Employee Evaluation

Policy Statement

Durham Technical Community College requires annual performance evaluations of all full-time employees to create and maintain an environment of excellence.

Procedure

Employee evaluations: (1) increase the effectiveness of personnel in fulfilling the mission, vision, values, and goals of the College; (2) improve efficiency and collaboration, and ensure alignment of departmental and individual goals and; 3) assist personnel in selecting appropriate professional development activities to encourage personal and professional growth. Performance evaluations are also tools that departments should use for succession planning in that they identify individuals who should be coached for future management/professional level positions.  Employee evaluations are based on responsibilities and duties listed in the employee’s job description, as well as the general job expectations and individual goals that are clearly defined by the supervisor in collaboration with the employee through a series of formal or informal discussions.

The direct supervisor has the responsibility for evaluating the employee’s job performance throughout the year and if the need arises, holding periodic coaching sessions with the employee to discuss ways to improve current job performance.  The performance evaluation process is required annually for all full-time employees and is based on the designated steps below. The supervisor will communicate with the employee to discuss the performance evaluation, and a supervisory and self-assessment of their job performance will be completed. Furthermore, as it pertains to faculty, course/instructor evaluations are critical to the instructional evaluation process. Data obtained through the evaluations should be used as a learning tool to identify areas of improvement to enhance instruction.  

Probationary Evaluation Process

All new full-time employees are hired at Durham Tech as permanent employees based on successful completion of their probationary period.  The probationary period for full-time staff is three months (90 days) and is one semester plus one month for full-time faculty. During the probationary period, supervisors must evaluate the new employee’s performance monthly and each monthly evaluation should be submitted to Human Resources & Talent Management (HRTM) using the probationary performance evaluation template located on the Human Resources web page. Supervisors and employees will receive electronic notifications from HRTM regarding each calendar milestone in the probationary period. The final probationary evaluation will conclude the probationary period for the employee and may take the place of the annual performance evaluation for the first year, depending upon when new employee begins employment.  Evaluation for subsequent years should follow the regular annual evaluation timeline.

Upon successful completion of the probationary period, the supervisor should provide a copy of the final probationary evaluation to HRTM and copies should be maintained in the supervisor’s file. If the probationary period needs to be terminated early or extended, the supervisor should communicate such a request to the HRTM department as soon as possible. Upon receipt of documentation supporting an unsuccessful probationary period requiring either extension or termination, the supervisor must meet with an HRTM representative to discuss resolution.  

Annual Evaluation Process for Full-Time Employees

All full-time employees will be evaluated annually using the Performance Management System which can be accessed on the Human Resources webpage on the Durham Tech website. Evaluations of employees who report directly to the president may take a different format and follow a different procedure than for other employees; however, direct reports to the president will be evaluated annually.

Supervisors have some flexibility in scheduling the steps in the process; however, both steps must be completed annually for each employee.

Steps for the performance evaluation process:

1. Mid-Year Review – The supervisor and employee will review the work plan and objectives in the Performance Management System and revise, as necessary. The employee should bring supporting documentation to update their objectives.
    

2. End of Year Review – The supervisor and employee will review and update the work plan and the professional development plan. The employee will provide a self-evaluation and the supervisor will complete the employee evaluation in the Performance Management System. The supervisor will schedule a meeting to review the evaluation with the employee where the evaluation will be finalized in the Performance Management System.

   Faculty supervisors should review instructor evaluations from the year.  All supervisors should consider soliciting and including feedback from any source on campus who has knowledge of the employee’s work performance as part of the evaluation process.  When evaluating supervisory roles, evaluators should collect feedback from the supervisor’s subordinates as well as peers with whom they engage on a regular basis (this may include outside contractors/vendors). Upon completion of the final steps of the annual performance evaluation, the signed evaluation form will be reviewed and stored in the approved Performance Management System. The supervisor and employee should have access to the entire sequence of the evaluation forms for his/her records.

   As a part of the end of year review conversation, the supervisor and employee will conduct planning for the next year by reviewing the employee’s job description, preparing a work plan with objectives and a professional development plan for the coming year. The next year’s goals should be entered during the end of year review meeting.

   If the employee’s job description needs to be updated, the supervisor should submit the requested changes by submitting an HRTM ticket to begin the update and approval process.
    

A suggested timeline for completing the standard employee evaluation process is provided below:

• December – January: Mid-Year Review  
• May – June: End of Year Review & Planning for the Upcoming Year
   

During the final evaluation, if any standard is evaluated as “Unsatisfactory,” or “Needs Development,” this must be discussed and documented in the “Comments” section of the evaluation form, describing why performance is not satisfactory along with special improvement measures on how performance can be improved.  If there is more than one “unsatisfactory” rating or more than two “needs development” ratings on the evaluation, the HRTM Director must be contacted and an action plan developed to address the areas that need development.  Supervisors should also provide positive feedback to the employee, as appropriate.  The employee may make any written comments on the evaluation form prior to signing it. If needed, the supervisor will arrange a follow up meeting with the employee, including the dean/director/VP to resolve differences of opinions.