BAY de NOC COMMUNITY COLLEGE PERSONNEL POLICIES AND PROCEDURES

 Originator:    Board of Trustees

Revision Date:

Subject:        Pay Practices

303                 PERFORMANCE APPRAISALS POLICY

It shall be the policy of the Bay de Noc Community College Board of Trustees that job performance of each employee shall be evaluated periodically by the employee’s supervisor.

 PROCEDURE:

 303.1  The performance appraisal is a written evaluation of the employees job performance. It may include: the supervisor’s comments and recommendations, and an action plan for both employee and supervisor, and performance goals for the next evaluation period. Information derived from the performance appraisal may be considered when making decisions affecting, an employee including but not limited to, training needs and opportunities, merit pay increases, promotion, transfer, or continued employment. 

303.2    Performance appraisals should be completed upon the following occasions:

a)     after the first six months of employment,

b)     on each anniversary date of employment,

c)      when the employee is transferred or promoted to a new job,

d)     when the employee is assigned to a new supervisor,

e) at the time of the employee’s termination if a disciplinary or termination report is not prepared,

f)    whenever appropriate, i.e. each time the employee performs exceptionally poorly or well.  Except in the case of introduction or termination, if a performance appraisal has been completed on the employee within one month prior to one of the above occasions, a new appraisal need not be completed.

 303.3  Supervisors are encouraged to keep informal written records of significant events concerning the job performance of individuals under their supervision.

 303.4  When commenting on an employee’s overall performance during the evaluation period, supervisors may consider additional factors such as: the experience and training of the employee, job description, and the employee’s attainment of previously set objectives and goals.  Other factors that normally should be considered in the performance appraisal include, but are not limited to, knowledge of the job, quantity and quality of work, promptness in completing assignments, cooperation, initiative, reliability, attendance, judgment, and acceptance of responsibility.

303.5    Supervisors should work to avoid the following common errors that can distort the evaluation process:

a.      basing the evaluation on the employee’s most recent behavior instead of evaluating the whole performance

b.      allowing irrelevant or non-job related factors such as physical appearance, social standing, or personal habits to influence the evaluation

c.      failing to include unfavorable comments on the evaluation even though justified

d.      rating all subordinates on the same point on the scale, usually the middle

e.      allowing one characteristic of the employee or aspect of his/her job performance to distort the rest of the rating process

f.        permitting personal feelings to bias the evaluation process.

303.6      Department heads should review the supervisor’s written evaluation to help assure that the evaluation function has been properly completed in as fair and objective a manner as possible.

 303.7     After the written evaluation has been reviewed by the department head, the supervisor and employee should meet and discuss the evaluation, assess the employee’s strengths and weaknesses in a constructive manner, and set objectives and goals for the period ahead. The employee should be given the opportunity to examine the written evaluation and make written comments about any aspect of it.  The employee and supervisor should sign and date the evaluation and ensure that it is included in the employee’s personnel file.

 303.8    If the written evaluation contains an unfavorable comment or rating which the employee believes is unfair or unjustified, and the matter has not been resolved to the employee’s satisfaction during the discussion with the supervisor, the employee may take further action by using the regular grievance procedure.

 303.9     Nothing contained in this policy should be construed to prohibit or discourage supervisors from discussing an employee’s job performance with the employee on an informal basis whenever the need to do so arises. 

303.10    The procedures discussed in this policy are only guidelines.  The college may unilaterally modify or revoke them in whole or in part from time to time.  Accordingly, these procedures are not a promise or contract, express or implied, that they will be used in every instance.