Performance Management Policy

Professional employees are evaluated on effectiveness of performance (performance program), mastery of specialization, professional ability, effectiveness in University service and continuing growth. The process for conducting the performance evaluation should be clearly understood by all parties involved in the process – the employee, secondary sources that will be solicited for feedback regarding the employee, and the employee’s direct supervisor. What follows are guidelines to aid both the employee and the supervisor in understanding the performance evaluation process:

1. The employee provides to the supervisor a self-evaluation, using the standard form, which summarizes feedback related to goal attainment, productivity and quality of work during the performance program year.  The self-evaluation shall be used to gather information related to the performance evaluation process, but shall not be attached as part of the official performance evaluation document.
2. The supervisor reaches out to secondary sources, where appropriate, to gather pertinent performance related feedback.
3. The supervisor drafts an evaluation, which is based on the elements of the current performance program, rating each goal and making specific comments about job performance. The evaluation period commences on the date the employee signed the performance program document. The performance feedback will be inclusive of the entire performance program period.
4. The supervisor provides the employee with a written draft of the performance evaluation, including a preliminary rating of overall performance based upon personal knowledge and observations, as well as feedback from secondary sources (where applicable). 
5. The supervisor allows a reasonable amount of time for the employee to review the draft document prior to the formal performance evaluation meeting being established. 
6. The supervisor and the employee meet to share their perspectives on the employee’s performance. Where the preliminary performance evaluation rating is “unsatisfactory," the basis for such rating shall be discussed during the performance evaluation meeting between supervisor and employee.
7. The supervisor finalizes the performance evaluation to reflect the employee’s performance which will comprise the totality of feedback received, including the supervisor’s observations, secondary source feedback, and the employee’s self-evaluation. The final performance evaluation document will be rated as either “satisfactory” or “unsatisfactory” and shall align with the qualitative feedback/content contained within the evaluation.
8. The supervisor provides the employee with a final copy of the performance evaluation document for review and signature. When appropriate, the supervisor will recommend applicable personnel actions, such as, renewal, permanent appointment, or non-renewal, based upon the performance evaluation.
9. A reasonable period of time will be granted to the employee to review the final performance evaluation document, making any comments in the employee comments section of the evaluation form. The employee signs the final performance evaluation document and returns it to the supervisor. The employee’s signature does not constitute agreement with the evaluation document itself, but indicates the employee received the final performance evaluation document.
10. The final document is signed by the supervisor. Once signed, the final document is forwarded for signatures (e.g. VP for Academic Affairs, President of the College) to the supervisor’s supervisor. A final signed copy of the performance evaluation will be provided to the employee.
11. A new or updated performance program document will be completed in consultation between supervisor and employee at the conclusion of the performance evaluation process. The performance program will be forwarded in conjunction with the evaluation document (where applicable).
12. A new or updated performance program document is signed by the employee and returned to the supervisor. The new evaluation period cannot start prior to the date on which the employee signs the new/updated written performance program. 
13. The supervisor gives the employee a copy of the new performance program and forwards the original to Human Resources.

• Permanent employees are on a one-year cycle from July 1 – June 30 of each year.
• Term and temporary employees are on a one-year cycle beginning with the date of appointment (anniversary date) in accordance with notice provisions of the Policies of the Board of Trustees and the UUP Contract (see below).

UUP Forms

• Evaluation – UUP Professional and Management/Confidential Professional
• Performance Program – UUP Professional

UUP Professional Performance Review and Renewal Schedule

*Does not apply to Appendix A, Appendix B or Appendix C titles.  Employees in these specific titles should be evaluated annually on or around their respective anniversary dates.

The CSEA evaluation process is as follows:

1. At the start of the evaluation period, the supervisor completes Sections 1 and 2A of the Evaluation and Performance Program - CSEA. These sections include the employee's name, department, title, supervisor, and evaluation period (one year), along with the Performance Program (a list of the important tasks of the job and a brief description of how each is expected to be performed). Classification standards (job descriptions) for each position are available on the NYS Civil Service website, or on request from Human Resource Services. The employee initials and dates the form and the supervisor scans/emails it to Human Resource Services via hr@canton.edu and maintains the original.
2. At the midpoint of the evaluation period, the supervisor can complete Section 3, the optional six-month recertification.
3. On or about the day the evaluation period ends, the supervisor completes the narrative portion of the evaluation (Section 2B), and meets with the Reviewer (supervisor’s supervisor), to discuss the evaluation, performance program and to agree on an overall rating for Section 5. The supervisor and reviewer must both sign and date the evaluation form in Sections 4 and 6, respectively.
4. The supervisor then conducts the appraisal interview with the employee, discusses the previous year’s performance program, and compares his/her performance with the standard. Other work related issues such as attendance and any areas in need of improvement are also reviewed. The employee is then given an opportunity to share his/her views, record comments on the form, and sign the evaluation in Section 7. The completed form is then scanned/emailed to Human Resource Services at hr@canton.edu within two weeks of the end of the evaluation period and the supervisor maintains the original.
5. The performance program for the next year is discussed, along with the expected performance standards (See Step 1 above). The employee is then given a copy of the performance evaluation and new performance program.

The PEF evaluation process is as follows:

1. At the start of the evaluation period, the supervisor completes Sections 1 and 2 of Part I: Performance Program - PEF. These sections include the employee's name, department, title, supervisor, reviewer, and evaluation period (one year), along with the Performance Program (Parts A & B). Additional instructions are on page two of the form. Classification standards (job descriptions) for each position are available on the NYS Civil Service website, or on request from Human Resource Services.
2. Upon approval from the reviewer (supervisor’s supervisor), the supervisor will discuss the performance program with the employee and both will complete Section 3 – Certification. The supervisor scans/emails it to Human Resource Services via hr@canton.edu and maintains the original.
3. At the midpoint of the evaluation period, the supervisor and employee meet and they complete Section 4 – Six-month Recertification. The supervisor scans/emails it to Human Resource Services via hr@canton.edu and maintains the original.
4. On or about the day the evaluation period ends, the supervisor completes Part II: Performance Appraisal and Rating - PEF. The supervisor and reviewer must both sign and date the evaluation form in Section 4.
5. The supervisor then conducts the appraisal interview with the employee, discusses the previous year’s performance program, and compares his/her performance with the standard. Other work related issues such as attendance and any areas in need of improvement are also reviewed. The employee is then given an opportunity to share his/her views, attach comments to the form, and sign the certification in Section 5. The completed form is then scanned/emailed to Human Resource Services at hr@canton.edu within two weeks of the end of the evaluation period and the supervisor maintains the original.
6. The performance program for the next year is discussed, along with the expected performance standards (See Step 1 above). The employee is then given a copy of the performance evaluation and new performance program.

Instructions for the Evaluation of NYS University Police Officers, Lieutenants, and Investigators:

1. Carefully read and understand the purpose and guidelines for raters.
2. Review the evaluation until each rating factor and all definitions are completely familiar to you.
3. Review the actual rating of a factor until the employee-evaluator discussion is underway. Rate the employee by checking the appropriate box beside each factor only after careful thought and during the discussion period.
4. The “comments” space is provided for either the employee or the rater. Comments are encouraged and welcomed.
5. The employee and evaluator (supervisor) signs the evaluation.
6. The evaluator forwards the evaluation to the Chief or Assistant Chief for review and signature.
7. After the evaluation is signed and dated by the chief or assistant chief, forward it to hr@canton.edu. Neither alterations nor comments are to be made on the evaluation after the employee, evaluator and chief or assistant chief have signed it.
8. Copies will be distributed to the employee and evaluator by the University Police Department.

University Police Evaluation Forms

• Evaluation - University Police Officers
• Evaluation - University Police Lieutenant