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AFSCME

PERFORMANCE REVIEW

HANDBOOK for Employees in the Bargaining Unit

for which AFSCME is the Exclusive Bargaining Agent

2013 -2014

School Board Approved 3/10/2009

Revised July 30, 2013

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TABLE OF CONTENTS

Page #

Disclaimer ............................................................................................................................... 3

Statement of Philosophy ......................................................................................................... 3

General Guidelines .................................................................................................................. 3

Procedures .............................................................................................................................. 4

Documents .............................................................................................................................. 5

AFSCME Performance Review .................................................................................................. 6

Rating Guidelines for Performance Review .............................................................................. 7

Descriptors .............................................................................................................................. 8

Record of Counseling – Non-Instructional ................................................................................ 9 - 10

Improvement Plans/Technical Assistance ................................................................................ 11

Non-Instructional Improvement Plan I ............................................................................. 12-13 Non-Instructional Improvement Plan II ............................................................................ 14-15 Non-Instructional Improvement Plan III ........................................................................... 16-17

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DISCLAIMER

This handbook is to be used as a reference guide for assessment of employees in the bargaining unit for which AFSCME is the exclusive bargaining agent serving the School District of Volusia County. These procedures may be changed by the AFSCME Steering Committee at any time, when approved by the School Board. Neither the handbook, nor its contents, in any way creates an express or implied contract of employment.

STATEMENT OF PHILOSOPHY Evaluation is a continuous, cooperative process designed to improve personal performance as it relates to the performance of students. It is intended to be positive and growth oriented and based on fundamental principles of effective evaluation and contemporary research in assessment practices. The assessment system shall be applied equitably and shall conform to legally sound evaluation procedures.

GENERAL GUIDELINES

1. It is the responsibility of administrators/supervisors to train employees regarding their evaluations.

2. Evaluations shall identify those areas that meet expectations as well as areas of

weakness.

3. Components of the AFSCME Assessment System are designed to reflect the performance of employees represented by the AFSCME bargaining unit.

4. Evaluations shall be based on observable data or records pertaining to job performance.

5. The principal, assistant principal, district-level administrator/supervisor, or designated

(by contract) evaluator shall evaluate employees in the bargaining unit represented by AFSCME with input from others, if applicable.

6. Modifications or changes in the assessment system shall be reviewed by the AFSCME

Steering Committee, and require approval by the School Board.

7. An evaluation should be completed whenever there is sufficient information upon which to base an evaluation. When the employee is not available to sign the evaluation, the evaluator should complete the evaluation and sign it. The evaluator should send two copies of the evaluation with a self-addressed, postage-paid envelope, by certified mail to the employee. The evaluator is to send the signed returned copy of the evaluation, or the school/site copy of the evaluation, with the signed acceptance receipt to the Office of Employee Performance Assessment (address on back cover).

8. When the employee serves more than one site, the supervisor of the site that is

responsible for the employee’s payroll will be responsible for the evaluation. However, both (or all) supervisors should collaborate on the evaluation. Note: The responsibility for the evaluation may be reassigned by the department director.

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AFSCME ASSESSMENT PROCEDURES

CONTRACT BETWEEN THE SCHOOL BOARD OF VOLUSIA COUNTY AND AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES COUNCIL 79, LOCAL 850

ARTICLE XXIII EVALUATIONS

A. Each employee's job performance shall be evaluated at least once annually. The evaluation is the considered opinion of the evaluator. Each employee shall receive a copy of his evaluation. The completed evaluation shall be signed by the employee. The signature of the employee does not constitute concurrence or approval of the evaluation. Employees will be notified of any changes in the evaluation instrument prior to its implementation.

B. AFSCME bargaining unit members, with the exception of School Way Café Managers, are

prohibited from evaluating other AFSCME bargaining unit members. Head custodians shall be permitted to evaluate custodians and shift leaders whom they supervise. Training in employee evaluation will be provided to head custodians. In the preparation of an evaluation, the principal or worksite supervisor may elicit input from a bargaining unit member.

Each employee shall be provided a conference to review the evaluation. The employee shall be given a signed copy of the evaluation instrument prepared by his/her immediate supervisor. No such report shall be placed in the employee’s official personnel file without the employee receiving a signed copy and an opportunity for a conference. After such discussions, the employee shall sign the report. The employee has the right to submit a written response which shall be signed and dated and attached to the evaluation record. A summative performance rating of Needs Improvement or Unsatisfactory shall require a conference between the immediate supervisor and the employee for the purpose of establishing a timeline and strategies for improvement. Reasonable effort shall be made to discuss performance issues with the employee as they arise. Except for extenuating circumstances, overall performance ratings of Needs Improvement and Unsatisfactory require Records of Counseling or Improvement Plans or some other supporting document which is to be attached to the Performance Review. No member of the bargaining unit shall be permitted or required to formally evaluate another employee, except Head Custodians and School Way Café Managers. AFSCME Performance Reviews are due to be completed by June 30 or the employee’s last day of the fiscal year if earlier than June 30. Performance reviews are to be sent to the Office of Employee Performance Assessment by July 7, 2014 (address on back cover). Note: Additional evaluations/performance reviews may occur when deemed necessary by the administrator/evaluator.

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DOCUMENTS

A. The AFSCME performance review is available on-line via the district web-site and is to be used to evaluate the following employees.

Facilities Employees Maintenance Employees Warehouse Employees Bus Mechanics Mechanic Helpers Bus Operators Bus Attendants School Way Café Managers School Way Café Interns School Way Café Assistants Dining Room Aides Campus Advisors Clinic Assistants Health Support Technicians

B. The following forms/templates are available via the district web-site. Non-instructional Record of Counseling (MIS# 2008-084) Non-instructional Improvement Plan I (MIS# 2008-096) Non-instructional Improvement Plan II (MIS# 2008-201) Non-instructional Improvement Plan III (MIS# 2008-202) Letter of Caution Letter of Reprimand

Note: Call the Office of Employee Performance Assessment for assistance. Contact information

is on back cover.

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Volusia County School District Evaluation for Employees in the Bargaining Unit for which AFSCME is the Exclusive Bargaining Agent

EMPLOYEE NAME: _________________________________________________ SOCIAL SECURITY NUMBER: ______________________________________________

SCHOOL/SITE: _________________________________________________ JOB CLASSIFICATION: __________________________________________________

Note: Comments are required for areas marked Needs Improvement (NI) and Unsatisfactory (U).

Documents in support of overall ratings of NI and U are to be attached.

Rating Scale: M = Meets Expectation NI = Needs Improvement U = Unsatisfactory

RATING Comments

KNOWLEDGE/SKILLS

Knowledge of Job

Quality of Work

Planning/Organizing

Safe Work Habits

Meets Deadlines

Complies with District Policies/Procedures

DECISION MAKING

Initiative

Judgment

Makes Appropriate Decisions

Maintains Confidentiality

COMMUNICATIONS

Listening

Oral Communication

Written Communication

Keeps Supervisor Informed

INTERPERSONAL

Impact on the Organization

Adaptability

Relationships

PERSONAL

Work Ethic

Attendance

Punctuality

Tolerance (for Stress of the Job)

Flexibility

Handles Conflict in a Professional Manner

Overall Performance Rating: Meets Expectations _____ Needs Improvement _____ Unsatisfactory _____

Overall Performance Ratings of Needs Improvement and Unsatisfactory require Records of Counseling, Improvement Plans or some other supporting documentation.

______________________________________________________________________ ________________________________________________________________ Employee Signature denoting receipt of a copy of this Performance Review Date _____________________________________________ _______________________ _______________________________________ _______________

Administrator’s/Supervisor’s Signature Date Principal’s/Site Administrator’s Signature Date

______________________________________________________________________ _________________________________________________________________ Witness Signature denoting that employee received a copy of this Performance Review Date but refused to sign it. (Witness signature is necessary only if employee refuses to sign the Performance Review.)

Original: Office of Employee Performance Assessment, DeLand Administrative Complex Copies: Employee and School/Site Revised: 5/30/2012 MIS # 2010-001

Owner: Human Resources Department Web Application DO NOT USE THIS DOCUMENT. SEE LINK AT TOP

Each employee’s job performance shall be evaluated at least once annually by June 30 or the last day of employment for the fiscal year.

Overall comments (administrator and/or employee) Note: Employee comments may be attached or submitted at a later date to be attached to this Performance Review. Employee’s signature and date are necessary on the attachment.

Poor attendance will likely

negatively impact job performance.

Access this document via http://shaggy/Applications/AppPortal/logon.aspx

http://shaggy/Applications/AppPortal/logon.aspx

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RATING GUIDELINES FOR PERFORMANCE REVIEW *******************

The following rating guidelines are to be used by evaluators when assessing employees represented by AFSCME. Meets Expectations (M)

Performance meets expectations for each performance indicator. An overall rating of “M” indicates that the areas of performance are being met in a

competent manner. The evaluatee is meeting expectations.

Needs Improvement (NI) Performance does not meet expectations in the area(s) indicated. An overall rating of “NI” indicates that improvement is necessary. The area(s) of

performance is (are) failing to meet the district’s standards. Improvement must be demonstrated in order for employment not to be in

jeopardy.

Unsatisfactory (U) Performance is ineffective and unacceptable. An overall rating of “U” reflects a serious negative impact on continued

employment. Performance has been consistently below that which is required.

A rating of “U” indicates a persistent inability to fulfill performance standards in an acceptable manner. The prognosis for correcting the deficiencies is not promising. Specific evidence must justify the “U” rating, meaning documents (samples are within this document) signed by the employee which denote knowledge of deficiencies/concerns.

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DESCRIPTORS This is not a checklist. These are sample descriptors, but not intended as an inclusive list, nor will all descriptors relate to all employees represented by AFSCME. KNOWLEDGE/SKILLS Follows directions in a timely manner Works productively Effectively utilizes technology Accurately completes work Effectively administers medications after being trained Abides by policies and procedures Files correctly Plans, prioritizes and organizes Accurately enters and retrieves data Productively uses computer software Demonstrates ability to work with culturally diverse groups Forms/reports completed correctly and on time Effectively analyzes data Compiles and maintains computer files, data, and information Maintains updated calendar Complies with and maintains student information Produces desired results Uses equipment properly Uses chemicals properly Complies with safety/sanitation rules, policies/procedures Completes tasks and duties as expected Requires minimal supervision Driving ability meets expectations Preserves order while students are being transported Takes proper care of tools/equipment Attends required training Identifies and refers students with health needs Provides emergency first aid Maintains current physician orders Performs routine health screenings Assures quality of food/service Follows recipes and menus DECISION-MAKING Uses good judgment Appropriately interacts with people, in person/by phone Avoids unnecessary conflict Uses equipment properly Uses chemicals properly Is able to prioritize Requires minimal supervision Communicates with and respects all stakeholders Makes appropriate decisions Takes proper care of tools/equipment

COMMUNICATION Demonstrates effective customer-relations skills Uses correct spelling, grammar and math Provides accurate information Keeps supervisor informed of work activities and other important issues Prepares accurate reports Provides good customer service to stakeholders Keeps supervisor informed INTERPERSONAL Interacts with others in an appropriate manner Treats others with respect Is tactful Is committed to vision/mission of the district Projects a positive image Works cooperatively with others Works effectively as part of a team Adjusts well to schedule/procedural changes Maintains good personal hygiene PERSONAL Other than approved vacation leave, minimizes time away from work Is punctual Is able to work independently Limits personal use of work time per Policy 518 Positively projects the image of the school district Is committed to the vision/mission of the school district Complies with policy as it relates to wearing a uniform Dresses appropriately Takes proper care of tools/equipment Maintains good personal hygiene

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DEFICIENCIES

Except for extenuating circumstances, deficiencies should be communicated by the evaluator (not a TOA) to the employee in a timely manner. The evaluator should clarify concerns, expectations and provide strategies for improvement with input from the employee. Communication could be verbal only or in writing utilizing the Record of Counseling. Proper procedures must be followed, meaning anything in writing will require two conferences, one to provide the employee with an opportunity to discuss the evaluator’s concerns and a second to sign any paperwork resulting from the first conference.

NON-INSTRUCTIONAL RECORD OF COUNSELING In evaluating the performance of non-instructional employees, issues may occasionally arise for which an Improvement Plan is not the appropriate vehicle for comment. A Non-Instructional Record of Counseling is designed to provide the employee with a description of these issues or concerns and expectations for improvement that were previously discussed during a conference with the employee. The purpose of the Non-Instructional Record of Counseling is to document concerns and expectations of an issue that is not too serious and can be quickly remedied. This document does not provide for a follow-up meeting because the administrator is trusting that the deficiencies will be remedied in a timely fashion. If the expectations of the administrator are not met, the next step will likely be an Improvement Plan or Letter of Caution or Reprimand. Signatures of the employee and administrator, along with the date, will appear on the Non-Instructional Record of Counseling. The original remains at the school/site in the employee’s file; one copy is provided for the employee; and a copy is attached to the evaluation document when supporting Needs Improvement or Unsatisfactory ratings, or based on the discretion of the administrator. A sample of the Non-Instructional Record of Counseling can be found on the next page and on-line. Proper procedures must be followed, meaning two conferences will be required, one to provide the employee with an opportunity to discuss the administrator’s concerns and a second to sign any paperwork, if deemed necessary, resulting from the first conference.

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Employee Name: __________________________________ Date: _____ ______________________

Social Security Number: ____________________________ Position/Classification: _____________ Supervisor’s Name __________________________School/Department: _______________________

Employee Status: Annual Contract Tenured

Be advised by way of this Record of Counseling that your performance is currently less than satisfactory and does NOT meet expectations. Deficiencies in your performance are as follows:

To bring your performance to at least the satisfactory level, you must do the following:

Improvement must be demonstrated in order for employment not to be in jeopardy.

_____________________________________________________________________________________________ Employee Comments (Optional):

_____________________________________________________________________________________________

Original: Employee’s File at School/Site Copies: Employee and Attached to Final Evaluation Document (as appropriate) Revised: 6/2009 2008-084-VCS

Owner: Human Resources Print Locally

NON-INSTRUCTIONAL RECORD OF COUNSELING

_________________________________________ _________________ Signature of Employee denoting receipt of a copy of this Record of Counseling Date

_________________________________________ _________________ Principal/Administrator/Evaluator Signature Date

_________________________________________________ _____________________ Witness Signature denoting that employee received a copy of this Date Record of Counseling but refused to sign it (Witness signature is necessary only if employee refuses to sign the Record of Counseling.)

Proper procedures must be followed, meaning two

conferences will be required; one to provide the employee

with an opportunity to discuss the administrator’s concerns,

and a second to sign any paperwork, if deemed

necessary, resulting from the first conference.

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IMPROVEMENT PLANS/TECHNICAL ASSISTANCE Under routine circumstances, deficiencies are to be communicated to the employee in a timely manner. When the employee’s performance rating is Needs Improvement or Unsatisfactory, a Record of Counseling or Improvement Plan will be developed (with input from the employee). Improvement Plans and technical assistance are indicators to the employee that improvement is expected. Forms may be accessed via the Office of Employee Performance Assessment. IMPROVEMENT PLAN I The principal/site administrator or designee may have concerns regarding an employee. These concerns should be discussed with the employee during a conference and may lead to the completion of an Improvement Plan I with 3 – 6 weeks provided for improvement. While Improvement Plan I is school/site-based, the Office of Employee Performance Assessment should be consulted to ensure that procedures are followed and that the written language is clear. (See back cover for contact information.) There is no limit to the number of times that an Improvement Plan I may be extended.

IMPROVEMENT PLAN II Improvement Plan II technical assistance is delivered when an area of concern as evidenced by an Improvement Plan I shows insufficient improvement. The principal/site administrator or designee informs the employee that he/she is moving to Improvement Plan II technical assistance with 3 - 6 weeks to meet expectations. At this stage, the Office of Employee Performance Assessment should be consulted to ensure that procedures are followed and that the written language is clear. (See back cover for contact information.) There is no limit to the number of times that an Improvement Plan II may be extended. IMPROVEMENT PLAN III When performance continues to be deficient as evidenced by Improvement Plan I and Improvement Plan II, the principal/site administrator places the employee on an Improvement Plan III for technical assistance. The principal/site administrator will review Improvement Plan I and Improvement Plan II documentation prior to writing an Improvement Plan III, addressing the area(s) of performance failing to meet expectations. An Improvement Plan III includes a Support Team comprised of three employees of the district, from any site, selected by the employee; and, three employees of the district, from any site, selected by the supervisor, Occasionally, the employee waives the right to place employees on the Support Team. In this case, the Support Team will proceed with the supervisor’s three choices. The Support Team functions in a supportive role not an evaluative role. Specifically, the Support Team is asked to provide support as a team and individually by clarifying information, offering suggestions, solutions or alternatives to the employee. All work of the Support Team is confidential in nature, and is not to be discussed with anyone other than Support Team members. Timeline for improvement is 3 – 6 weeks. If sufficient improvement has not been demonstrated by the employee while on Improvement Plan III technical assistance, termination or demotion will be recommended to the School Board. The principal/site administrator is to work closely with the Office of Employee Performance Assessment at this level of technical assistance, as it is the Office of Employee Performance Assessment who coordinates and oversees this stage. (See back cover for contact information.) It is not likely that an Improvement Plan III will be extended. Note: Issues not recorded on Improvement Plan I cannot be added to Improvement Plan II. Issues not recorded on Improvement Plan II cannot be added to Improvement Plan III. Improvement Plan I cannot bypass Improvement Plan II and proceed directly to Improvement Plan III. However, overlapping Improvement Plans may be in place for the same employee.

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Volusia County Schools

Note: Contact Office of Employee Performance Assessment for Improvement Plan I template and for assistance.

Name of Employee _______________________________ Social Security Number _______________ Position/Classification ____________________________ Work Site __________________________

Administrator ___________________________________ Annual Contract Tenured

Performance area(s) to be improved

Expected outcome

Suggestions for improvement

Performance will be reviewed on or after (date) _____________________________________ (3 - 6 weeks)

Original: Employee’s File at School/Site Copies: Employee and Attached to Evaluation Document

Page 1 of 2

Revised: 6/9/2009 2008-096-VCS

Owner: Human Resources Department Print Locally

________________________________________ ________________ Signature of Employee denoting receipt of a copy of this Improvement Plan Date

________________________________________ ________________ Signature of Administrator/Supervisor Date

________________________________________________ ____________________ Witness Signature denoting that employee received a copy of this Date

Improvement Plan but refused to sign it. (Witness signature is necessary only if employee refuses to sign the Improvement Plan.)

NON-INSTRUCTIONAL IMPROVEMENT PLAN I

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Name of Employee ____________________________________ Work Site _____________________

Social Security Number: ______________________________ Annual Contract Tenured

Administrator _______________________________________

Performance meets expectations.

Note: Regression of performance (within the same school/site and within a reasonable

amount of time) may necessitate implementation of an Improvement Plan II.

Additional and/or sustained improvement is required.

This Improvement Plan will be extended until ________________________________. (date)

Performance continues to fall below expectations. An Improvement Plan II will be

written.


Page 2 of 2

Revised: 6/9/2009 2008-096 VCS


_______________________________________ ________________ Signature of Employee denoting receipt of a copy of the results of this Date Improvement Plan

_______________________________________ ________________ Signature of Administrator/Supervisor Date

_______________________________________________ ___________________ Witness Signature denoting that employee received a copy of this Date Results Page but refused to sign it. (Witness signature is necessary only if employee refuses to sign the Improvement Plan.)

RESULTS OF IMPROVEMENT PLAN I

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Note: Contact Office of Employee Performance Assessment for Improvement Plan II template and for assistance.




Expected outcome (Improvement must be demonstrated in order for employment not to be in jeopardy.)

Suggestions for improvement

Performance will be reviewed on or after (date) _____________________________________ (3 - 6 weeks)


Page 1 of 2

Created: 6/9/2009 2008-201 VCS


NON-INSTRUCTIONAL IMPROVEMENT PLAN II


________________________________________ ________________ Signature of Administrator/Supervisor Date

________________________________________________ ____________________ Witness Signature denoting that employee received a copy of this Date Improvement Plan but refused to sign it. (Witness signature is necessary only if employee refuses to sign the Improvement Plan.)

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Name of Employee ____________________________________ Work Site _____________________

Social Security Number: ______________________________ Annual Contract Tenured

Administrator _______________________________________


Performance is improving. Employee will be returned to Improvement Plan I

until__________________________. (date)

Additional and/or sustained improvement is required.

This Improvement Plan will be extended until ________________________________. (date)

Performance continues to fall below expectations. An Improvement Plan III will be

written. Termination of employment or demotion may be recommended to the School

Board, if performance continues to be deficient.


Page 2 of 2

Created: 6/9/2009 2008-201 VCS





RESULTS OF IMPROVEMENT PLAN II

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Note: Contact Office of Employee Performance Assessment for Improvement Plan III template and for

assistance.



Support Team Members’ Names: ________________________________________________________


Expected outcome (Improvement must be demonstrated in order for employment not to be in

jeopardy.) Suggestions for improvement

Performance will be reviewed on or after (date) _____________________________________ (3-6 weeks)


Page 1 of 2

Created: 6/9/2009 2008-202 VCS



________________________________________ ________________ Signature of Administrator /Supervisor Date

________________________________________________ ____________________ Witness Signature denoting that employee received a copy of this Date Improvement Plan but refused to sign it. (Witness signature is necessary only if employee refuses to sign the Improvement Plan.)

NON-INSTRUCTIONAL IMPROVEMENT PLAN III

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Name of Employee ____________________________________ Work Site _________________

Social Security Number __________________________ Annual Contract Tenured

Administrator ______________________________


Performance is improving. Employee will be returned to Improvement

Plan II until ______________________________. (date)

Additional and/or sustained improvement is required. This Improvement Plan

will be extended until _______________________. (date)

Performance continues to fall below expectations. Termination of

employment or demotion will be recommended to the School Board.


Page 2 of 2

Created 6/9/2009 2008-202 VCS





RESULTS OF IMPROVEMENT PLAN III

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Return all documents to

Office of Employee Performance Assessment Human Resources Department

3750 Olson Drive Daytona Beach, FL 32124

For more information, contact the following:

Marta Pascale, Extension 50817 Linda Knowles, Extension 50762 Debra Wilson, Extension 50826

School Board Members Mrs. Diane Smith, Chairman

Ms. Candace Lankford, Vice-Chairman Mrs. Linda Costello Mr. Stan Schmidt

Mrs. Ida D. Wright

Superintendent of Schools Dr. Margaret A. Smith

Assistant Superintendent for Human Resources

Mrs. Peromnia Grant

SCHOOL DISTRICT OF VOLUSIA COUNTY VISION STATEMENT

Through the individual commitment of all, our students will graduate with the knowledge, skills, and values necessary to be successful

contributors to our democratic society. School Board adopted April 14, 1992

Reaffirmed January 14, 1997