PULASKI TECHNICAL
COLLEGE
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.
AA=ABOVE 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.
S=SATISFACTORY - A rating reflecting the
performance of the duties and
responsibilities which demonstrates
competency in the performance of the duties
and responsibilities of the job.
U=UNSATISFACTORY -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,
don’t build a case.
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Some Common Rater Errors
Error A: Tendency to rate
employee relative to other
individuals.
Solution A: Base evaluation on
per-determined job performance.
Error B: Tendency to make an
initial favorable or unfavorable
judgment about an employee that
is not justified by the employee’s
subsequent job behavior.
Solution B: Reserve judgment until
end of rating period. Be a note
taker more than an evaluator
during the interval.
Error C: Inappropriate
generalization from one aspect of
a person’s performance to all
aspects of the person’s job
performance.
Solution C: Don’t 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 employee’s
performance of the key
responsibilities in relation to the
performance standards of the
position.
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Advantages of Performance
Evaluation
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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)
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