4-38: Performance Appraisal – Policy

Policy Overview

The purpose of this policy is to provide guidance for the appraisal of employee performance and development as required to meet Santa Fe Community College’s (SFCC or College) goals and mission.

Scope and Applicability

This policy applies to all full-time, regular status part-time, term, and temporary employees of SFCC.

Policy Statement

SFCC conducts performance appraisals of full-time, regular status part-time, term, and temporary employees to assess employee job performance, provide feedback, set goals and establish a plan of action to further develop its employees. The goal of SFCC’s employee performance appraisal policy is to provide useful tools to assess employee job performance, state clear job expectations and provide a mechanism for continual constructive communication between the employee and the supervisor for effective, productive performance results. (See Policy 4-37 Evaluation of Faculty.)

Definitions

1. Employee – Full Time Scheduled to work an average of 30 or more hours per week.
2. Employee – Part-Time One who is regularly scheduled to work less than 30 hours per week, regularly.
3. Employee – Regular Hired to fill a regular full- or part-time position and who has successfully completed his or her probationary period. Regular Employees have an expectation of continued employment and may be terminated only for good cause. Regular Employees are eligible to apply for any position posted as internal to SFCC employees only.
4. Employee – Term Hired to work in a grant funded position or with a specific term of employment.
5. Employee – Temporary is one who is hired to fill a full- or part-time, non-permanent position for no more than 24 consecutive months. An employee who has been in a temporary position for greater than 24 months will be assessed by the Office of Human Resources for regular employment.

Policy Process

Review and feedback of an employee’s performance should occur on a regular basis throughout the year for best results. The employee and the supervisor should have regular meetings to discuss job priorities, ideas and suggestions from the employee to enhance department performance, individual performance expectations and further developmental needs. Supervisors should develop work performance standards based on the employees’ current job description and communicate these standards to employees upon commencement of their appointment or upon revision of the job description.

1. Using the instrument developed and provided by the Office of Human Resources,  supervisors shall complete a full formal performance appraisal on each of their regular staff employees every year. Appraisals must be conducted and completed for each employee, unless an extension has been approved by the Executive Director of Human Resources.
   1. This formal annual appraisal shall be designed for the employee to define successes, make suggestions for changes in the department, as well as assist the employee to improve performance and shall be based on the employees job description, responsibilities, duties, and goals.
   2. The appraisal process must include a self-review of performance, which shall include a written account of the employees’ goals and objectives for the appraisal period and a summary of actual achievements during this period.
   3. Additional formal appraisals may be conducted at the discretion of the supervisor.
2. Staff Employee Appraisals during Probationary Period
   1. Supervisors shall conduct two formal performance appraisals on all such employees as of the 90th day and 30 days prior to the end of the employee’s probationary period. Any extension must be approved by the Executive Director of Human Resources.
   2. Upon completion of the probationary period, supervisors will then conduct performance appraisals on the regular annual schedule.
3. All performance appraisal documents are to be kept confidential to the greatest extent possible with access limited only to those individuals on a business need-to-know basis as appropriate, or in compliance with any state or federal law.
   1. A copy of each completed Performance Appraisal Form and goal review shall be placed in the employees personnel file.
   2. The Office of Human Resources will periodically review performance appraisals for Equal Employment Opportunity compliance issues and bring any concerns to the attention of the President.
4. A supervisor should consult with the Office of Human Resources as soon as possible after deterioration in an employee’s performance which may result in an overall rating of “Below Expectations” in the performance appraisal. A draft of the performance appraisal should be provided for review by the supervisor to the Office of Human Resources prior to the appraisal being issued to the employee (see Policy 4-2 Employee Corrective Action and Disciplinary Action.
5. A supervisor leaving a position is expected to document employee performance prior to leaving. If an employee’s supervisor changes, the employee will normally be reviewed on the goals/duties, performance standards, and expectations stated in the last written performance review. The new supervisor will meet with the employee to discuss and document any changes to the previously stated goals/duties, performance standards, and expectations.
6. Each employee shall receive a fully signed and executed copy of their completed Performance Appraisal Form from their supervisor within seven business days after the meeting between employee and supervisor has taken place.
7. If a post-probationary employee disagrees with their written performance review, the employee may, within 30 calendar days from the date the employee’s supervisor signed and presented the Performance Appraisal Form, attach a response to the performance review, request reconsideration by the next level supervisor, or contact the Office of Human Resources for assistance. The final decision is made by the next level supervisor taking into consideration any attached responses, reconsiderations, and/or guidance from the Office of Human Resources.

Statement of Accountability and Responsibility

The President, through the Executive Director of Human Resources and the Office of Human Resources, shall be responsible for enforcing human resources policies and procedures. The Office of Human Resources shall work with the different departments and offices to comply with this policy and develop procedures that will enforce this policy regarding awareness, prevention, and remediation.

Authority

Policy 4-2 Employee Corrective Action and Disciplinary Action
Policy 4-37 Evaluation of Faculty

Approval

Governing Board Approved: 3/21/02
Revised and SFCC Governing Board approved: 5/30/02
Revised and SFCC Governing Board approved:7/29/03
Revised and SFCC Governing Board approved: 12/11/03
Revised and SFCC Governing Board approved: 9/02/09
Revised and SFCC Governing Board approved: 10/27/09
Revised and SFCC Governing Board approved: 9/10/15
Revised and SFCC Governing Board approved: 2/18/16