NON-UNIT EMPLOYEE EVALUATION PROCESS

1. NON-UNIT EMPLOYEE EVALUATION PROCESS January - December

2. PURPOSE OF THE EVALUATION • Provides a mechanism for management to provide rewards and recognition to employees while supporting the achievement of the College’s goals, objectives and strategic initiatives. • Creates a road map for the short/immediate/long term future, so the direction of the College is clear, and goals and objectives of each Organizational Unit can be identified and articulated. • Provides a vehicle for communicating and coaching employees to achieve individual performance goals and objectives which support the College’s mission, strategic initiatives and the goals and objectives of the Organizational Unit. • Provide an ongoing process of performance planning, coaching and giving immediate feedback. Remember there should be NO surprises! • Foster an effective dialogue for communication between employee and supervisor to monitor and reinforce desired work performance.

3. THE EVALUATION PROCESS • The evaluation process connects the College’s mission, its strategic initiatives, TCNJ’ s core competencies, the employee’s essential job functions, and the employees goals. • The process provides a rating scale: • Determine compensation increases. • Measures core competencies and essential job functions • Uses three categories: Does Not Meet Expectations, Meets Expectations and Exceeds Expectations to measure performance • Assigns a value to each rating • The overall rating provides an overall assessment score used for compensation analysis • Evaluation timeframe: January to December annually.

4. THE EVALUATION PROCESS • In December, set goals for the January – December 31st evaluation timeframe for the upcoming year’s evaluation cycle. • Use the evaluation form to set goals • Evaluations should be scheduled in December and January • Ratings will be used for the next fiscal year’s salary increases, if approved by the Board of Trustees

5. EVALUATION FORMS • Self Evaluation Form • Page 1 • Employee completes the Employee Information section • Employees who do not wish to provide a self evaluation should check the appropriate box • Employee should sign and date the self evaluation form

6. EVALUATION FORMS • Self Evaluation Form • Page 2 • Section 1 • For each of the TCNJ Core Competencies, the employee should check the appropriate box for Exceeds, Meets, or Does Not Meet Expectations. • An explanation of each Core Competency is provided as well as the expected behaviors. The employee should use this guideline for their evaluation. • The employee should use the comments area to indicate how he/she arrived at their assessment and any area they feel can be improved.

7. EVALUATION FORMS • Self Evaluation Form • Page 3 • Section 2 • For each of the Essential Job Functions, the employee should check the appropriate box for Exceeds, Meets, or Does Not Meet Expectations. • An explanation of the expected behaviors for each Essential Job Function is provided as a guideline. • The employee should use the comments area to indicate how he/she arrived at their assessment and any area they feel can be improved.

8. EVALUATION FORMS • Self Evaluation Form • Page 4 • Section 3 • Employees should use the space provided to document the job related goals that they plan to achieve in the next evaluation period. • For this evaluation cycle, the performance goals should be set for the period January 1st to December 31st . • All goals should be in support of the mission and strategic initiatives of the College and align to the overall goals and objectives of the employee’s work unit.

9. GENERAL GUIDELINES FOR SELF ASSESSMENT • All employees who wish to complete a self-assessment should submit the signed forms to their supervisor as part of the evaluation process. • The original signed self evaluation should be returned to Human Resources for retention in the employee’s official file. • The employee and the supervisor should retain a copy of the self evaluation form for their records and reference.

10. SUPERVISOR’S PROCESS FOR PERFORMANCE ASSESSMENT • Page 1 • Complete the employee information section • Review the employee’s self-assessment if submitted • The Performance Review Summary area provides information about how the two sections of the evaluation work together to establish a total score. • Performance definitions are provided as a guideline for determining whether an employee’s performance in a measured area Exceeds, Meets, or Does Not Meet Expectations. • Signatures will be obtained only after the review has been discussed with the employee

11. SUPERVISOR’S PROCESS FOR PERFORMANCE ASSESSMENT • Page 2 • Refer to the explanation of each Core Competency and the expected behaviors. Use this guideline for the evaluation of the employee’s performance. • For each TCNJ Core Competency, check the box that best depicts the employee’s performance for the evaluation period, Exceeds, Meets, or Does Not Meet Expectations. • The three ratings: Exceeds Expectation, Meets Expectations, and Does Not Meet Expectations are tied to a value (1 through 3). The totals for each category are used to access overall performance. Employees may receive a maximum of 15 points total for the core competency portion of the evaluation. • Comments should always be provided; however, comments are required for employees rated Exceeds or Does Not Meet Expectations.

12. SUPERVISOR’S PROCESS FOR PERFORMANCE ASSESSMENT • Page 3 • Section 2 • For each Essential Job Function , Job Knowledge and Work Quality, the expected behaviors are listed. The supervisor should use this guideline for the evaluation of the employee’s performance. • For each Essential Job Function, check the box that best depicts the employee’s performance for the evaluation period, Exceeds, Meets, or Does Not Meet Expectation, as appropriate. • The rating value assigned will be totaled for each category and used to access overall performance. Employees may receive a maximum of 12 points for the Essential Job Function portion of the evaluation. • Comments should always be provided; however, comments are requiredfor employees rated Exceeds or Does Not Meet Expectations.

13. SUPERVISOR’S PROCESS FOR PERFORMANCE ASSESSMENT Section 2 continues on page 4. • As you input ratings for the employee, the scoring will be totaled for you. • The Summary Matrix provides information on how the scoring corresponds to performance. • An area is provided for additional comments that are relevant to the employee’s evaluation.

14. SUPERVISOR’S PROCESS FOR PERFORMANCE ASSESSMENT • Page 4 • Section 3 • Supervisors should use this section to establish the employee’s goals for the next evaluation period. • For the next evaluation cycle, the timeframe will be January 1st to December 31st. • Supervisors should establish at least one (1), and in most cases no more than three (3) goals. • Obtain buy-in from the employee by discussing and jointly creating goals which are aligned with department strategic initiatives and overall College goals. • SUGGESTION: In December, share your goals for your Unit with the employee and ask the employee to begin to think about his/her goals for the next year and provide you with a copy. This can be used as a basis for setting goals.

15. SUPERVISOR’S PROCESS FOR PERFORMANCE ASSESSMENT • Remember goals should be tied to the mission and strategic initiatives of the College and the goals and objectives of the Organizational Unit. • Goals should be consistent with the employee’s job description. • Each goal should have an action plan that sets forth how the goal will be obtained. • Each goal should have a measure to assess performance and progress toward the goal. • Each goal should have a targeted date for completion. This date may cover the entire evaluation period, be set for sometime during the evaluation period, or be part of a long-range goal that may extend beyond the evaluation period. • The supervisor should indicate the desired result achieved from reaching the goal.

16. SUPERVISOR’S PROCESS FOR PERFORMANCE ASSESSMENT • Page 5 The Employee Signature • While this area is provided for the employee’s signature, employees are not required to sign the evaluation. In this case, the supervisor would simply indicate “Employee refused to sign” and provide their signature and date next to that language. The supervisor should then provide her/his signature in the designated space for “supervisor”. • Employees wishing to provide additional comments related to the performance evaluation, may attach a separate sheet as an addendum.

17. SEEK INPUT FROM DEPARTMENT HEAD • Evaluation forms should be forwarded to the head of the Organizational Unit or their designee for input prior to review with the employee. • The evaluation is not complete until both the supervisor and employee* have signed the review document, the paperwork should be forwarded to the Unit Head and/or Cabinet Member for signature. *See previous slide re: employee signatures

18. FINALIZING THE PAPERWORK • Original Completed Evaluation forms should be forwarded to Human Resources for inclusion in the employee’s official file. • Submit an updated job description with the evaluation to Human Resources. • The employee and the supervisor should retain a copy of both the evaluation and the job description for their records. • The evaluation period ends December 31st, please have all forms to Human Resources by mid February (e.g. the second week of February).

19. QUESTIONS…? Please call the Office of Human Resources with questions. We remember our mission is to serve you our stakeholder. As part of our commitment to you, this tool was developed to move the evaluation process forward as seamlessly as possible. Office of Human Resources, ASB 101 Phone: 609-771-2282 Fax: 609-637-5791