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Lewis & Clark College

Support Staff Performance Evaluation

The College believes in regularly scheduled performance evaluations. Evaluations assist

staff members with their professional development, and serve as a reference for promotion,

transfer, and retention by facilitating development, communication and understanding of

expectations and performance requirements.

It is the supervisor’s responsibility to monitor staff performance, discuss significant

accomplishments and provide performance coaching and counseling on an ongoing basis. At a

minimum, an employee’s performance is evaluated at the end of the introductory period and

annually during the designated evaluation period. The performance evaluation process

cannot be used to discuss performance concerns that have not been addressed at or near the time

of occurrence and may not be used as disciplinary action.

Lewis & Clark College has designed a performance evaluation process that supports

collaboration between the supervisor and the employee. The process includes a core set of

requirements with a variety of optional methods for completion.

1) The Office of Human Resources will initiate the evaluation process through an email

notification to the supervisor with a link to the necessary forms. The evaluation form includes

the means for collecting performance feedback from co-workers, an objectives/plan of action

section, and a performance ranking section. Please type the comments directly into the

electronic version of the form and print it when finished. The forms are located at

http://www.lclark.edu/dept/hr/forms.html

2) Prior to initiating the evaluation process, both the employee and the supervisor must

carefully review the existing position description. Employees need to be evaluated based on

the responsibilities listed in the position description and the supervisor’s expectations. If the

position description is no longer accurate, the supervisor and the employee must update the

description and submit it to the Office of Human Resources. If the changes are substantial,

the position will be considered for reclassification, as specified in the LCCSSA bargaining

agreement. The reclassification process is independent of the evaluation process and need

not delay the performance evaluation.

3) The supervisor and the employee have flexibility and options. The key is to collaborate and

mutually determine which process works best for you.

A) Feedback Section

The supervisor and/or the employee may request feedback from faculty and staff members

who work closely with the employee. The employee will have the right to review the written

feedback after the name of the author has been removed.

Individuals can offer feedback using one or a combination of the following:

1) Complete the Annual Performance Review Questionnaire.

2) Submit a written narrative describing their interactions with and assessment of the

employee.

3) Provide an oral report to the supervisor.

B) Professional Development

1) The supervisor and the employee may separately draft the information for the

professional development form, or

2) The supervisor and the employee may use the evaluation meeting to jointly

complete the sections.

The performance evaluation part of the process is evaluative and retrospective. The forward

thinking and planning aspect of determining goals, expectations, a plan of action and necessary

resources is extremely important .

C) Support Staff Evaluation Form

1) The supervisor may complete the ranking section independent of input from the

employee and set a private meeting to discuss the evaluation with the employee,

2) The supervisor and the employee may both complete the ranking section

independently and set a private meeting to discuss the ranking section and

complete one evaluation to be maintained in the formal employee record. If the

supervisor and the employee are unable to reach agreement on the performance

ranking of any category, the supervisor’s ranking will prevail.

In both of the above scenarios it is recommended that the employee be given a copy of the

supervisor's ratings 2-3 days prior to the evaluation meeting in order to prepare responses.

Superviosrs have some flexibility. They may add categories to the evaluation, mark a rating

between two categories and/or supplement the form with a narrative description. Make it work

for your individual situation. Some supervisors create a simple form listing major

responsibilities or expectations on one side and how well the employee performed them on

the other.

Once completed and discussed, the employee and the first and second level supervisor sign

the forms. Employees must also sign the accompanying document pertaining to the College's

Code of Ethics, and attach it to the evaluation. Send the signed form to Human Resources for

inclusion in the employee’s personnel file. The employee’s signature indicates that the

evaluation has been discussed. The signature does not necessarily indicate agreement. The

employee may request that his/her own written comments be attached to the performance

evaluation and included in his/her personnel file.

Lewis & Clark College

ANNUAL PERFORMANCE REVIEW QUESTIONNAIRE

The goal of performance reviews is to help each staff member become more effective through

reflection and constructive criticism. I would appreciate your comments regarding the job

performance of ___________________ for the 20__-20__ year. Your remarks will be taken into

consideration along with those of other responders as the performance review process is

conducted. Your candid, specific reflections and suggestions are encouraged. If you would

rather provide feedback orally or in a narrative format, please do.

Your assistance with this important process is greatly appreciated. Please return your remarks to

me by ________________________.

__________________________________________

Supervisor Name and Title

________________________________________________________________________

1. Please describe briefly the type of contact you have with this staff member.

2. On a scale of 5 (excellent) to 1 (unacceptable), how would you characterize this staff

member in terms of your working experience with her/him? Please add comments if you

wish. (Please note that based on numerous requests, we reversed the order of the scale.)

a. Interpersonal skills (open, inclusive, cooperative, etc.)

b. Working style (consultative, prompt, thorough, follows through, etc.)

c. Technical ability (knowledgeable, current, makes good judgments, etc.)

3. What are this person's major strengths?

4. In what ways might this person improve?

5. Other comments.

YOUR NAME:

Thank you for your help.

Professional Development

To promote personal growth in the work environment the employee and supervisor, either

separately or together, develop goals, objectives and a plan of action to discuss at the meeting.

Consider both employee interests and departmental needs. Ideally, the goals should be mutually

determined but the supervisor may require the employee to meet certain goals, expectations or

objectives. This form should include specifics with timelines or deadlines for each item.

Employees, consider discussing what you would like to learn to become a better LC employee

and your long-term professional goals. See the tip sheet for more information about setting

goals.

Goals/Objectives/Plan of Action

Part 1 Goals and Objectives:

Part 2 Training and Support:

a. Training and Education.

These may include course work, seminars, workshops, computer

training or conferences. Consider both on and off campus opportunities.

b. Specific Support These may include release time, mentoring, flexible scheduling, additional

supervisor/employee or staff meetings.

Employee’s Signature ________________________ Date: _____________

Supervisor’s Signature ________________________ Date: _____________

Lewis & Clark College Support Staff Evaluation Form

Employee Job Title Date

Department Supervisor

Employment status:  Introductory Evaluation  Annual Evaluation

Based on the tasks and responsibilities in the job description and the supervisor’s expectations,

rate each category using the following guidelines:

EME = Exceeds Most Expectations

MME = Meets Most Expectations

BME = Below Most Expectations

RSI = Requires Significant Improvement

NA = Not Applicable

The sentence next to each category describes an employee who “meets most expectations.” The

description should act as a guide and not be interpreted as strict or explicit restrictions.

Comments MUST be added to explain ratings of “BME” or “RSI.” Specific examples are

helpful. The performance evaluation process cannot be used to discuss performance concerns

that have not been addressed at or near the time of occurrence.

Attendance: Maintains an established schedule, is regular in attendance, makes

appropriate arrangements for absences.

Rating

Comments:

 EME

 MME

 BME

 RSI

Communication skills: Demonstrates effective written and oral communication skills.

Rating

Comments:

 EME

 MME

 BME

 RSI

Cooperation/Teamwork: Willing to assist others and work towards common goals.

Rating

Comments:

 EME

 MME

 BME

 RSI

Flexibility/Adaptability: Is receptive and responsive to changing conditions,

procedures, and technologies in the work unit.

Rating

Comments:

 EME

 MME

 BME

 RSI

Initiative: Is a self-starter and completes work effectively in the absence of detailed

instructions.

Rating

Comments:

 EME

 MME

 BME

 RSI

Judgment: Makes reasonable decisions.

Rating

Comments:

 EME

 MME

 BME

 RSI

Planning & Organization: Plans, organizes and prioritizes work efficiently.

Rating

Comments:

 EME

 MME

 BME

 RSI

Quality of work: Performs work accurately and demonstrates attention to detail.

Rating

Comments:

 EME

 MME

 BME

 RSI

Quantity of work: Accomplishes the work required as defined in the position

description or by the supervisor.

Rating

Comments:

 EME

 MME

 BME

 RSI

Service orientation: Interacts appropriately with people of diverse backgrounds and

different needs. Acts effectively and cooperatively to solve problems when dealing with

faculty, students and staff.

Rating

Comments:

 EME

 MME

 BME

 RSI

Supervision of employees or students: Provides job training, communicates and

delegates clearly. Provides feedback for improvement and initiates corrective action if

necessary.

Rating

Comments:

 EME

 MME

 BME

 RSI

 NA

Evaluation Summary

Mark an “X” next to the description that most closely approximates the employee’s total impact on the College. Do

not average; rather consider the overall contribution.

( ) Exceeds Most Expectations - Performance ratings at this level are reserved for exceptional employees who

routinely exceed performance expectations with only rare deficiencies. Employees at this level demonstrate an in-

depth knowledge of their work. They are sought out for answers and advice. Recognition of their expertise goes

beyond their own unit or department. They require little or no supervision or follow-up.

( ) Meets Most Expectations - Performance ratings at this level are reserved for employees who consistently meet

performance expectations. This is a “good” overall rating reflecting fully competent performance. Performance

may exceed expectations periodically or in a few areas, and performance may not meet expectations occasionally or

in a few areas. Errors are few and seldom repeated. New skills or duties are performed in a reasonable time after

introduction. Minimal supervision and follow-up is required.

( ) Below Most Expectations - Performance ratings at this level are reserved for employees who do not

consistently meet most performance expectations. This is equivalent to a rating of “below average and needing

improvement.” Performance may meet expectations periodically or in a some areas, but improvement is required in

one or more areas. Employee often requires direct supervision and follow-up.

( ) Requires Significant Improvement - Performance ratings at this level are reserved for employees who need to

improve or develop to continue their employment. While some key responsibilities are performed competently,

others are clearly below expectations. Employees at this level need coaching, frequent supervision and follow-up.

_____________________________________________ Date: ______________

Employee Signature (I have read and understand the above evaluation)

______________________________________________ Date: ______________

Signature of Supervisor

______________________________________________ Date: ______________

Signature of Supervisor's Supervisor

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