INITIAL 1824 HOUR PROBATIONARY EVALUATION
The second and final evaluation during the probationary period will occur no later than 30 days before the end date of the probationary period.

STAFF PERFORMANCE EVALUATION — INFORMATION & PROCEDURES (PDF)


EVALUATION PROCEDURES
1.  Approximately eight (8) weeks prior to the due date of the evaluation the Human Resources department will send out the evaluation package to the employee’s exempt administrator.

2.  If the exempt administrator and the employee agree to waive the evaluation (applies to non-probationary employees only), it must be confirmed in writing, signed by all parties and sent to Human Resources You will be advised by Human Resources whether or not a specific evaluation can be waived.

3.  The exempt administrator meets with the employee to advise that an evaluation is to be conducted and reviews criteria and procedures. At this meeting a second meeting is set to review the completed evaluation.

(a)  The exempt administrator will select individuals who are in a position to offer appropriate concrete feedback on the employee’s performance to complete the on-line questionnaire.  The exempt administrator may also seek input from the direct supervisor. The employee must review this list with the exempt administrator and may suggest other persons also in a position to offer appropriate concrete feedback on their performance. The number is left open to the exempt administrator, but should be large enough to ensure an adequate response, keeping in mind that not all those sent a questionnaire will respond.

(b)  The exempt administrator will provide the employee with the Self-Appraisal form for completion and submission to the exempt administrator.

(c)  The exempt administrator will select, and review with the employee, 8 to 10 evaluation criteria drawn from the employee’s job description for inclusion in the questionnaire.

4.  If the employee’s direct supervisor is someone other than the exempt administrator, the exempt administrator will provide that supervisor with Supervisor’s Evaluation Input form for completion.
 
5.  The exempt administrator is responsible for providing Human Resources with the final reviewed list of evaluators, and the 8 to 10 evaluation criteria drawn from the employee’s job description.

6.  The Human Resources department will distribute the on-line evaluation questionnaire to the evaluators chosen. Once responses have been received they will be collated, analyzed and sent out to the exempt administrator.

7.  The exempt administrator prepares a summarized report, taking into consideration the collated material received from the on-line evaluation questionnaire, the direct supervisor’s input, and the employee self-evaluation. The summary report covers a specific period and summarizes the performance of the employee during the evaluation period. It should indicate the employee's strengths and weaknesses, include commendations, identify areas for improvement over the coming year, recommend professional development activities for the employee to consider, and set objectives for the employee for the coming year.

8.  The exempt administrator forwards the evaluation to the Dean or Vice President of the area for review and comments, if desired. The Dean or Vice President then signs the report and returns it to the exempt administrator.

9.  To complete the evaluation, the exempt administrator and the employee meet to review the evaluation report and each of them signs the report acknowledging that the employee has read and discussed the same. Within five (5) workdays, the employee may enter a memorandum into their evaluation file. An employee on a continuing contract (non-probationary) has the right to request a re-evaluation if they do not agree with the contents of the evaluation.

10.  The complete evaluation is then forwarded to the Human Resources department, to be placed in the employee's file.


EVALUATION PACKAGE CONTENTS
  1. EXEMPT ADMINISTRATOR CHECKLIST
  2. LIST OF EVALUATORS TEMPLATE (Excel Spreadsheet)
  3. EVALUATION CRITERIA TEMPLATE (8 to 10 QUESTIONS FOR ONLINE QUESTIONNAIRE) and EMPLOYEE JOB DESCRIPTION
  4. PERFORMANCE EVALUATION QUESTIONNAIRE (copy of on-line form)
  5. SUPERVISOR'S EVALUATION INPUT FORM
  6. GUIDELINES FOR EMPLOYEE SELF-APPRAISAL and EMPLOYEE SELF-APPRAISAL FORM
  7. EVALUATION SUMMARY REPORT FORM
  8. EMPLOYEE RESPONSE TO THE EVALUATION SUMMARY FORM  

1. ABOUT THE EXEMPT ADMINISTRATOR CHECKLIST
This document is to assist the exempt administrator in tracking each stage of the evaluation process, and to ensure that all of the steps are completed in a timely matter and in accordance with the Collective Agreement.
This List of Evaluators template is used by the exempt administrator to select individuals who are in a position to offer appropriate concrete feedback on the employee’s performance to complete the on-line questionnaire. The employee must review this list with the exempt administrator and may suggest other persons also in a position to offer appropriate concrete feedback on their performance. The number is left open to the exempt administrator, but should be large enough to ensure an adequate response keeping in mind that not all those sent a questionnaire will respond.
The exempt administrator will select, and review with the employee, 8 to 10 evaluation criteria drawn from the employee’s job description for inclusion in the questionnaire. These criteria form Part I of the on-line evaluation questionnaire.
An on-line questionnaire will be completed by individuals determined by the exempt administrator and the employee. This questionnaire will solicit objective and concrete information about the employee’s achievements in relation to the employee’s responsibilities and duties, and performance based functional behaviors.

The five (5) possible ratings for each item on the questionnaire are: Excellent, Good, Satisfactory, Sometimes Unsatisfactory, and Unsatisfactory.


5. ABOUT THE SUPERVISOR'S EVALUATION INPUT
The Supervisor’s Evaluation Input form is used to gather feedback from the employee’s direct supervisor for consideration in the development of the Evaluation Summary Report by the exempt administrator. The employee will not see this form, but the administrator will indicate that she/he has communicated with the supervisor and that some of what is discussed may be a result of supervisor input. This information will help to make the evaluation a more constructive and practical exercise.

6. ABOUT THE EMPLOYEE SELF-APPRAISAL
As part of the performance appraisal process, a self-appraisal provides the employee the opportunity to reflect on their performance in their job, future goals, and prepare for a discussion with their exempt administrator to clarify performance objectives, obtain feedback on their performance with respect to skills and behaviours, and to help facilitate progress of their development plans.

7. ABOUT THE EVALUATION SUMMARY REPORT
Using the Evaluation Summary Report form, the exempt administrator will prepare a summarized report, taking into consideration the collated material received from the on-line evaluation questionnaire, the direct supervisor’s input, and the employee self-evaluation. The summary report covers a specific period and summarizes the performance of the employee during the evaluation period. It should indicate the employee's strengths and weaknesses, include commendations, identify areas for improvement over the coming year, recommend professional development activities for the employee to consider, and set objectives for the employee for the coming year.

8. ABOUT THE EMPLOYEE RESPONSE TO EVALUATION SUMMARY
Upon reviewing the evaluation with the employee, the exempt administrator and the employee will sign the report and the employee is provided with the response form to add their comments to the report. Within five (5) workdays, the employee may enter a memorandum into their evaluation file using the Employee Response to Evaluation Summary form.


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