improvement of current performance, particularly for factors
rated as "Needs Improvement."
3.
Any training or developmental activities the employee has completed since his or her last
evaluation. Indicate whether such training was taken as a result of the supervisor's recommendation
or the employee's initiative.
4.
Considering the experience/education/training of the employee, performance that exceeds
expectations.
C.
Performance Review with Reviewer. The supervisor should schedule a performance review session with the
reviewer prior to the performance evaluation review session with the employee. After the review session has
been completed with the reviewer, the supervisor should then schedule the performance evaluation review
session with the employee to discuss the evaluation.
D.
Performance Evaluation Review/Coaching Session: Performance evaluation reviews (coaching sessions) are
most important. They go beyond the mere identification of strengths and weaknesses of an employee's
performance. The coaching session should be constructive and lead to personal and professional growth and
development, which is directly related to organizational development as well as attainment of District
objectives and goals. The coaching session should focus on the answers to two basic questions:
1.
Did the staff member perform in accordance with the position description and standards set for the
position?
2.
Were specific planned activities/priorities accomplished in a timely and acceptable manner?
During the coaching session, the supervisor should address differences between his/her evaluation of the
employee's performance and the employee's self-evaluation; however, the supervisor is not obligated to
change an evaluation based upon a difference of opinion. If goals are not met, or standards not achieved, the
reasons for these are to be explored. The purpose of comparing the supervisor's evaluation with the
employee's evaluation is to ensure mutual understanding of performance and accomplishments.
The coaching session should also include a discussion of supervisory comments. The emphasis of this
discussion should be on what both the employee and the District can do to help the employee achieve his/her
career goals.
E.
Employee Review. The supervisor forwards the completed evaluation form to the employee for comments
and signature, and return to the supervisor. If the employee disagrees with the evaluation of the supervisor,
the employee should include reasons for his/her disagreement.
The employee then returns the signed Performance Evaluation Report form to his/her supervisor in a timely
manner.
XI.
F.
Reviewer Acknowledgment: The supervisor forwards the completed form to the Reviewer for comments, if
any, and signature. The Performance Evaluation Report form is then forwarded to the Human Resources
Department for processing and distribution by April 30.
G.
Distribution:
1.
The Human Resources Department will forward a copy of the fully completed Performance
Evaluation Report form to the employee and to the supervisor.
2.
The original form is then retained in the Human Resources Department for inclusion in the
employee's personnel file.
Technical Assistance
The Director of Human Resources is available to answer questions pertaining to the Performance Evaluation Program.
XII.
Confidentiality
EPCC does not discriminate on the basis of race, color, national origin, religion, gender, age or disability.
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All discussions and evaluation forms pertaining to staff members are to be treated in a confidential manner. Release
of such information with other individuals not involved in the evaluation process is prohibited (Open Records Act,
Section 3(2), Art. 6252-17a).
EPCC does not discriminate on the basis of race, color, national origin, religion, gender, age or disability.
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PERFORMANCE EVALUATION REPORT
FOR NON-FACULTY EMPLOYEES
ANNUAL REVIEW
CHANGE OF RATER
______________________________________________________________________________________________________
Employee:
SSN:
Title:
Department:
Time in Current Position:
Dates of Evaluation Period:
______________________________________________________________________________________________________
PERFORMANCE RATING
Factors for review: Check appropriate rating for each factor.
cOUTSTANDING:
Performance significantly exceeds job standards; exceptional overall accomplishment and/or
achievement; such performance must be described in the narrative comments.
dMEETS EXPECTATIONS:
standards.
Performing acceptable work in a competent and consistent manner; meets job
eNEEDS IMPROVEMENT:
Needs to improve or correct performance within a given time; performance action
required and time line for improvement must be reflected in narrative comments.
EMPLOYEE
FACTORS
Rate Applicable Factors
Attendance/Punctuality
c
d
e
SUPERVISOR
c
d
e
EMPLOYEE'S SELF-EVALUATION
REMARKS
Grooming/Appearance
(Personal appearance, attire appropriate to
workplace.)
Human Relations
(Awareness, sensitivity, attitude, ability to
work with others.)
Judgment/Decision Making
(Consistent, effective, accurate.)
Professional Job Knowledge
(Current, in-depth, comprehensive; technical
skills and abilities.)
Quality of Work
Accurate, timely, meets deadlines.)
PF800-237
(9/96)
EPCC does not discriminate on the basis of race, color, national origin, religion, gender, age or disability.
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Employee Name
SSN
FACTORS
Rate Applicable Factors
c
EMPLOYEE
d
e
c
Evaluation Date
SUPERVISOR
d
e
EMPLOYEE'S SELFEVALUATION
REMARKS
Quantity of Work
(Completes reasonable amount of work.)
Organization/Planning
(Ability to plan/schedule work; demonstrates
economy of time and materials.)
Initiative/Responsibility/Effectiveness
(Creative, self-starter, thorough.)
Written Communications Skills
(Organized, demonstrates competency.)
Oral Communication Skills
(Articulate, clear in both oral expression and
listening.)
Adaptability
(Manages stress, flexible, accepts constructive
comments, demonstrates improvement.)
Adherence to College Policy and
Procedures
(General compliance.)
FOR SUPER VISORY PERSONNEL ONLY
Management Ability
(Effective use of resources, people, time,
money.)
Leadership Skills
(Motivates others, role model,
knowledgeable, nurtures staff.)
EEO/AA Compliance
(Attentive to diversity issues.)
Supervisor's comments relating to actors and overall evaluation summary. Evaluation comments should be specific,
detailed, and include job-related examples. All evaluation ratings of "Outstanding" must be described in detail. Ratings of
"Needs Improvement" must describe action required and time line for improvement.
EPCC does not discriminate on the basis of race, color, national origin, religion, gender, age or disability.
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Employee Name
SSN
Evaluation Date
OVERALL PERFORMANCE RATING
Outstanding
Meets Expectations
Needs Improvement
Employee’s remarks regarding supervisor's overall evaluation:
This evaluation is accurate, based on my knowledge of the employee's performance, and has been discussed with the employee.
Supervisor's Signature
Title
Print/Type Supervisor's Name
Date
My signature means that this evaluation has been discussed with me. I understand that my signature does not necessarily indicate
agreement.
Employee's Signature
Date
EPCC does not discriminate on the basis of race, color, national origin, religion, gender, age or disability.
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Employee Name
SSN
Evaluation Date
Reviewer's Comments:
Reviewer's Signature
Title
Print/Type Reviewer's Name
Date
HUMAN RESOURCES PROCESSING
Date Received:
Date Posted:
Date Copy Provided to Employee and Supervisor:
EPCC does not discriminate on the basis of race, color, national origin, religion, gender, age or disability.
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PROBATIONARY PERIOD PROGRESS REVIEW
‰ Last Day of the 2nd Month
‰ Last Day of the 5th Month
Employee Name
SSN
Employment Date
Position
Department
PERFORMANCE RATING
cMEETS EXPECTATIONS:
Performing acceptable work in a competent manner, including performance which is above
job standards, which should also be reflected in narrative comments. dNEEDS IMPROVEMENT:
Needs to improve
or correct performance within a given period of time; performance action required and time line for improvement must be
reflected in narrative comments.
FACTORS
Rate Applicable Factors
c
d
SUPERVISOR'S REMARKS
Note Factors Which Exceed Expectations and/or
Need Improvement and Method of Improvement
Need
Attendance/Punctuality
Grooming/Appearance
(Personal appearance, attire appropriate to
workplace.)
Human Relations
(Awareness, sensitivity, attitude, ability to work
Judgment/Decision
(Consistent, effective, accurate.)
Professional Job Knowledge
(Current, in-depth, comprehensive, technical
skills and abilities.)
Quality/Quantity of Work
(Accurate, timely, meets deadlines.)
Organization/Planning
(Ability to plan/schedule work, demonstrates
economy of time and materials.)
Initiative/Responsibility/Effectiveness
(Creative, self-starter, thorough.)
Communication Skills
(Organized, articulate, clear in both written and
oral communication.)
Adaptability
(Manages stress, flexible, accepts constructive
comments, demonstrates improvement.)
FOR SUPER VISORY PERSONNEL ONLY
Management Ability
(Effective use of resources, people, time, money.)
Leadership Skills
(Motivates others, role model, knowledgeable,
nurtures staff.)
EEO/AA Compliance
(Attentive to diversity issues).
PF800-232
(9196)
(Continued on Reverse Side)
EPCC does not discriminate on the basis of race, color, national origin, religion, gender, age or disability.
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Employee Name
SSN
Evaluation Date
Continuation of Comments Relating To Factors (by Supervisor):
OVERALL PERFORMANCE RATING
Meets Expectations
Needs Improvement
Recommendations for Probationary Employee:
Continuation of Employment
Noncontinuation of employment
(Attach recommendation for administrative approval.)
Employee's Remarks:
My signature means that this report has been discussed with me. I understand that my signature does not necessarily indicate
agreement.
Employee Signature
Date
Supervisor Signature
Second Level Supervisor Signature Date
Date
Vice President/Executive Dean Signature
Date
EPCC does not discriminate on the basis of race, color, national origin, religion, gender, age or disability.
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