Procedure 5.41.01 - Evaluation of Faculty & Staff Personnel


For the purpose of evaluation, employees at Southeastern Community College (SCC) are classified as faculty or staff. The College has established two evaluation instruments, one for curriculum faculty and one for staff, including full-time Workforce/Continuing Education faculty. Each form has been designed to specifically address the unique differences between the two areas of employment. It is the responsibility of the immediate supervisor to fully explain the evaluation form and system to their employee.  

I. Definitions
  1. SCC Employee Performance Evaluation Form:  The performance evaluation form used to formally evaluate all staff employee (to include Workforce and Continuing Education faculty) performance.
  2. SCC Curriculum Faculty Performance Evaluation Form:  The performance evaluation form used to formally evaluate all full time curriculum faculty performance.
  3. Performance Management Cycle:
    Evaluation/Planning/
    Review
    Curriculum Faculty Staff/Workforce &
    ConEd Faculty
    Annual Evaluation Time Period Contract Term (August – May) April 1 – March 31 the following year
    Annual Review and Planning Session September (Planning) April (Review & Planning) April
    Semi-annual Review Time Period April 1 – September 30
    Semi-annual Review and Planning Session December/January (as needed) October

     

     

  4. Annual Evaluation Period: The annual review period for SCC faculty and staff has been established as August through May for faculty employees and April 1 through March 31 for staff to include Workforce and Continuing Education Faculty.
  5. Annual Review: An annual review is conducted on all SCC employees.  The annual review is both the end and the beginning of the performance management cycle. It is a synopsis and assessment of the fiscal year completed and sets expectations for the fiscal year ahead.
  6. Performance Planning Session: A meeting held between the supervisor and the employee, usually immediately following the annual review, whereby both parties establish the position responsibilities, projects and/or performance standards by which the employee will be measured for the next evaluation period.
  7. Semi-annual Review and Planning Session: A meeting held between the supervisor and the employee at the mid-cycle stage of the annual evaluation period.  This is an opportunity to review progress during the evaluation period and revise/up-date goals, objectives and development plans as changes occur.
  8. Performance Improvement Plan: The Performance Improvement Plan (PIP) is designed to facilitate constructive discussion between a faculty/staff member and his or her supervisor and to clarify the work performance to be improved.  It is implemented, at the discretion of the supervisor, when it becomes necessary to help a faculty/staff member improve his or her performance. The supervisor develops the PIP with the purpose of the outlining expectations and activities to help the employee to attain the desired level of performance.
II. Introduction  

All curriculum faculty and staff members to include Workforce and Continuing Education faculty are evaluated using the appropriate Performance Evaluation form. Both the supervisor and the employee being evaluated should take the evaluation very seriously. It is imperative that the employee being evaluated understands all expectations; which is the responsibility of the supervisor.  

The evaluation should take a three prong approach.  Performance should be based or focused on; (1) job duties listed in the employee’s Position Description; (2) objectives established by the supervisor; and (3) the employee’s personal objectives that have been approved by the immediate supervisor.   The evaluation form will be used to document the results of the evaluation.  Specific instructions for completing the evaluation are outlined on each evaluation form.

III. Initial Evaluation Procedures

Each new employee is considered a provisional employee for the first year of employment. Supervisors are encouraged to use these guidelines as a tool to assist in their planning and preparation of annual performance reviews at SCC.  

  1. Supervisors are required to conduct a special performance review and planning session for newly hired full-time employees within the first 30 days and 90 days of employment.   
  2. Performance evaluation is critical for the success of a new employee as well as an employee with a new assignment.  Supervisors are required to conduct a performance review for employees with a new assignment within the first 30 days and at 90 days after entering the new assignment.   
  3. At the end of the first six months of employment a semi-annual performance evaluation should be completed to provide feedback to the employee.  Performance during the entire review period should be considered.  
  4. This evaluation should be discussed in depth between the supervisor and employee and the form completed, signed, and dated by both the supervisor and the employee.  Once the form in the evaluation process is completed, it is forwarded to the appropriate vice president responsible for review and approval, then forwarded to the human resources office to be filed.  
  5. Employees will be moved to the regular Performance Management Cycle after their provisional contract is complete or in April as part of the Regular Performance Management Cycle, at the discretion of their supervisor.
  6. At any time prior to the end of the provisional contract, either the new employee or the college can terminate the employment agreement.  Should it be necessary to terminate an employee during the provisional period for reasons other than cause, a two week notice will be given.
IV. Performance Management Cycle – Curriculum Faculty

Annual Review

The annual evaluation period for curriculum faculty employees is considered to be the annual contract term from August – May of the following year.  For curriculum faculty employees who are not in a probationary period, an Annual Performance Review and Planning Session must be conducted.   

The annual performance review will be conducted by the supervisor in April.  Annual performance evaluations are reviewed and filed in the same manner as described in item #4 of the Initial Evaluation Procedures.  All evaluations will be completed and submitted to the human resources office by April 30 of the current year.

To assist in ensuring timely and complete preparation for the review process, it is often valuable for employees to complete a self-assessment.  The SCC Curriculum Faculty Performance Evaluation form will be used by the faculty member to conduct a self-assessment prior to the formal evaluation.   

During the annual performance review the employee and supervisor will:

  • Review the position description.  Any changes to the position description must be submitted to the Director of Human Resources for review and submission to the appropriate Vice President and/or President for approval. The official position descriptions are filed in the Human Resources Office.  
  • Recognize positive areas of performance.  
  • Review the expectations of the employee.
  • Address areas that need improvement by the employee. When necessary, the supervisor will establish performance objectives to be included in the employees plan for improvement.
  • Review the performance evaluation form with the employee. The employee and supervisor will sign the form. The employee signature indicates only that the evaluation has been reviewed.
  • Identify goals for the development plan.

Following the review, the supervisor will:

  • Attach an addendum (if necessary) to the evaluation indicating outstanding or substandard performance by an employee during the fiscal year.
  • Forward the evaluation to the appropriate Vice President for signature.  
  • Ensure the original Employee Performance Evaluation form is received in the Human Resources Office no later than April 30 of the current year.

Planning Session

A planning session will also be conducted in April during the Annual Review.  Supervisors will discuss the employee’s job performance during the review period, review position responsibilities (if appropriate), and establish projects and/or performance standards by which the employee will be measured.   The College’s Strategic Plan will serve as a reference in the development of objectives, goals and project work.   

Upon returning for the upcoming fall semester, supervisors will meet with faculty members on an individual basis in September to review performance expectations, goals, objectives and development plans as established in the evaluation conducted in April.  At this time, the performance plan will be revised (if necessary) to meet new goals and objectives that may have changes since the evaluation conducted in April.    

Semi-annual Review and Planning Session

Should plans change, need to be modified, or should the supervisor want to give additional feedback during the evaluation year, a Semi-annual Review and Planning Session will be scheduled during the December/January timeframe.   

V. Key Elements of the SCC Curriculum Faculty Evaluation Form

The SCC Curriculum Faculty Performance Evaluation Form is available on Infonet. No substitute forms or alterations of the forms are permitted, unless HR has specifically approved and authorized the substitute forms or changes.  The form is in the PDF format. The forms can be opened with Adobe Acrobat, completed, saved on a hard drive and printed.

Identifying Information – This section of the form requests identifying information such as date of the evaluation, employee name, position title, division information, review period, evaluator and title.

Competencies and Rating Results

Southeastern Community College faculty members define their role as involving three interrelated areas:  quality instruction, dedicated service, and professional development. The Faculty Performance Evaluation serves as a mechanism to assist both planning and implementing goals within the framework of the faculty job description.  The Faculty Performance Evaluation is to be understood as an improvement process that tracks teaching, service, and professional development activities over the course of one year.   

Quality instruction is assessed in four ways:  (1) by the faculty member; (2) by the faculty member’s Supervisor (Division Chair or Director, and/or their Designee); (3) by a peer evaluator  (chosen by the Division Chair or Director and, whenever possible, selected from a closely related discipline to the faculty member being evaluated); and (4) by students.  The student assessment is completed on-line and is a separate component of the faculty evaluation.

The following general competencies will be used to assess an employee’s performance:

  • Quality Instruction: Teaching Assessment
         Quality Instruction
    Teaching Methodologies
    Instructional Delivery
  • Dedicated Service
         Program Advising & Registration
    Other Essential Duties
  • Professional Development

The institution may use the information from assessments to plan appropriate professional development activities that target faculty growth, provide recognition for outstanding performance, and strengthen instruction, service, and professional development at the institution.

Goals and Performance Planning

Achievements – Within the section of Professional Development, goals and professional development of the faculty member will guide the employee’s performance for the coming year.  Goals will be discussed and agreed upon by the faculty member and supervisor at the semi-annual review with goal achievements and progress documented during the annual evaluation.

Plan – The second component to Professional Development for the faculty member is identifying goals, objectives and resources needed for personal development needs for the upcoming year and should be developed during the semi-annual review process.  This allows the supervisor and staff employee to identify what steps will need to be taken to attain the targeted goal. This might include training or other activities that the employee can perform or learn in order to improve, develop or enhance their skills and knowledge.

This is an important content area for all of the performance reviews. The information entered into this section acts as a performance map for the coming performance review period.  Supervisors will list goals and personal/professional development plans that will guide the employee’s performance for the coming year. These goals will form the basis for the next year’s review process. It is critically important that the supervisor and employee spend time in identifying appropriate goals for the coming year.

Faculty Summative Conference – This allows the supervisor of the faculty member to highlight areas of commendation for performance during the evaluation period.  During this phase of the review, the supervisor will document areas of growth as well as areas of concern (if any).

Faculty Overall Rating – This section on the form provides an overall rating value for the performance review year. This rating should be related to the specific factor scores and reflective of the supervisor’s analysis of the employee’s performance as a whole for the entire performance review period. A section is also provided for the supervisor to comment and explain the overall rating given to the employee.  

For an overall rating of “Partially Achieving Expectations” the supervisor will develop a Performance Improvement Plan which will be issued to the employee requiring improved performance during an establish period of time.  An overall rating of “Not Acceptable” the supervisor must provide expanded information why the employee warrants the rating, a Performance Improvement Plan and a probationary contract will be issued to the employee.  

Contract Recommendation – The supervisor is responsible for making a contract recommendation based on the employee’s job performance during the entire fiscal year.   Vice President and President’s signatures are required on all Performance Evaluations.

Employee Comments – All employees have the right to add comments concerning their annual reviews. Such comments may include acknowledgement or disagreements with the performance ratings given by the supervisor.  Prior to affixing signatures, the supervisor should ask the employee if they wish to add comments.  If the employee plans to submit written comments after the review meeting rather than include them on the form, the supervisor should note and initial that the employee has indicated they will submit written comments directly to Human Resources.  

Signatures – In this final section, space is provided for three signatures: the employee, the supervisor who conducted the performance review meeting, and the next level supervisor or administrator charged to sign off on the performance review. As noted on the review forms, an employee’s signature does not mean they agree with the evaluation results.  It indicates that the employee and supervisor met to discuss the performance review.  Some employees may still choose not to sign the form.  Should this occur, it is recommended that the supervisor note their refusal on the form or request a witness to verify the employee’s refusal to sign the form.  For both the supervisor and next level reviewer, please print the name and then sign on the appropriate lines.  

The President’s signature is required when an employee receives an overall rating of “Exceeding Expectation” or “Renew on Probationary Contract” or “Do Not Renew.”

VI. Performance Management Cycle – Staff and Workforce/Continuing Education Faculty

Annual Review and Planning Session

For staff employees to include Workforce and Continuing Education faculty who are not in a probationary period, a performance review and planning session must be conducted annually. This evaluation, must be executed and submitted to the human resources office by April 30 of each year and pertain to the period of April 1 of the preceding year to March 31st of the current year.  Annual performance evaluations are reviewed and filed in the same manner as described in item #4 of the Initial Evaluation Procedures.

To assist in ensuring timely and complete preparation for the review process, it is often valuable for employees to complete a self-assessment.  A sample staff (to include Workforce and Continuing Education faculty) self-assessment form is located on the HR web site.

During the annual performance review the employee and supervisor will:

  • Review the position description.  Any changes to the position description must be submitted to the Director of Human Resources for review and submission to the appropriate Vice President and/or President for approval. The official position descriptions are filed in the Human Resources Office.  
  • Recognize positive areas of performance.  
  • Review the expectations of the employee.
  • Address areas that need improvement by the employee. When necessary, the supervisor will establish performance objectives to be included in the employees plan for improvement.
  • Review the performance evaluation form with the employee. The employee and supervisor will sign the form. The employee signature indicates only that the evaluation has been reviewed.
  • Identify goals for the performance enrichment plan.

Following the review, the supervisor will:

  • Attach an addendum (if necessary) to the evaluation indicating outstanding or substandard performance by an employee during the fiscal year.
  • Forward the evaluation to the appropriate Vice President for signature.  
  • Ensure the original Employee Performance Evaluation form is received in the Human Resources Office no later than April 30 of the current year.

Planning Session

A planning session will also be conducted in April during the Annual Review.  Supervisors will discuss the employee’s job performance expectations during the upcoming review period, review position responsibilities (if appropriate), and establish projects and/or performance standards by which the employee will be measured.   The College’s Strategic Plan will serve as a reference in the development of objectives, goals and project work.   

Semi-annual Review

The semi-annual review period is April 1 through September 30 of each year.  Supervisors will schedule a semi-annual review and planning session in October for existing full-time employees.  During this review, supervisors will discuss the employee’s job performance during the review period, review position responsibilities (if appropriate), and ensure established projects and/or performance standards by which the employee will be measured are on track.   The College’s Strategic Plan will serve as a reference in the development of objectives, goals and project work.

Semi-annual evaluations shall be completed on the appropriate form for the employment classification and shall be based upon the established criteria.   All semi-annual reviews will be completed by the end of October.  Semi-annual review plans will be maintained by the supervisor and submitted at the time of the annual review.

VII. Key Elements of the Staff and Workforce/Continuing Education Faculty Evaluation Form

The SCC Staff (to include Workforce and Continuing Education Faculty) Performance Evaluation Form is available on Infonet. No substitute forms or alterations of the forms are permitted, unless HR has specifically approved and authorized the substitute forms or changes.  The form is in the PDF format. The forms can be opened with Adobe Acrobat, completed, saved on a hard drive and printed.

The forms are available on the forms page of the HR web site. No substitute forms or alterations of the forms are permitted, unless HR has specifically approved and authorized the substitute forms or changes.  Both annual evaluation forms are in the PDF format. The forms can be opened with Adobe Acrobat, completed, saved on a hard drive and printed.

Identifying Information – This section of the form requests identifying information such as date of the evaluation, employee name, position title, division information, review period, evaluator and title.

Competencies and Rating Results – Each form has a series of competencies and blocks for designating a rating results. For hourly, classified, non-supervisor staff this includes eleven (11) rated competencies plus space for other comments related to performance.  For staff employees with supervisory/managerial responsibility, a final competency related to supervision and leadership is required.   

The following general competencies will be used to assess an employee’s performance:

  • Productivity/Quality of Work  
  • Initiative
  • Job Knowledge
  • Customer/Client Service
  • Problem Solving/Decision Making
  • Written Communications
  • Oral Communications  
  • Interpersonal Skills
  • Dependability
  • Cooperation/Teamwork
  • Life-long Learning/Professional Development
  • Supervision & Leadership (if applicable)

Comments – Following a discussion of the general competencies ratings comments should be included to support the rating.  Comments are required for competencies in which an employee receives an Exceeds Expectation, Needs Improvement/Partially Achieving Expectations or  Unsatisfactory/Not Acceptable rating.  Supervisors may also choose to document positive work habits of the employee.   

Goals and Performance Planning

Plan for Next Period – This is an important content area for all of the performance reviews. The information entered into this section acts like a performance map for the coming performance review period.  Supervisors will list goals and personal and professional development plans that will guide the employee’s performance for the coming year. Since these goals will form the basis for the next year’s review process, it is critically important that the supervisor and employee spend time in identifying appropriate goals for the coming year.

 Development Needs – This allows the supervisor and staff employee to identify what steps will need to be taken to attain the targeted goal. This could include training or other activities that the employee can perform or learn in order to improve, develop or enhance their skills and knowledge.  

Staff Overall Rating – This section on the form provides for an overall rating value for the performance review year. This rating should be related to the specific factor scores and reflective of the supervisor’s analysis of the employee’s performance as a whole for entire performance review period. A section is also provided for the supervisor to comment and explain the overall rating given to the employee.  

For an overall rating of “needs improvement” the supervisor will develop a Performance Improvement Plan which will be issued to the employee requiring improved performance during an establish period of time.  An overall rating of “Unsatisfactory” the supervisor must provide expanded information why the employee warrants the rating, a Performance Improvement Plan and a probationary contract will be issued to the employee.

Contract Recommendation – The supervisor is responsible for making a contract recommendation based on the employee’s job performance during the entire fiscal year. Vice President and President’s signatures are required on all Performance Evaluations.

Employee Comments – All employees have the right to add comments concerning their annual reviews. Such comments may include acknowledgement or disagreements with the performance ratings given by the supervisor.  Prior to affixing signatures, the supervisor should ask the employee if they wish to add comments.  If the employee plans to submit written comments after the review meeting rather than include them on the form, the supervisor should note and initial that the employee has indicated they will submit written comments directly to Human Resources.  

Signatures – In this final section, space is provided for three signatures: the employee, the supervisor who conducted the performance review meeting, and the next level supervisor or administrator charged to sign off on the performance review. As noted on the review forms, an employee’s signature does not mean they agree with the evaluation results.  It indicates that the employee and supervisor met to discuss the performance review.  Some employees may still choose not to sign the form.  Should this occur, it is recommended that the supervisor note their refusal on the form or request a witness to verify the employee’s refusal to sign the form.  For both the supervisor and next level reviewer, please print the name and then sign on the appropriate lines.  

The President’s signature is required when an employee receives an overall rating of “Exceeds Expectation” or “Renew on Probationary Contract” or “Do Not Renew.”

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