4-38: Performance Appraisal – Policy

Policy Overview

The purpose of this policy is to provide guidance for the appraisal of employees’ performance and development as required to meet SFCC’s 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

Santa Fe Community College (SFCC) conducts performance appraisals of full-time, regular status part-time, term, and temporary employees to assess employees’ 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’s job performance, state clear job expectations and provide a mechanism for continual constructive communication between the employee and supervisor for effective, productive performance results. (See Policy 4-37 Evaluation of Faculty.)

Definitions

  1. Full Time Employee: Scheduled to work an average of 30 or more hours per week.
  2. Part-Time Employee: Scheduled to work less than 30 hours per week, regularly.
  3. Regular Employee: Hired to fill a regular full or part-time position and who has successfully completed his or her probationary period.
  4. Term Employee: Hired to work in a grant funded position or with a specific term of employment.
  5. Temporary Employee: Hired to fill a full- or part-time, non-permanent, position for a specified period.

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 Office of Human Resources (OHR), 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 for OHR.
    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 for OHR. (Please refer to Policy 4-39 Employment of Regular Employees)
    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. OHR 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 OHR as soon as possible after deterioration in the 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 OHR prior to the appraisal being issued to the employee. Please refer to 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 his or her completed Performance Appraisal Form within seven (7) business days from their supervisor after the meeting between employee and supervisor has taken place.
  7. If a post-probationary employee disagrees with his/her written performance review, the employee may, within thirty (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 OHR for assistance. The final decision is made by the next level supervisor taking into consideration any attached responses, reconsiderations, and/or guidance from OHR.

Statement of Accountability/Responsibility

The President, through the Executive Director for OHR, shall be responsible for enforcing human resources procedures and policies.  OHR 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
Policy 4-39 Employment of Regular Employees
SRO/AO/FRV 03.21.02 (POLICY APPROVAL: 05.30.02)
SFCC Governing Board Updated: 7/29/03
Updated: 12/11/03
MW/KQ Updated: 9/02/09 SFCC
Governing Board approved: 10 / 27 / 09
Updated: 9/10/15
Revised and SFCC Governing Board approved: 2/18/16

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Irrigation Repair

Santa Fe Community College will be repairing irrigation lines at the central roundabout (the drop-off area by the flag poles) Monday, April 23 through Monday, April 30. During repairs, the roundabout will not be accessible. Please use other entrances into the main and West Wing parking lots. No parking areas will be affected. Please use caution when walking or driving in the vicinity. Thank you for your patience while we make improvements to campus.