Purpose
Performance evaluations allow employees and supervisors to establish performance expectations and goals for the future and to review previously communicated performance expectations and development plans. The process also establishes the link between performance and suggested merit increases.
Policy Statement
Middlebury College requires annual written performance evaluations for all staff employees. Informal performance evaluations are conducted at six-month intervals between the annual written performance evaluations.
Procedures
The evaluation process is as follows:
- Monthly, the Human Resources Office sends department heads a list of employees due for evaluation.
- The supervisor notifies the employee of the upcoming evaluation. The employee must review his/her job description and complete a self-evaluation of his/her job performance. The supervisor reviews the employee job description, completes the written evaluation, and schedules a review meeting with the employee. (Supervisors should use specific performance expectations for the evaluation.)
- At the review meeting, the supervisor and employee go over their written evaluations and outline ways to improve performance. Jointly, they agree on the employee's development plan, with the goals and steps for enhancing performance. This is the time to review and update the job description.
- Following the review meeting both employee and supervisor sign the evaluation. The signature indicates that the meeting occurred. All materials are sent to the next level of supervision for review and signature. The employee must be shown all changes or additions to the form and have an opportunity to comment on them.
- The materials are sent to the Human Resources Office for review of content and procedure. Completed materials remain in the employees' personnel files and are available to employees, their supervisors, and Human Resources Office personnel.
After consulting supervisors and employees, each department head selects or, with the help of the Human Resources Office, develops the form to be used for performance evaluation. The form must be reviewed by Human Resources to be sure it is in compliance with state and federal law and College policies. The form must continue in use for at least one full year.
Human Resources Office personnel are available to assist supervisors and employees at all stages of the evaluation process and will assist departments in determining merit increases.
New Hires or New Positions
Employees hired by the College or moved to a new position within the College are subject to 1 month and 3 month evaluations as part of a provisional period in their appointments.
Annual Formal Evaluation
The College has a standard Performance Feedback and Development Plan (PFDP) that can be integrated with department-specific forms. Managers and supervisors are expected to conduct formal performance evaluations annually. Formal evaluations generally occur between January and April of each year.
Specifics of reviews may vary from department to department, however, the Annual Formal Evaluation should include:
- employee self-appraisal
- supervisor appraisal of employee performance
- development plan and goals, including discussion of training or courses to enhance performance
Annual Informal Evaluation
The Annual Informal Evaluation occurs every six months following the formal evaluation. While no formal form completion is required, the supervisor must provide Human Resources with documentation that the discussion occurred.
Management Evaluation
Managers, supervisors, and department heads need to be evaluated as leaders and managers as well as for the tasks they perform. The MPEP (Manager Performance Evaluation Program) is used in addition to the department's standard evaluation form. Comments by those supervised may be included.
Employees responsible for conducting performance evaluations will have their merit raises withheld if performance evaluations for their areas of responsibility are not conducted within the previous 12 months.