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Policy

At a minimum, a formal Performance Evaluation will occur annually for all non-probationary/non- temporary staff.

  1. Probationary staff, both new hire and re-class will receive a formal six month probationary evaluation.
  2. Part year staff receiving a six month probationary evaluation on or after March 1st and full year or administrative staff receiving a six month probationary evaluation on or after May 1st are not required to have an additional annual evaluation for that program year.
  3. Additional formal mid-point probationary evaluations for new hires are required.
  4. Reclassified/promoted staff are not required to have a formal mid-point probationary evaluation but should have their new job description reviewed at mid-point, prior to their formal six month probationary evaluation (due dates for 6 month evaluations must be adhered to by all supervisors).

Additional evaluations may be performed at any time there is a need to review work performance to determine additional training, support and suitability for the position. A Performance Improvement Plan (PIP) is considered an additional evaluation. It is required that all evaluations are done on a face to face basis between the direct supervisor and staff unless there are no other alternatives.

Objective

The overall goal of this policy is to provide a positive and supportive work environment that facilitates quality services to Head Start and Early Head Start children and families. The process is designed to communicate and assess the performance expectations of positions within Head Start of Lane County, performance expectations that adhere to Agency, Federal and State Performance Standards. The process also provides support for the professional development of staff through goal setting, mentoring, training and education.

Staff are to be informed of job expectations and performance levels throughout the year via routine feedback and communication. Job performance, checklists, assessments, data review, observations, feedback, certification/license renewals, and education and/or training or other supporting documentation will form the basis for all performance evaluations ratings.

Process and Timelines

Beginning of program year (August/September) or upon hire or reclassification.

  1. All supervisors will meet with their new hires or newly reclassified staff to review current job descriptions.
  2. At the beginning of each program year supervisors must ensure that each Direct Service Staff (DST) staff member have a Professional Training Plan in place. All Non- DST Professional Training plans are optional and based upon job need and/or mutual agreement (supervisor/staff) to develop job related training.
  3. A working supervisors file should be established for each staff member that would include the initial new hire/re-class job description review, copies of all training plans, performance evaluations, feedback forms and other documents that have been reviewed with the employee. This could include e-mail and other communications between the staff person and supervisors. These files are to be kept in a secure and locked file and forwarded in a sealed envelope (marked confidential) to the new supervisor when staff are transferred, or to Human Resources upon termination/resignation.

Mid Point Probationary and 6 Month Probationary Evaluations</em> (due dates determined by number of months of continuous employment from new hire or re-class date. Dates will be offset by any leave or break periods)

  1. Notification due dates for probationary evaluations will be made available in EWS under the Manager Tab/HR Processes.
  2. Universal Mid Point Evaluation Forms shall be used for all new hires.
  3. Regular “Job Specific” Evaluation Forms shall be used for all six month probationary evaluations, both new hire and re-class.
  4. Evaluation Forms as well as Professional Training Plan Forms are available on the agency website, Resources/Document Archives/HR/Perf Evals.

End of Year Annual Evaluation (May for Part Year Staff/ June and July for Administrative and Full Year Staff)

  1. Each staff member shall receive a formal Annual Performance Evaluation (see paragraph two of this policy for new hire/re-class). At the time of the evaluation staff may submit written comments that may be included with their evaluation.
  2. Supervisors are to forward written performance evaluations to their supervisor for review and signature prior to review with staff. Annual Performance Evaluation Packets will include:
    1. Original Performance Evaluation Form – use job description and supporting evaluation form or use job specific evaluation forms when available.
    2. Include the completed original of the required DST and optional Non DST Professional Training Plan for that year.
    3. Any other documentation that supports ratings.
  3. After the evaluation is reviewed with staff, forward the packet (all documents complete, signed and dated) to Human Resources Assistant for placement into personnel files. (Supervisors are to make one copy for staff and one copy for the supervisor’s working file).

Ongoing Processes

  1. Both supervisors and staff monitor performance and provide day-to-day ongoing communication and feedback. Staff are encouraged to bring concerns,obstacles and questions to supervisors that relate to performance and expectation issues and likewise supervisors are responsible to provide clear expectations, support through training and coaching and timely answers to questions.
  2. Progress and achievements should be documented; examples are educational & training achievements, leadership and problem solving abilities and active participation in committees and program activities. Likewise supervisors should document recurrent performance problems and when needed clarification of various policies/procedures or job expectations. The primary format for this documentation is the”Feedback Form”. In all cases the original signed & dated copies of these documents are to be forwarded to Human Resources for inclusion in personnel files. Copies may be kept in the supervisors working file and should be used to support the evaluation process.
  3. Staff and supervisors should also be aware of training and educational opportunities for staff. Professional Training Plans as well as program educational/training requirements and incentives should provide the framework for continued staff development.
  4. Staff who attend in-house training are required to sign an attendance roster or complete training via moodle (training database). Staff who attend out of house training or attain educational credits must forward copies that document attendance(i.e. transcripts, certificates) to the Human Resources Assistant.
  5. Ongoing data regarding training and certification expiration for each staff member is located in EWS under the Personal Tab/Certifications. Staff are responsible to periodically review and update certifications and also to track any mandated training (such as the 15 hr annual requirement for teachers).

Policy Council Approval 05/14/02. 03/12/13

Revised/Updated February 2013. April 2014