Evaluation Process
A. The immediate supervisor will meet with an employee at the start of their review period to discuss performance expectations. The employee will receive copies of their performance expectations as well as notification of any modifications made during the review period. Employee work performance will be evaluated during probationary, trial service and transition review periods and at least annually thereafter. Notification will be given to a probationary or trial service employee whose work performance is determined to be unsatisfactory.
B. The supervisor will discuss the evaluation with the employee. The employee will have the opportunity to provide feedback on the evaluation. The discussion may include such topics as:
1. Reviewing the employee’s performance;
2. Identifying ways the employee may improve their performance;
3. Updating the employee’s position description, if necessary;
4. Identifying performance goals and expectations for the next appraisal period; and
5. Identifying employee training and development needs.
C. The performance evaluation process will include, but not be limited to, a written performance evaluation on forms used by the Employer, the employee’s signature acknowledging receipt of the forms, and any comments by the employee. A copy of the performance evaluation will be provided to the employee at the time of the review. A copy of the final performance evaluation, including any employee or reviewer comments, will be provided to the employee. The original performance evaluation forms, including the employee’s comments, will be maintained in the employee’s personnel file.
D. If an employee disagrees with their performance evaluation, the employee has the right to attach a rebuttal.
E. The performance evaluation process is subject to the grievance procedure in Article 30. The specific content of a performance evaluation is not subject to the grievance procedure.
F. Performance evaluations will not be used to initiate personnel actions such as transfer, promotion, or discipline.
Evaluation Procedures 11.1 The evaluation process is intended to provide objective feedback to an employee from their immediate supervisor to ensure satisfactory or better performance of assigned duties within their job description. It is not to be used as discipline, but can be used to inform the employee of less than satisfactory performance in an effort to have that performance improve to satisfactory or better levels within an appropriate timeframe.
11.1.1 Each employee shall have an annual conference with a written evaluation every two (2) years. Annual conferences will focus on employee contributions and areas for growth in the following year. Annual conferences shall be documented, in writing, and placed in the employee’s personnel file. The written evaluations and annual conferences shall be done by April 1 of each appropriate year. Should there be a need for an unscheduled written evaluation (one that is not a probationary or regular assessment) the immediate supervisor shall indicate on the evaluation form that it is an unscheduled evaluation and is for a specific issue or concern,
11.1.2 Probationary employees shall receive written evaluations no later than the end of the 3rd and 5th months of the probationary period.
11.1.3 Written evaluations shall be presented in a conference between the employee and their immediate supervisor. An employee may request an Association Representative to be present at these meetings.
11.1.4 Evaluations shall be based upon the immediate supervisor’s observation and knowledge of the employee's job performance. The immediate supervisor shall be a management or supervisory employee.
11.1.5 Any area of concern than may affect an employee’s written performance evaluation should be discussed with the employee within fifteen (15) days of its occurrence so that the employee is aware of the concern and can take corrective action with the goal of the concern not being necessary on the written performance evaluation.
11.2 The evaluation shall be made on a standard form which is provided for this purpose (Appendix F). The Exclusive Representative shall be notified of any proposed change of the evaluation form.
11.3 Prior to placing an evaluation in the employee's file, the employee and the evaluator shall review and discuss the evaluation and any material that is to be incorporated into the file.
11.3.1 The evaluation shall be signed by the employee and the evaluator. Additionally, the Chief Human Resources Officer shall review and sign Classified Staff Evaluation Forms. The employee's signature denotes solely that a joint review of the evaluation document(s) has taken place.
11.3.2 The employee shall receive a copy of the evaluation and may attach a written statement.
11.3.3 Following the review, the employee's evaluation shall be placed in the personnel file.
11.3.4 An evaluation that contains any rating of “needs improvement,” or
11.3.5 Salary Schedule Step Increases
11.3.5.1 Step increases are subject to a satisfactory overall performance evaluation rating of “Meets Standards” or “Exceeds Standards.” This section applies only to an overall performance evaluation rating, not individual sections of an employee’s performance evaluation.
11.3.5.2 For an employee to not receive their step increase at the normal time (July 1), an employee must receive a written evaluation no later than April 1 in order to allow them sufficient time to achieve an overall performance evaluation rating of “Meets Standards” or higher.
11.3.5.3 If an employee received an overall rating of “Needs Improvement” or “Unsatisfactory”, the employee will not receive a step increase until they obtain an overall rating of “Meets Standards” or “Exceeds Standards”.
11.3.5.4 If an employee’s scheduled step date is within 90 days of the performance evaluation needing improvement and the employee is able to improve within the 90 day time frame, the employee will receive the step increase on the first of the following month and retroactive pay back to the scheduled step date.
11.3.5.5 If the employee does not obtain a satisfactory overall rating within the 90 days of their scheduled step date, the employee will receive a step increase upon receipt of a satisfactory overall evaluation. The pay increase will be effective the first of the month following the satisfactory evaluation. NOTE: Appendix F of the Collective Bargaining Agreement shall be revised to reflect the above changes. The parties shall review and approve revisions of Appendix F prior to their being updated in the Collective Bargaining Agreement.
11.4 The personnel file of each employee shall be maintained at the San ▇▇▇▇ Obispo County Office of Education Human Resources Department.
11.5 Any materials, except as specifically excluded by 11.6 of this Article, relative to an employee's employment relationship shall be contained in the employee's personnel file.
11.5.1 Contents of the personnel file shall be kept in the strictest confidence in keeping with appropriate provisions of the California Education and Government Codes.
11.5.2 The Employer shall keep a log indicating the person(s) who have examined personnel file as well as the date on which such examination was made. The log shall be maintained in the employee's personnel file.
11.5.3 Any complaint relative to an employee's work performance from a person other than the employee's evaluator shall be in writing and signed by the person complaining. The Chief Human Resources Officer shall review all written complaints prior to the complaint being placed in the employee’s personnel file. Any complaint or charge that is withdrawn shall be removed from the employee's personnel file. Upon written request to the Employer, a complaint or charge that has been proven to be false and unsubstantiated shall be removed from the employee's personnel file.
11.6 Materials in the personnel file of an employee which may serve as a basis for affecting employment status are available for inspection by the employee or by a representative designated in writing by the employee. Ratings, reports, or records which were obtained prior to the employment of the employee shall be excluded from any review by the employee or the employee's representative.
11.6.1 An employee shall be allowed to inspect the personnel file upon request, provided that the request and inspection is made at a time when such employee is not actually required to render services to the Employer.
11.6.2 Information of a derogatory nature, except as that contained in an evaluation or excluded by 11.6 of this Article, shall not be placed in an employee's personnel file unless the employee is given notice of the pending placement and an opportunity to review and comment thereon.
a. The employee shall be notified and shall receive a copy of any derogatory information at least ten (10) days before the material is placed in the employee's personnel file.
b. The employee shall be given the opportunity to initial and date the material and to prepare a written response. The written response shall be attached to the material.
c. The review shall take place during normal business hours and the employee shall be released from duty without loss of pay for this purpose.
Evaluation Procedure 9.1.1 The District retains the responsibility for evaluation and assessment of performance of unit members subject only to the following procedural requirements. No grievance arising under this Article shall challenge the content of the evaluation; any grievances shall be limited to a claim that the following procedures have been violated.
9.1.2 Probationary status unit members shall be evaluated at least once each school year. Permanent status unit members shall be evaluated at least once every two (2) school years. If a unit member is scheduled to be evaluated, but has been granted a leave of absence of one (1) semester or longer, such evaluation may take place during that school year, or upon determination by the Superintendent may take place during the next school year. The prior sentence does not preclude observations at any time. The unit member to be evaluated and the supervisor, with the written consent of the Superintendent, may in writing waive any evaluation during any school year.
9.1.3 The classified evaluation form is attached as Appendix “F”.
9.1.4 Each unit member to be evaluated shall be observed as determined by the Superintendent or designee during the year of evaluation. Prior to any negative ratings/evaluations of permanent status unit member’s annual evaluation, the immediate supervisor shall discuss with the employee within ten (10) working days of learning of any matter which may warrant placement of an entry into the employee’s evaluation.
9.1.5 The final written evaluation of the unit member shall be completed on or before thirty (30) days prior to the last pupil attendance day. No such evaluation shall be based on events which cannot be investigated. Such evaluation shall include specific performance deficiencies and recommendations for improvement. A final evaluation conference shall be scheduled within the same time lines.
9.1.6 Unit members have the right to respond in writing at any time on any evaluation topic during the evaluation process. Provided such written response is received by the District within five (5) working days of date of the document to which the unit member is responding.
9.1.7 Within ten (10) calendar days after receipt of the evaluation the unit member may prepare a written response to the evaluation and the evaluation shall be placed in the unit member's personnel file if received within said ten (10) days.
Program Evaluation The School District and the College will develop a plan for the evaluation of the Dual Credit program to be completed each year. The evaluation will include, but is not limited to, disaggregated attendance and retention rates, GPA of high-school-credit-only courses and college courses, satisfactory progress in college courses, state assessment results, SAT/ACT, as applicable, TSIA readiness by grade level, and adequate progress toward the college-readiness of the students in the program. The School District commits to collecting longitudinal data as specified by the College, and making data and performance outcomes available to the College upon request. HB 1638 and SACSCOC require the collection of data points to be longitudinally captured by the School District, in collaboration with the College, will include, at minimum: student enrollment, GPA, retention, persistence, completion, transfer and scholarships. School District will provide parent contact and demographic information to the College upon request for targeted marketing of degree completion or workforce development information to parents of Students. School District agrees to obtain valid FERPA releases drafted to support the supply of such data if deemed required by counsel to either School District or the College. The College conducts and reports regular and ongoing evaluations of the Dual Credit program effectiveness and uses the results for continuous improvement.
Evaluation 1. The purposes of evaluation provisions include providing employees with feedback, and employers and employees with the opportunity and responsibility to address concerns. Where a grievance proceeds to arbitration, the arbitrator must consider these purposes, and may relieve on just and reasonable terms against breaches of time limits or other procedural requirements.