Performance Evaluation Information

Evaluation Timeframes

Permanent Staff are normally evaluated annually during the annual performance evaluation cycle. 

Probationary employees, for most MOU’s, are evaluated three times per year:

1 year probationary period at the Third, Sixth and Eleventh Month

2 year probationary period at the Sixth, Twelfth and Eighteenth Month

Temporary/Intermittent employees are evaluated on at least an annual basis, normally during the annual performance evaluation cycle.  Evaluations of temporary/intermittent employees may also occur at the end of an appointment period.  Employees may be evaluated at times other than the above when there is a reason to do so.

Performance Evaluation Forms

Specific evaluation forms have been developed for the following bargaining units

Unit

Unit Description

1

Physicians

4

Academic Support

9

Positions in Information Technology

2, 7

Clerical Staff

General Performance Evaluation Instructions

  • We recommend the evaluator show the Reviewing Officer (Appropriate Administrator) a draft of the performance evaluation prior to giving the evaluation to the employee in order to ensure basic agreement as to the ratings.  The Reviewing Officer is responsible for consistency and accuracy across the Program Center. 
  • Complete appropriate evaluation form.  For some bargaining units a draft of the evaluation must first be given to the employee. 
  • Only one rating should be checked for each performance factor and for the overall evaluation.  Determine the most appropriate rating and address variations in performance in the comments section.
  • The performance factors are not necessarily equal in weight.  If a certain factor(s) is more important for the position in question, the evaluator may weight the evaluation for that factor(s) more heavily.  This in turn may affect the overall performance evaluation rating since the overall evaluation is not necessarily determined by counting up the numbers of each rating.
  • If one or more performance factors are rated “Needs Improvement” or “Unsatisfactory”, the overall performance evaluation rating should probably not be “Satisfactory” or above.  There may be no incentive for the employee to improve.
  • Meet privately with employee to discuss his/her performance evaluation and goals for the next evaluation cycle.          
  • When employees receive Unsatisfactory or Needs Improvement ratings, we strongly recommend that supervisors establish follow-up evaluations to monitor improvement or lack thereof.
  • If performance is not Satisfactory after the employee has been notified of the need to improve and provided adequate training and time to improve, consideration should be given to a recommendation for Rejection during probation for probationary employees, separation from temporary appointment, or progressive discipline for permanent employees.
  • Parties sign the evaluation form.  If an employee chooses not to sign the evaluation, indicate “the employee refused to sign the evaluation form” and forward it to the Reviewing Officer.
  • Questions regarding these instructions or the performance evaluation process may be directed to Veronica Hodge, Associate Vice President for Employee Services, at x84488.

CSUEU Specific Instructions (Units 2, 5, 7 and 9)

  • Employees evaluated three times during the probationary period: end of third month, beginning of sixth month, beginning of eleventh month per campus guidelines. 
  • A draft evaluation shall be given to the employee for the employee’s review.  The employee shall be given up to five (5) days to review the draft and provide input, if any, to the evaluator.
  • The evaluator shall consider input provided in the five (5) day period in preparing the final performance evaluation and prior to placing it in the employee’s personnel file.
  • If the employee disagrees with the record of performance evaluations which has been placed in his/her personnel file, the employee may submit a rebuttal statement which shall be attached to the evaluation.  The evaluation shall be reconsidered in light of the rebuttal statement and if the evaluation is amended, the amended evaluation shall replace the original evaluation and its rebuttal.

APC Specific Instructions (Unit 4)

  • Employees shall be evaluated at the beginning of the sixth, and beginning of the twelfth month per campus guidelines. 
  • Evaluator of Unit 4 members are usually MPP or a Department Chair.
  • Evaluator must list essential functions upon which the employee will be evaluated, based on the position description.
  • Position description should be reviewed and updated if necessary.
  • Manager shall inform the employee in writing that a performance evaluation will take place.
  • Performance evaluations shall be based on the direct observation or supervision of the employee’s work during the period since the last performance evaluation.  In the event the evaluator has not directly observed or supervised the employee’s work, the evaluation shall be based primarily on the content of the employee’s official personnel file, including the applicable position description(s) and input from employees and/or students who have interacted with the employee.  If the employee receives any rating of less than satisfactory (or its equivalent), the document(s) and/or specific example(s) relied upon for the rating must be given to the employee and placed in the employee's personnel file no later than the time at which the evaluation is given to the employee in draft form.  
  • A draft performance appraisal shall be prepared and submitted to the employee at least fourteen (14) days prior to finalization.  The date of the draft must be noted on the performance evaluation form.
  • The employee shall have fourteen (14) days to submit a rebuttal, if any, and may elect to submit any such rebuttal, accompanied by the draft evaluation it rebuts, to his/her personnel file.
  • The employee may submit materials for consideration during the performance evaluation process, including evaluative materials from campus and community sources generated by individuals familiar with the employee’s work.
  • Narrative to the performance evaluation may be written on separate sheets of paper and should be attached to the form.

SETC Specific Instructions (Unit 6)

  • Employee performance evaluations are for the purpose of evaluating individual performance and for providing guidance for performance development and improvements. 
  • Evaluations should be a review of the employee’s performance, written by a non-bargaining unit evaluator, and based upon job-related criteria including input from the employee and the employee’s bargaining unit Supervisor where appropriate. 
  • A Probationary employee shall be evaluated periodically but not to exceed four (4) times during his/her probationary period.
  • A temporary employee shall be evaluated at least once every appointment period, but not less than once per year.