11.4 Performance Evaluation for Support Employees

Evaluation of all support personnel employed by Broken Arrow Public Schools has been authorized by the Broken Arrow Board of Education. The evaluation process will be conducted by appropriate administrators and supervisors in accordance with provisions of this policy.

The evaluation process is designed to make the employee aware of strengths and weaknesses and to provide the employee's supervisor with an overall assessment of the employee's job performance.

Support personnel (full and part time) shall be evaluated at the completion of temporary status (60 days) and annually. The annual evaluation shall be completed no later than the 1st of May.

The evaluation shall be conducted by the division director, or designated supervisor, in accordance with procedures outlined by personnel regulations.

When an employee transfers position, receives a promotion, or returns following a suspension, or for other circumstances, the supervisor may conduct an additional special evaluation of the employee's performance.



The evaluation form shall be signed by both the employee and the evaluator. The signature of the employee does not necessarily indicate agreement; it does indicate the evaluation report has been reviewed.

A copy of the evaluation report will be filed in the personnel office of the Broken Arrow Public Schools, a copy will be retained in the department file, and a copy given to the employee.

Administrative Guidelines

Administrative Guidelines, Performance Evaluation for Support Employees. The Support Personnel Performance Evaluation Program is designed to improve the quality of work in all areas of the support staff by improving the job performance of each employee. It is a cooperative effort between the supervisor and employee to identify strengths and weaknesses and to prescribe steps for improvement if necessary.

Performance Areas to be Evaluated. Each job classification has performance appraisal forms pertinent to their duties and responsibilities. Performance factors to be rated are relevant to the department or clerical assignment. They are stated as specific objectives rather than being grouped in general categories.

A temporary status employee is that person who is employed in a support staff position for the first time in the Broken Arrow Public Schools. The employee shall complete a probationary period which shall be in effect for a period of sixty (60) calendar days from the date of employment, except that it may be extended for an additional thirty (30) calendar days upon the recommendation of the supervisor, following an evaluation of the employee's work performance during the first sixty (60) calendar days. At the end of the probationary period, the employee will either advance to class status or be recommended to be terminated.

The evaluation procedure for a temporary status employee shall be as follows:

1. During the entrance conference at the time of employment, the employee will be made aware of the performance factors to be evaluated during the sixty (60) day probationary period.
2. The supervisor will conduct an on-going evaluation of the employee making as many observations as necessary during the probationary period.
3. Prior to the completion of the temporary status period, the director or designated supervisor will complete the evaluation, summarize, rate and make recommendations for the employee on the Performance Evaluation form and conduct an evaluation summary conference with the employee.
4. During the summary conference, the evaluation and recommendation will be discussed with the employee and the form signed by both the evaluator and the employee.
5. Copies of the evaluation form will be distributed as follows: One copy to the employee, one copy retained for the department file and one copy to the personnel office. If the employee is recommended for class status, the supervisor should complete a Notice of Employee Change of Status form and send to the personnel office.
6. In the event the recommendation of the supervisor is for termination, the employee should be informed of such action during the summary conference and a Notice of Termination of Employment form sent to the personnel office along with the evaluation form.
The evaluation procedure for a class status employee assigned to one designated supervisor, e.g., school secretary (principal); carpenter (director of maintenance); bus driver (director of transportation services); regular custodian (director of plant operations); cook (director of child nutrition services), shall be as follows:

1. Prior to November 1 each year, the supervisor shall schedule an orientation conference with the employee to be evaluated and explain the evaluation process.
2. During the year the supervisor should conduct as many direct observations and other contacts as necessary to complete a valid evaluation of the employee.
3. During the year, the supervisor should schedule conferences with the employee to emphasize strengths or to discuss weaknesses, and make suggestions for improvement, if necessary.
4. Prior to May 1 of the evaluation year, the supervisor should conduct a summary conference with the employee to discuss the evaluation and recommendations for future status.
5. The employee being evaluated may respond to the evaluation in writing within 10 days of the summary evaluation conference. The written response will become a part of the evaluation.
6. Evaluation forms are to be distributed as outlined in 11-21-11 (subparagraph 5). If a change in job status is recommended, the proper form should be completed and sent to the personnel office.
7. If termination is recommended, the proper form should be sent to the personnel office. In the case of an employee who has been with the school system for more than one year, the termination procedure outlined in the Employee Guidelines and Policies for Support Personnel, pp. 27ff, must be followed.
8. If an employee desires to discuss the evaluation with the supervisor and/or Assistant Superintendent for Personnel Services, a written request should be submitted no later than June 1 of the evaluation year.

The evaluation procedure for a class status employee assigned to a position requiring two supervisors, e.g., lead day and lead night custodian (principal and director of plant operations); cafeteria manager (principal and director of child nutrition services), shall be as follows:

1. The evaluation of the employee will be a cooperative single evaluation conducted jointly by the two supervisors to which the employee is assigned.
2. Prior to November 1, both supervisors should schedule an orientation conference with the employee to be evaluated, either individually or jointly, to discuss the evaluation procedure.
3. During the evaluation period, both supervisors should schedule observations and contacts as needed to provide necessary data for the evaluation. The supervisors should confer regularly during the year regarding the cooperative evaluation.
4. Prior to the completion of the evaluation form, before May 1, the supervisor will contact the principal to discuss completion of the summary evaluation form for the employee. In the event the principal and supervisor cannot agree on the evaluation, they will meet with the Assistant Superintendent for Personnel Services to resolve the disagreement.
5. The supervisor will then complete the summary evaluation form and both he/she and the principal will sign the form.
6. The employee being evaluated may respond to the evaluation in writing within 10 days of the summary evaluation conference. The written response will become a part of the evaluation.
7. Copies of the evaluation are to be distributed, and recommendations made, as outlined in Sections 11-21-11 and 11-21-12.
Source: Board of Education policy adoption, August 3, 1981; amended October 3, 1994..