WVDE EVALUATION PROCEDURES WITH FORMS EFFECTIVE JUNE 2009

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WVDE EVALUATION PROCEDURES WITH FORMS EFFECTIVE JUNE 2009

  1. 1. WEST VIRGINIA DEPARTMENT OF EDUCATION EVALUATION EVALUATION & GOAL SETTING PROCESS INTRODUCTION Evaluation and goal setting exist to improve the performances of the organization and the individual employee. The evaluation process is designed to monitor the progress of achieving the vision and initiatives outlined by the State Superintendent of Schools and to enhance employees’ professional growth and development. The evaluation and goal setting process enables supervisors to monitor the effectiveness of their employees’ job performances, while at the same time, providing employees feedback on the achievement of their goals and performance expectations. However, as outlined in the West Virginia Department of Education Employee Handbook, the employment relationship of each employee is Aat-will.@ “At-will” means that the employment is for no definite period and is terminable at any time at the will of the State Superintendent, with or without notice, cause, or compensation. Therefore, nothing in the evaluation and goal setting process removes the State Superintendent’s authority to terminate an employee. 1. EVALUATION PROCESS This process applies to all employees of the Department. However, Department employees hired to work directly with the instruction of students shall be evaluated by Policy 5310 Performance Evaluation of School Personnel evaluation procedures and forms which may be accessed at http://wvde.state.wv.us/policies/. The evaluation of employees located at Cedar Lakes Conference Center, the West Virginia Schools for the Deaf and the Blind and within Institutional Education Program facilities are covered under their respective employee handbooks. The State Superintendent is evaluated by the West Virginia Board of Education using a Board developed evaluation process. All Department employees shall be formally evaluated annually using the Annual Personnel Evaluation Form. Evaluations shall be completed and submitted to the Office of Human Resources by June 30th of each fiscal year. The annual formal evaluation shall be conducted by the employee’s immediate supervisor as determined by the appropriate Deputy/Assistant Superintendent. Immediate supervisors shall conduct a formal evaluation conference and review the evaluation results with the employee. The employee’s annual Goal Accomplishment Worksheet shall be attached to the evaluation form as supporting documentation. The employee shall sign the Annual Personnel Evaluation Form indicating only that the employee has had an opportunity to confer with the evaluator regarding its content. The employee may include a written statement as an addendum to his/her evaluation. 1 Effective 7 2008
  2. 2. WEST VIRGINIA DEPARTMENT OF EDUCATION EVALUATION EVALUATION & GOAL SETTING PROCESS An immediate supervisor may initiate a formal evaluation of an employee under his/her supervision at any time if, in the judgment of the supervisor, the employee’s work performance is unsatisfactory with regard to one or more of the performance expectations. 2. GOAL SETTING PROCESS 2.1 All professional and associate staff shall mutually establish the number and content of annual goals with their immediate supervisor. If mutual agreement is not possible, the goals shall be established by the supervisor. Employees shall submit annually, their goals to their immediate supervisor on a Goal Setting & Accomplishment Worksheet. 2.2 Goals shall be established annually within the first month of each fiscal year/initial employment. Goals should be specific, measurable and aligned with Office/Division activities that support the vision/initiatives outlined by the State Superintendent of Schools. Additionally, goals should focus on enhancing and/or improving the professional growth and development of the employee. 3. IMPROVEMENT PLAN PROCESS 3.1. Any time an employee’s performance is unsatisfactory prior to the annual evaluation an improvement plan may be implemented. 3.2. An improvement plan shall be developed by the immediate supervisor when an employee receives an unsatisfactory rating in any area of Performance Expectation(s) outlined in the West Virginia Department of Education Annual Personnel Evaluation Form. 3.3. The improvement plan shall: 3.3.1. identify the deficient Performance Expectation(s), 3.3.2. identify the specific deficiency(ies), 3.3.3. specify the corrective action(s) to remediate the deficiency(ies), 3.3.4. contain the time frame for monitoring and deadlines for meeting the Performance Expectation, 3.3.5. describe the resources and assistance available to assist in correcting the deficiency(ies), and 3.3.6. be for a maximum of eight weeks in length. 3.4. The immediate supervisor shall record/submit the improvement plan on a West Virginia Department of Education Improvement Plan Worksheet, review the plan and provide a copy of the plan to the employee. 2 Effective 7 2008
  3. 3. WEST VIRGINIA DEPARTMENT OF EDUCATION EVALUATION EVALUATION & GOAL SETTING PROCESS 3.5. After the employee has successfully corrected deficiency(ies), the employee must continue to meet performance expectation(s) or the employee may be subject to dismissal. 4. IMPROVEMENT TEAM PROCESS 4.1. A referral to an improvement team for an employee whose evaluation is unsatisfactory may occur when the immediate supervisor determines he/she needs such assistance or when the employee requests such assistance. 4.2. The improvement team shall be comprised of the employee’s immediate supervisor and two additional Department employees. One of the additional team members shall be selected by the immediate supervisor completing the improvement plan and the other team member shall be selected by the employee. However, the employee may render his/her right to select the other team member to his/her immediate supervisor through a written request. 4.3. The improvement team shall serve only as a resource to the immediate supervisor who shall retain authority for the evaluation. 4.4. The improvement team shall monitor the improvement plan and may: 4.4.1. conduct conferences, 4.4.2. provide technical assistance to the immediate supervisor and/or employee to assist in meeting the performance expectation(s) outlined in the plan, and 4.4.3. identify additional resources. 4.5. If an employee transfers within the Department or to any other school district within the state during the implementation of an improvement plan, the plan is transferred to the new supervisor for continuation. 3 Effective 7 2008
  4. 4. WEST VIRGINIA DEPARTMENT OF EDUCATION GOAL SETTING & ACCOMPLISHMENT WORKSHEET Employee Name:       Supervisor Name:       Job Title:       Goal(s) for Period Ending:       2.1 All professional and associate staff shall mutually establish the number and content of annual goals with their immediate supervisor. If mutual agreement is not possible, the goals shall be established by the supervisor. GOAL 1       Activity(ies) Established to Accomplish Goal 1 Timeline(s) Accomplishment(s) Date Completed Activity 1.1                         Activity 1.2                         Activity 1.3                         Activity 1.4                         GOAL 2       Activity(ies) Established to Accomplish Goal 2 Timeline(s) Accomplishment(s) Date Completed Activity 2.1                         Activity 2.2                         Activity 2.3                         Activity 2.4                         GOAL 3       Activity(ies) Established to Accomplish Goal 3 Timeline(s) Accomplishment(s) Date Completed Activity 3.1                         Activity 3.2                         Activity 3.3                         Activity 3.4                         Signature of Supervisor:       Date:       Signature of Employee:       Date:       Signatures certify that this WVDE Goal Setting & Accomplishment Worksheet has been reviewed and a copy has been provided to the employee. 1 Effective 7 2008
  5. 5. WEST VIRGINIA DEPARTMENT OF EDUCATION IMPROVEMENT PLAN WORKSHEET Section 1 – General Information Employee Name:       Date:       Office & Division/Location:       Immediate Supervisor Name:       Is the Improvement Plan a result of the Annual Personnel Evaluation Process?       Is the Improvement Plan a result of unsatisfactory performance prior to the evaluation process?       Section 2 – Identified Performance Expectation Area(s) of Deficiency Identify the specific Performance Expectations area(s) of the West Virginia Department of Education Annual Personnel Evaluation Form that is/are deficient. Category 1: Core Performance Expectations 1.1 The employee exhibits positive examples of professional behavior. 1.1.1 Preparedness/Planning 1.1.2 Communication 1.1.3 Fairness 1.1.4 Punctuality 1.1.5 Attendance 1.1.6 Appearance 1.2 The employee supports an environment in which all are accepted. 1.2.1 Contribution 1.2.2 Cooperation 1.2.3 Participation 1.3 The employee contributes to a safe and healthy work environment. 1.3.1 Does not exhibit or participate in any form of harassment 1.3.2 Does not exhibit or participate in any form of intimidation 1.3.3 Does not exhibit or participate in any form of bullying 1.3.4 Does not exhibit or participate in any form of substance abuse 1.3.5 Does not exhibit or participate in any form of violence 1.3.6 Does not exhibit or participate in any form of bias 1.3.7 Does not exhibit or participate in any form of discrimination 1.4 The employee contributes to a safe and healthy work environment. 1.4.1 Understanding and supportive of others. 1.5 The employee demonstrates high standards of citizenship. 1.5.1 Conduct 1.5.2 Self-Control 1.5.3 Moral/ethical behavior Category 2: 21st Century Employee Expectations 2.1 ACHIEVES RESULTS 2.1.1 Gets results 2.1.2 Action oriented 2.1.3 Takes initiative 2.1.4 Produces high quality 2.1.5 Consistently 2.1.6 Conducts business in and quantity of work in a timely demonstrates responsibility and accordance with State Board fashion accountability in all aspects of policies and Department the job procedures 2.2 INNOVATION 2.2.1 Takes appropriate risks 2.2.2 Offers new perspectives 2.2.3 Solves problems and offers unique and viable creatively and looks for ideas new/improved ways to accomplish tasks 2.3 LEADERSHIP/MANAGEMENT 1 Effective 7 2008
  6. 6. WEST VIRGINIA DEPARTMENT OF EDUCATION IMPROVEMENT PLAN WORKSHEET 2.3.1 Effectively sets and 2.3.2 Influences team to 2.3.3 Conducts the hiring and communicates vision and achieve results staffing process effectively and direction ethically 2.3.4 Gives fair and 2.3.5 Effectively evaluates 2.3.6 Recognizes and impartial/balanced feedback personnel and corrects rewards employees inappropriate behaviors 2.4 TEAMWORK 2.4.1 Is someone with whom 2.4.2 Sought out by others 2.4.3 Takes initiative to go others want to work for advice and solutions above and beyond requirements 2.4.4 Builds relationships and 2.4.5 Fosters cross-functional 2.4.6 Open to others’ ideas works collaboratively relationships and acts with the and shares information broader Department needs in appropriately mind 2.4.7 Reliable and 2.4.8 Contributes to team accountable success 2.5 TECHNICAL EXPERTISE 2.5.1 Pursues and acquires 2.5.2 Learns and applies new 2.5.3 Knowledgeable in skills and knowledge to fulfill skills in innovative ways to meet current and future trends, job responsibilities current and future Department technology and information needs Category 3: Employee Goal Setting 3.1 Evaluation Results of Employee’s Annual Goals Section 3 – Improvement Plan (Copy and paste Section 3 below for each deficiency identified) 3.1.1. Identify, by number and name, the deficient Performance Expectation.       3.1.2. Identify the specific deficiency(ies).       3.1.3. Specify the corrective action to remediate the deficiency(ies).       3.1.4. Specify the time frame for monitoring and deadlines for meeting the Performance Expectation. (Note: 3.3.6. An Improvement Plan may be for a maximum of eight weeks in length)       3.1.5 Describe the resources and assistance available to assist in correcting the deficiency(ies).       Section 4 – Improvement Team 4.1. A referral to an improvement team for an employee whose evaluation is unsatisfactory may occur when the immediate supervisor determines he/she needs such assistance or when the employee requests such assistance. Improvement team assigned? Did employee request an improvement team? 2 Effective 7 2008
  7. 7. WEST VIRGINIA DEPARTMENT OF EDUCATION IMPROVEMENT PLAN WORKSHEET 4.2. The improvement team shall be comprised of the employee’s immediate supervisor and two additional Department employees. One of the additional team members shall be selected by the immediate supervisor completing the improvement plan and the other team member shall be selected by the employee. However, the employee may render his/her right to select the other team member to his/her immediate supervisor through a written request. Improvement Team Membership:       Supervisor’s Name       Member name selected by supervisor       Member name selected by employee 4.3. The improvement team shall serve only as a resource to the immediate supervisor who shall retain authority for the evaluation. 4.4. The improvement team shall monitor the improvement plan and may: a) conduct conferences, b) provide technical assistance to the immediate supervisor and/or employee to assist in meeting the performance expectation(s) outlined in the plan, and c) identify additional resources. 4.4.1. List conferences conducted by the improvement team.       4.4.2. List technical assistance provided to the supervisor and/or employee by the improvement team.       4.4.3. Identify additional resources provided by the improvement team.       4.5. If an employee transfers within the Department or to any other school district within the state during the implementation of an improvement plan, the plan is transferred to the new supervisor for continuation. After the employee has successfully corrected deficiency(ies), the employee must continue to meet performance expectation(s) or the employee may be subject to dismissal. (3.5) Signature of Supervisor:       Date:       I certify that this WVDE Improvement Plan Worksheet has been reviewed with the employee and I have provided him/her a copy of the Plan. Signature of Employee:       Date:       I certify that this WVDE Improvement Plan Worksheet has been reviewed with me and I have received a copy of the Plan. NAME:       JOB TITLE:       YEAR ENDING:    Category 1: Core Performance Expectations (Policy 5902, Employee Code of Conduct) - (http://wvde.st 3 Effective 7 2008
  8. 8. WEST VIRGINIA DEPARTMENT OF EDUCATION IMPROVEMENT PLAN WORKSHEET 1.1 The employee exhibits positive examples of professional behavior EXEMPLARY SATISFACTORY NEEDS IMPROVEMENT *UNSATISFACTORY *(Requires Improvem Sources of Evidence Employee’s Performa Exemplary Satisfactory Need 1.1.1 Preparedness/Planning (Demonstrates the ability to plan, organize and analyze) 1.1.2 Communication (Written and spoken) 1.1.3 Fairness 1.1.4 Punctuality (Minimizes tardiness) 1.1.5 Attendance (Minimizes absences) 1.1.6 Appearance (Represents Department in professional manner) Comments:       1.2 The employee supports an environment in which all are accepted EXEMPLARY SATISFACTORY NEEDS IMPROVEMENT *UNSATISFACTORY *(Requires Improvem Sources of Evidence Employee’s Performa Exemplary Satisfactory Need 1.2.1 Contribution 1.2.2 Cooperation 1.2.3 Participation Comments:       1.3 The employee contributes to a safe and healthy work environment EXEMPLARY SATISFACTORY NEEDS IMPROVEMENT *UNSATISFACTORY *(Requires Improvem Sources of Evidence Employee’s Performa Exemplary Satisfactory Need 1.3.1 Does not exhibit or participate in any form of harassment 1.3.2 Does not exhibit or participate in any form of intimidation 1.3.3 Does not exhibit or participate in any form of bullying 1.3.4 Does not exhibit or participate in any form of substance abuse 1.3.5 Does not exhibit or participate in any form of violence 1.3.6 Does not exhibit or participate in any form of bias 1.3.7 Does not exhibit or participate in any form of discrimination Comments:       1.4 The employee contributes to a culture of caring through understanding and support of others EXEMPLARY SATISFACTORY NEEDS IMPROVEMENT *UNSATISFACTORY *(Requires Improvem Comments:       1.5 The employee demonstrates high standards of citizenship 4 Effective 7 2008
  9. 9. WEST VIRGINIA DEPARTMENT OF EDUCATION IMPROVEMENT PLAN WORKSHEET EXEMPLARY SATISFACTORY NEEDS IMPROVEMENT *UNSATISFACTORY *(Requires Improvem Sources of Evidence Employee’s Performa Exemplary Satisfactory Need 1.5.1 Conduct 1.5.2 Self-Control 1.5.3 Moral/ethical behavior Comments:       Category 2: 21st Century Employee Expectations 2.1 ACHIEVES RESULTS (All Employees) EXEMPLARY SATISFACTORY NEEDS IMPROVEMENT *UNSATISFACTORY *(Requires Improvem Sources of Evidence Employee’s Performa Exemplary Satisfactory Need 2.1.1 Gets results 2.1.2 Action oriented 2.1.3 Takes initiative 2.1.4 Produces high quality and quantity of work in timely fashion 2.1.5 Consistently demonstrates responsibility and accountability in all aspects of job 2.1.6 Conducts business in accordance with State Board policies and Department procedures Comments:       2.2 INNOVATION (All Employees) EXEMPLARY SATISFACTORY NEEDS IMPROVEMENT *UNSATISFACTORY *(Requires Improvem Sources of Evidence Employee’s Performa Exemplary Satisfactory Need 2.2.1 Takes appropriate risks 2.2.2 Offers new perspectives and offers unique and viable ideas 2.2.3 Solves problems creatively and looks for new/improved ways to accomplish tasks Comments:       2.3 LEADERSHIP/MANAGEMENT (Supervisor Level Employees Only) EXEMPLARY SATISFACTORY NEEDS IMPROVEMENT *UNSATISFACTORY *(Requires Improvem Sources of Evidence Employee’s Performa Exemplary Satisfactory Need 2.3.1 Effectively sets and communicates vision and direction 2.3.2 Influences team to achieve results 2.3.3 Conducts the hiring and staffing process effectively and ethically NA 5 Effective 7 2008
  10. 10. WEST VIRGINIA DEPARTMENT OF EDUCATION IMPROVEMENT PLAN WORKSHEET 2.3.4 Gives fair and impartial/balanced feedback 2.3.5 Effectively evaluates personnel and corrects inappropriate behaviors 2.3.6 Recognizes and rewards employees Comments:       2.4 TEAMWORK (All Employees) EXEMPLARY SATISFACTORY NEEDS IMPROVEMENT *UNSATISFACTORY *(Requires Improvem Sources of Evidence Employee’s Performa Exemplary Satisfactory Need 2.4.1 Is someone with whom others want to work 2.4.2 Sought out by others for advice and solutions 2.4.3 Takes initiative to go above and beyond requirements 2.4.4 Builds relationships and works collaboratively 2.4.5 Fosters cross-functional relationships and acts with the broader Department needs in mind 2.4.6 Open to others’ ideas and shares information appropriately 2.4.7 Reliable and accountable 2.4.8 Contributes to team success Comments:       2.5 TECHNICAL EXPERTISE (All Employees) EXEMPLARY SATISFACTORY NEEDS IMPROVEMENT *UNSATISFACTORY *(Requires Improvem Sources of Evidence Employee’s Performa Exemplary Satisfactory Need 2.5.1 Pursues and acquires skills and knowledge to fulfill job responsibilities 2.5.2 Learns and applies new skills in innovative ways to meet current and future Department needs 2.5.3 Knowledgeable in current and future trends, technology and information Comments:       Category 3: Employee Goal Setting – (In accordance with the WVDE Evaluation and Goal Setting Process, 2.5., Im conduct a formal evaluation conference and review the evaluation results with the employee. The em Setting and Accomplishment Worksheet shall be attached to the evaluation form as supporting doc 3.1 EVALUATION RESULTS OF EMPLOYEE’S ANNUAL GOALS (All Employees) EXEMPLARY SATISFACTORY NEEDS IMPROVEMENT *UNSATISFACTORY *(Requires Improvem Comments:       6 Effective 7 2008
  11. 11. WEST VIRGINIA DEPARTMENT OF EDUCATION IMPROVEMENT PLAN WORKSHEET RECOMMENDATIONS:       COMMENDATIONS:       Signing the evaluation form indicates only that the employee has had an opportunity to confer with the evaluator regarding its content. (The employee has the right to include a written statement as an addendum to the evaluation.)       Employee's Signature Date Supervisor's Signature cc: Division Assistant Superintendent 7 Effective 7 2008

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