WILLIAM PATERSON UNIVERSITY
PROCEDURE FOR ANNUAL EVALUATION OF AFT PROFESSIONAL STAFF EMPLOYED ON MULTI-YEAR CONTRACTS
The evaluation procedure shall be as follows:
1. The evaluation will be initiated by a meeting between the employee and his/her supervisor to discuss the employee’s job performance. Employees being evaluated will be notified of the intention to conduct an evaluation.
2. Following this meeting, the supervisor will write a draft assessment of the employee’s performance and transmit it to the employee.
3. At the employee’s option, the supervisor and the employee will meet to discuss the draft assessment.
4. The supervisor will then prepare the written assessment of the employee’s performance, which will be included in the employee’s personnel file. A copy will be transmitted to the employee, who will have the right to respond.
1st and 2nd Year Reappointment
AFT PROFESSIONAL STAFF
RETENTION POLICY AND PROCEDURE
This Policy and Procedure shall apply to full-time non-teaching professional staff who have never received multi-year contracts and part-time professional staff with more than three (3) years service who are (a) employed in regular, recurrent positions, (b) work at least half of a full load, and (c) employed on either a one-year contract or on at least a second half-year contract occurring during any two (2) consecutive academic years.
I. Criteria for Reappointment
A. The reappointment of professional staff shall be based on:
1. Professional performance of the professional staff
2. Institutional and programmatic needs
B. Professional performance shall include:
1. Knowledge of professional assignment area
2. Thorough preparation for assuming responsibilities
3. Effective communication
4. Respect and consideration for co-workers and clientele
5. Service and/or other activities which contribute to the purposes and functions of the University and the community which it serves
6. Other job related criteria as shared with the employee, which shall be presented to each first year employee in a written job description at the time he or she is first offered employment. For part-time, second, third, fourth and fifth year employees, such criteria shall be developed by the employee together with his or her immediate supervisor, and shall be provided to the employee, in writing, prior to the beginning of his or her second, third, fourth or fifth year, or next part-time contract.
C. Institutional and Programmatic Needs
The reappointment of the professional staff must be consistent with the needs and purposes of the University as stipulated in the long-range institutional goals.
II. Process
A. Role of Board of Trustees and President
Reappointments shall be made by the Board of Trustees upon the recommendations of the President. It is the purpose of these processes to provide the Board and the President with pertinent data on the basis of which to make such determinations.
B. Retention Policy and Collective Bargaining Agreement
The evaluation of professional staff shall be conducted in accordance with the provisions of this policy statement and the relevant provisions of the Collective Bargaining Agreement between the Council of New Jersey State College Locals, NJSFT-AFT/AFL-CIO and the State of New Jersey.
C. Timetable and Material Presented by the Candidate
Each candidate for reappointment shall be provided with a timetable indicating the dates of the steps in the retention procedure. The timetable shall provide a reasonable opportunity for the candidate to present a written statement and/or materials for inclusion in the retention folder, prior to the beginning of the evaluation by the immediate supervisor. The materials may include, but are not necessarily limited to, a self-evaluation, evaluations solicited by the candidate and commendations he or she has received. All items presented by the candidate shall be considered in the evaluation process.
D. Evaluation Forms
The administrative head of each component of the University shall have the right to design and/or adopt an evaluation form. Employees in the collective bargaining unit shall have the opportunity to participate in the design of any such form. The evaluation forms adopted by each component of the University shall be submitted to the Union for review. The purpose of the review shall be to ascertain whether the evaluation forms conform to and are not in conflict with the provisions of the controlling Collective Bargaining Agreement.
E. Evaluation by Supervisors
1. Scope of Review
Owing to the nature of professional staff employment, it must be understood that the regular and continuous employment relationship between the employee and his immediate supervisor provides a climate for the sustained observation and assessment of the professional staff. A principal purpose of the annual process is to formalize, and share with the candidate for reappointment, conclusions which have been drawn during the regular working relationship.
2. Interview
Before making a recommendation the supervisor shall meet with the candidate at a mutually convenient time. After the interview, the supervisor shall write a report of the interview to which the candidate shall have a reasonable opportunity to respond.
3. Summary Evaluation
The immediate supervisor shall then prepare a written summary evaluation of the candidate based on the interview and the material in the retention folder. No specific form is required. The summary evaluation must include a clear recommendation.
F. Opportunity to Examine and Respond to Materials
The professional staff shall have the opportunity to review and question any and all materials submitted as part of this evaluation process. A copy of each item, not supplied by the candidate, shall be transmitted to the professional staff as soon as it has been submitted. He or she shall be given a reasonable opportunity to respond in a timely fashion to any such item and the response shall be included in the reappointment folder prior to its transmission to the next level in the procedure.
G. Transmission to Higher Administrators
The retention folders will be transmitted by the immediate supervisors to the next higher level of administrators, who, in turn, will transmit them to the next higher level. This procedure will be continued until the folders are forwarded to the President. Each higher level administrator shall have an opportunity to review the folder and add his or her recommendation as appropriate.
H. Review Procedure
1. A candidate who has received a negative recommendation from a supervisor may request an interview with the next higher level supervisor to address the record. The candidate shall have the option to invite other persons from the bargaining unit to attend the meeting. If this option is to be exercised, the candidate shall notify the supervisor of this intention. Upon the exercise of this option, the supervisor shall also have the right to bring others of his or her choice to the meeting. A candidate who has been notified by the President of his or her intention not to recommend reappointment may request an interview with the President. The last date for requesting such a meeting shall be announced to the candidates.
2. If a candidate requests such an interview with the President, he or she shall have the option to invite other persons from the collective bargaining unit to attend the meeting. If the option to invite others to the meeting is exercised by the candidate, he or she shall so notify the President of this intention. Upon the exercise of such an option by the candidate, the President shall also have the right to include others of his or her choice in the meeting. The purpose of said interview shall be to afford the candidate a personal opportunity to comment on the record and/or to supply additional information prior to the President formulating his or her final recommendation to the Board of Trustees. The last date for requesting such an interview shall be announced.
3. Any professional staff who is a candidate for reappointment may submit to the Board of Trustees, in writing, new evidence or information or argumentation of inadequate consideration. The deadline for providing this information shall be announced.
3rd and 4th Year Reappointments
AFT PROFESSIONAL STAFF
RETENTION POLICY AND PROCEDURE
This Policy and Procedure shall apply to full-time non-teaching professional staff who have never received multi-year contracts and part-time professional staff with more than three (3) years service who are (a) employed in regular, recurrent positions, (b) work at least half of a full load, and (c) employed on either a one-year contract or on at least a second half-year contract occurring during any two (2) consecutive academic years.
I. Criteria for Reappointment
A. The reappointment of professional staff shall be based on:
1. Professional performance of the professional staff
2. Institutional and programmatic needs
B. Professional performance shall include:
1. Knowledge of professional assignment area
2. Thorough preparation for assuming responsibilities
3. Effective communication
4. Respect and consideration for co-workers and clientele
5. Service and/or other activities which contribute to the purposes and functions of the University and the community which it serves
6. Other job related criteria as shared with the employee, which shall be presented to each first year employee in a written job description at the time he or she is first offered employment. For part-time, second, third, fourth and fifth year employees, such criteria shall be developed by the employee together with his or her immediate supervisor, and shall be provided to the employee, in writing, prior to the beginning of his or her second, third, fourth or fifth year, or next part-time contract.
C. Institutional and Programmatic Needs
The reappointment of the professional staff must be consistent with the needs and purposes of the University as stipulated in the long-range institutional goals.
II. Process
A. Role of Board of Trustees and President
Reappointments shall be made by the Board of Trustees upon the recommendations of the President. It is the purpose of these processes to provide the Board and the President with pertinent data on the basis of which to make such determinations.
B. Retention Policy and Collective Bargaining Agreement
The evaluation of professional staff shall be conducted in accordance with the provisions of this policy statement and the relevant provisions of the Collective Bargaining Agreement between the Council of New Jersey State College Locals, NJSFT-AFT/AFL-CIO and the State of New Jersey.
C. Timetable and Material Presented by the Candidate
Each candidate for reappointment shall be provided with a timetable indicating the dates of the steps in the retention procedure. The timetable shall provide a reasonable opportunity for the candidate to present a written statement and/or materials for inclusion in the retention folder, prior to the beginning of the evaluation by the immediate supervisor. The materials may include, but are not necessarily limited to, a self-evaluation, evaluations solicited by the candidate and commendations he or she has received. All items presented by the candidate shall be considered in the evaluation process.
D. Evaluation Forms
The administrative head of each component of the University shall have the right to design and/or adopt an evaluation form. Employees in the collective bargaining unit shall have the opportunity to participate in the design of any such form. The evaluation forms adopted by each component of the University shall be submitted to the Union for review. The purpose of the review shall be to ascertain whether the evaluation forms conform to and are not in conflict with the provisions of the controlling Collective Bargaining Agreement.
E. Evaluation by Supervisors
1. Scope of Review
Owing to the nature of professional staff employment, it must be understood that the regular and continuous employment relationship between the employee and his immediate supervisor provides a climate for the sustained observation and assessment of the professional staff. A principal purpose of the annual process is to formalize, and share with the candidate for reappointment, conclusions which have been drawn during the regular working relationship.
2. Interview
Before making a recommendation the supervisor shall meet with the candidate at a mutually convenient time. After the interview, the supervisor shall write a report of the interview to which the candidate shall have a reasonable opportunity to respond.
3. Summary Evaluation
The immediate supervisor shall then prepare a written summary evaluation of the candidate based on the interview and the material in the retention folder. No specific form is required. The summary evaluation must include a clear recommendation.
F. Opportunity to Examine and Respond to Materials
The professional staff shall have the opportunity to review and question any and all materials submitted as part of this evaluation process. A copy of each item, not supplied by the candidate, shall be transmitted to the professional staff as soon as it has been submitted. He or she shall be given a reasonable opportunity to respond in a timely fashion to any such item and the response shall be included in the reappointment folder prior to its transmission to the next level in the procedure.
G. Transmission to Higher Administrators
The retention folders will be transmitted by the immediate supervisors to the next higher level of administrators, who, in turn, will transmit them to the next higher level. This procedure will be continued until the folders are forwarded to the President. Each higher level administrator shall have an opportunity to review the folder and add his or her recommendation as appropriate.
H. Review Procedure
1. A candidate who has received a negative recommendation from a supervisor may request an interview with the next higher level supervisor to address the record. The candidate shall have the option to invite other persons from the bargaining unit to attend the meeting. If this option is to be exercised, the candidate shall notify the supervisor of this intention. Upon the exercise of this option, the supervisor shall also have the right to bring others of his or her choice to the meeting. A candidate who has been notified by the President of his or her intention not to recommend reappointment may request an interview with the President. The last date for requesting such a meeting shall be announced to the candidates.
2. If a candidate requests such an interview with the President, he or she shall have the option to invite other persons from the collective bargaining unit to attend the meeting. If the option to invite others to the meeting is exercised by the candidate, he or she shall so notify the President of this intention. Upon the exercise of such an option by the candidate, the President shall also have the right to include others of his or her choice in the meeting. The purpose of said interview shall be to afford the candidate a personal opportunity to comment on the record and/or to supply additional information prior to the President formulating his or her final recommendation to the Board of Trustees. The last date for requesting such an interview shall be announced.
3. Any professional staff who is a candidate for reappointment may submit to the Board of Trustees, in writing, new evidence or information or argumentation of inadequate consideration. The deadline for providing this information shall be announced.
5th Year Reappointment
Consideration for a Multi-Year Contract Procedure
The following procedures apply to professional
staff employees who will be considered for a multi-year contract:
1. The candidates must undergo a thorough and rigorous review of his or her qualification for continued employment at the University and to present evidence of past performance and future potential such as to warrant the granting of a multi-year contract in the candidate's professional staff position.
2. The candidate must prepare a written self evaluation which shall include: a review of past performance and achievements bearing on the contemplated personnel action; a complete description of current professional responsibilities; and analysis of professional contributions and potential for continued development; and a statement of professional goals and objectives. The candidate may include any additional information which he/she deems appropriate.
3.
The candidate must
submit a proposed list of employees serving in a regular and continuing
functional working relationship to the candidate. After consultation with the
candidate, the supervisor will select such employees who will provide written
appraisals of the candidate.
In addition to making retention decisions, the annual performance appraisal
process is an important tool for improving employee’s performance through goal
setting and providing comments concerning job performance.
This process will give the supervisor an opportunity to assess the employee’s accomplishments, skills, knowledge and abilities. Please note that this assessment will be based on performance since the employee’s last evaluation and/or reappointment. The retention decision is based on the employee’s entire professional record at William Paterson University.
The supervisor should notify each employee eligible for reappointment of his/her responsibilities concerning the process and a deadline date when materials are due ensuring that all of the procedures are adhered to according to established deadlines.