Performance Management

Operational Standard/Purpose

The purpose of Illinois Central College’s performance management process is to ensure that employees perform work that accomplishes the business needs of the College, employees’ work aligns with the strategic goals of their department and the College’s institutional strategic objectives, employees clearly understand the quality and quantity of work expected, employees receive ongoing information about how effectively they are performing relative to expectations, and to provide opportunities for employee development.

Performance information is one consideration in making personnel decisions such as, promotions, disciplinary actions, layoff determinations, and salary increase eligibility.

Scope/Applicability

The performance management process applies to all full-time and regularly scheduled part-time employees, employees in their orientation period, and those in temporary positions. Employee reviews will vary based upon employment status and bargaining union membership and are to be conducted between March 1st and June 1st.

Procedures

1. Adjunct Faculty: Refer to the Evaluation Procedures section of the Faculty Handbook for additional information.
2. Full-Time Faculty: Refer to the Assessment and Evaluation of Faculty section of the Faculty Forum Contract for additional information.
3. All Other Employees - Orientation Period: All new non-bargaining unit employees should be evaluated by their immediate supervisor at least once within their orientation period to review the employee’s understanding of the College and its procedures, to assess whether the new employee has adjusted satisfactorily to their position, and to provide the new employee with information regarding strengths and weaknesses, if any, in their performance. Immediate supervisors are to:
   1. Complete the New Employee Evaluation.
   2. Discuss with the new employee.
   3. Subsequently forward to the Human Resources Department for inclusion in the employee’s personnel file.
   4. The evaluation document shall also shall serve as a basis for recommending continuing employment.
4. All Other Employees – Annual Evaluation: All non-bargaining unit employees are to have an annual performance evaluation conducted by their immediate supervisor or manager. The evaluation documents the employee’s performance as demonstrated during the prior year and helps to determine performance goals for the upcoming year that are aligned with the College’s strategic objectives. Employees rated less than satisfactory (less than 3) on the annual evaluation must be placed on a Performance Improvement Plan (PIP) and are not eligible for to receive an annual raise increase. Annual Performance Evaluation Procedures include the following:
   1. Supervisor/manager informs employee of evaluation process, form to use, and completion deadline.
      1. The Employee Performance Review and Development Plan is to be used for all employees through a Manager classification.
      2. The Leadership Performance Review and Development Plan is to be used for Directors through Vice Presidents.
   2. Employee completes self-assessment by assigned date and submits form to their supervisor/manager.
      1. Indicate that you are completing the “Self-Assessment” by clicking they gray box. Type your name, ID #, date, title and department in the appropriate boxes.
      2. To complete the “Review of Critical Job Function, Skills & Responsibilities” section, refer to your last performance evaluation and most current job description. See your supervisor/manager if you have questions.
      3. The “Evaluation of Performance Competencies” section will be based on your job performance during the most recent evaluation year.
         • Rate the performance competencies using the definitions along with the rating scale to complete the self-assessment.
         • Read each competency and, based on honest reflection, determine where you feel that your performance for each competency falls on the scale of 1 to 5.
         • To select your rating, click on the black “Please select” drop-down box and choose 1 through 5 or N/A as appropriate.
         • Provide specific comments as rationale for a rating or to further inform your supervisor/manager. Type your comments in the “Employee Comments” box.
      4. NOTE: Do not need to complete the “Total Performance Management Score” or “Calculate Average Performance Management Score” boxes. These will be calculated by your supervisor/manager.
      5. To complete the “Goal Mapping & Career Development/Performance Improvement Plan” section, you will need to access your job description and department’s program plan. See your supervisor/manager if you have questions.
         • Draft effective career development goals to begin the discussion with your supervisor/manager. Use S-M-A-R-T (Specific, Measurable, Achievable, Relevant, Time-bound) criteria to develop new or ongoing goals aligned with the competencies, job skills/responsibilities, and/or department’s operational plan.
         • Complete each box in the chart by typing the competency number, your job goal, program plan goal, and action plan into the gray text boxes.
         • You will not be completing the “Mid-Year Progress” and “Outcomes” columns at this time.
      6. Complete the “Additional Comments, Mid-Year Progress Date and Signatures” section as appropriate.
         • Complete Question A only if you have requests, interests, or plans for the coming year.
         • Complete Question B as appropriate.
         • Question C is optional and may be used if you would like to add additional comments after meeting with your supervisor/manager to discuss your performance. These comments may be in support of your reflections versus those of your supervisor/manager.
      7. The next meeting date and signatures are not to be completed until after all meetings with your supervisor/manager and Question C comments are added, if applicable.
      8. Save the self-assessment for your own records and share the self-assessment with your supervisor/manager.
   3. Using the same form, the supervisor/manager reviews the self-assessment and follows the same steps to assess and rate the employee on attainment on mutually agreed upon goals, tasks and/or leadership competencies, and provide a summary of their performance.
   4. Supervisor/manager will calculate the “Total Performance Management Score” and “Calculate Average Performance Management Score” based on their own rates selected for each competency, not the employee’s rates.
      1. If average overall score is 3.0 or greater, create a career development plan with your employee. Any competencies rates less than 3 should be specifically addressed in the career development plan.
      2. If average overall score is less than 3.0, create a Performance Improvement Plan (PIP) with your employee address all competencies rated less than 3. Contact Human Resources for support. Refer to the Performance Improvement Plan (PIP) Standard Operating Procedure (SOP) for additional information.
   5. Supervisor/manager will schedule individual conferences with each employee to review and discuss the employee’s performance evaluation. These conferences will take place before the final written evaluation and self-evaluation reports become part of the employee’s personnel file.
   6. Supervisor/manager completes any changes or additions and both the employee and supervisor/manager sign the performance appraisal. If an employee refuses to sign the evaluation, the supervisor/manger will make note of the employee’s refusal and date of conference.
   7. Supervisor/manager forwards the performance appraisal to their administrator for approval and signature.
   8. Final performance appraisal is forwarded to Human Resources by June 1 and subsequently placed in the employee’s personnel file.
   9. The employee is to receive a copy of the final performance appraisal for their own records. If an employee disputes the performance appraisal, then the employee may submit a written statement detailing their position to be attached to their final performance appraisal.

Additional Provisions/Information

Employees will not be evaluated while off work due to a leave of absence. If an employee is on a leave of absence when their evaluation is due, the employee will be given an evaluation upon return from leave. If a raise is due, the effective date would not be until after the date of return from an approved leave of absence.

Receipt of a satisfactory performance evaluation shall not constitute an assurance of continuing employment.