Performance Management
for Professional Employees in PSNU
1/11/2012
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Requirements for Program and Evaluation
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Policy
• Basis for requiring periodic evaluations of PEs
BOT Policy Article XII, Title C, Section 4 Para (a):
– Each professional employee in the PSNU shall have his or her
performance evaluated by the employee’s immediate supervisor
– Formally, in writing, once each year
– During the term of appointment, and as changing conditions warrant
– Exception- when serving final year following notice of non-renewal
– Evaluation based on a PP determined by supervisor following
consultation with employee
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Appendix A-28 MOU
• Specific Provisions in MOU of Agreement
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Purpose of Evaluation
Determining Objectives and Criteria
Consultation with Secondary Sources
Written Performance Program
Modification of Program
Timing Requirements
Performance Evaluation
New Performance Program
Final Evaluation
Evaluation Review
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Purpose of Evaluation
• In accordance with MOU:
– Provides the President with consultation in making a decision to
renew or non renew an appointment
– Provides a base for performance improvement
– Serves as a guide to reevaluate job functions
– Provides the President with consultation for promotions and DSI
– Provides a basis for career growth
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Purpose of Evaluation
• In accordance with MOU
– Employee must be appraised in relation to a PP
– PP form available on OHR website
• www.esc.edu/hr
Forms- Performance Programs – PE PM Forms
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Performance Program
• Appraisal is in Relationship to PP
– Evaluation Process Begins with an Initial Consultation
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Nature of duties and responsibilities
Supervisory relationships
Functional relationships
Immediate and long term objectives
Criteria for Evaluating Achievement
– Realistic but challenging
– Specifically defined
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Determining Objectives and Criteria
– Supervisor, after consultation with employee shall determine
objectives to be achieved during the evaluation period
– Examples from which criteria should be based:
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Effectiveness in Performance
Mastery of Specialization
Professional Ability
Effectiveness in University Service
Continued Growth
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Secondary Sources
– Agencies, offices, or individuals which will be involved with the
performance of the employee
– Immediate supervisor, after consultation with PE, identifies in PP
the SS to be consulted
– Include relationship between SS and PE
– Individuals identified as SS should be advised of their role
– SS should provide comments on PE’s performance when
requested
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Written Performance Program
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Program finalized in writing, signatures of both ES and PE
Forward to next administrative level for signature
Others signing should review the program
Once all signatures complete, all parties receive copy
If PE and ES do not agree on contents of PP, the PE has right to
attach statement to PP w/in 10 workings days from receipt
– For new employees, ES shall consult w/ PE w/in first month of
initial appointment; PP shall be established w/in 15 working days
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Modification of Performance Program
– As circumstances warrant
– Employee and supervisor meet to review
– Specify in writing
– Same procedures outlined in preparing original PP
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Performance Evaluation
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Form available on OHR website www.esc.edu/hr
ES prepares preliminary evaluation and new PP
Evaluation should include summary of information from SS
Commendable performance and/or areas of improvement may
be identified
– Shall include a summary characterization of performance as
either satisfactory or unsatisfactory
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Performance Evaluation
• Performance Evaluation
– When appropriate, report shall contain recommendation relating
to renewal or nonrenewal
– PE shall receive the recommendation pertaining to
reappointment no later than 45 calendar days prior to date upon
which notice of NR is due
– ES and PE meet to discuss preliminary evaluation and new PP
– If evaluation is unsatisfactory, basis for this shall be part of
discussion
– Based on evaluation of PE in relation to PP and upon
information obtained during discussion with the PE, the ES
prepares a final written evaluation report along w/ new PP
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Performance Evaluation
• Performance Evaluation
– The PE’s signature signifies only that the PE has received and
discussed w/ ES
– Signature does not represent agreement or disagreement with
the evaluation
– PE shall be provided w/ a dated copy of PE no less than 45 days
prior to the notification date for non-renewal of a term
appointment
– OHR provides copies once all reviews and signatures in place
– Original is placed in PE personnel file
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Performance Evaluation
• Review of Unsatisfactory Evaluation
– When a PE intends to seek a review of unsat. evaluation:
• PE must inform in writing the ES, Chair of CPE, and President or
designee (OHR) within 10 working days of receipt of report
• OHR coordinates this process in collaboration w/ ES and related
parties
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Procedures
• CPE Review
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Review addresses both procedure and substance of the UE
Committee shall have access to all previous evaluations
May request information from secondary sources
May request that the immediate supervisor respond to inquiries
May call upon any individual relevant to the evaluation
Written recommendation is prepared w/in 25 working days from
date of appeal
– Copies to PE, ES, ESS, President
– Within 10 working days, President will take action as they deem
appropriate , written notice provided to same parties
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Procedures
• CPE
– Failure of committee to initiate and complete a timely review
shall not prevent the President from acting upon
recommendations in the final evaluation report to conform with
the notice requirements in the event of a non-renewal of a term
appointment.
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Procedures
• MOU- Appendix A-28
– A statement of mutual intention and shall not be subject to
grievance and arbitration
– Procedural steps of the Policies of the BOT involving matters of
appointment, evaluation and/or promotion of employees shall
remain subject to review in accordance with Article 7 of the
Agreement
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Division Schedules
• Purpose
– To provide access by supervisors to due dates for performance
programs and evaluations for employees on a term appointment
– Due dates are based on requirements in the Agreement and
BOT policies for notice of non renewal
– Final evaluation must be provided to employee not less than 45
calendar days prior to the notification date for non-renewal of a
term appointment
– Notification dates are based on length of employment
– If you do not currently have access, please contact Jim Nicosia
at James.Nicosia@esc.edu
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Division Schedules – Effective 1/1/13
• Please Note: Professional Employees with a start date of 1/1/13 or
later will be placed on a newly formulated schedule.
• This schedule arranges for programs and evaluations to cover one
full year.
• Approximately six weeks prior to the end of the program period, the
evaluation and future program will be due to OHR.
• This schedule provides the supervisor with more time to evaluate
the Professional Employee prior to making a recommendation on
the evaluation.
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Notice of Non Renewal
• 45 calendar days prior to the end of a part time term
appointment
• 3 months prior to the end of a term expiring at the end of
PEs first year of uninterrupted service
• 6 months prior to the end of a term expiring after the
completion of one, but not more than two years of
uninterrupted service
• 12 months prior to the end of a term expiring after two or
more years of uninterrupted service
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Associated PAF Requirements
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PAF required to renew or non renew employee
Dates should coincide with former appointment term
Approval process through IE
If unfamiliar w/ IE contact James.Nicosia@esc.edu for
instructions
• Should be completed in concert with the performance
review cycle
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Common Errors
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Use of template from prior year or other employee
Incorrect dates
Evaluation signed before PP provided
Failure to consult with PE in establishing PP, PE
Incorrect Title
Incorrect Supervisor
State Title not reflected or incorrect
Salary Level (SL) incorrect
Untimely
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