Board Policies and Administrative Procedures

Responsible Administrator: Associate Superintendent Human Resources

PURPOSE

Sturgeon Public Schools supports an on-going process that facilitates continuous growth, monitoring and reporting of support staff performance.

It is the responsibility of the supervisor to carefully monitor and complete an annual assessment of each employee under their direction. Performance review of a support staff employee will be conducted in situations when (a) the employee is in probationary status, or (b) the employee’s performance may not be meeting minimum standards.

PROCESS

The Associate Superintendent Human Resources is responsible for maintaining a process for support staff performance review and assessment.

PROCEDURE

1. This Administrative Procedure is guided by the “Sturgeon Public Schools Standard for Support Staff”.

2. The Sturgeon Public Schools Standard for Support Staff consists of three components. The employee must meet all three components of the Standard which are:

2.1 General Workplace Responsibilities.

2.2 Sturgeon Public Schools Specific Conduct Expectations.

2.3 Job Specific Expectations as outlined in the employee’s job description. An individual support staff employee’s job description may vary slightly from that of another employee of the same job classification.

3. The following are three distinct phases to the Support Staff Performance Review process:

3.1 Work expectations clarification.

3.2 Ongoing monitoring.

3.3 A Performance Review Report.

4. All support staff performance review reports and work improvement plans will be written on one of the templates attached in the appendices.

5. The Performance Assessment process is undertaken and completed annually.

6.The supervisor shall review the work expectations with each employee at the commencement of each school year, and continue on-going monitoring.

APPENDIX A

Support Staff Performance Review Report

(Please use Sturgeon Public Schools Letterhead)

Confidential once complete

Employee’s Name: _________________________________________

Date: _____________________

Sturgeon Public School/Program: ___________(School Name – Grade)_____________________________ Employee’s Current Status (Permanent, Part-Time, Temporary): ___________________________________

Position Title: __________________________________________________________________________

Position Summary: Attached Job Description

Sturgeon Public Schools Standard for Support Staff

The Sturgeon Public Schools Standard for Support Staff consists of three components as outlined below. The employee must meet all three components. As a result of information collected by the school administrator, the following is a summary of the employee’s performance ratings.

1. General Workplace Responsibilities (see Appendix B) Sturgeon employees are required to meet the Sturgeon Public Schools Standard for Support Staff in the following areas of responsibility:

(Rating Code: X indicates employee meets standard) (If the employee does not meet the standard, comments are required below. Comments are also encouraged if the employee is meeting the standard.)

Comments:

_______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________

2. Sturgeon Public Schools Specific Conduct Expectations (See Appendix B)

Sturgeon employees are required to meet the Sturgeon Public Schools Standard in the following areas of conduct:

(Rating Code: X indicates employee meets standard)

(If the employee does not meet the standard, comments are required below. Comments are also encouraged if the employee is meeting the standard.)

Comments:

_______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________

3. Sturgeon Job Specific Expectations

The third component of the Sturgeon Public Schools Standard for Support Staff is particular to each employee’s job specific expectations:

(Rating Codes: X and N/A - not applicable)

(If the employee does not meet the standard, comments are required below. Comments are also encouraged if the employee is meeting the standard.)

Comments:

_______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________

Findings of the Performance Review Report

Based upon input collected from a variety of sources, it is the professional judgment of the school administrator that: (place an x in the appropriate box)

__________ The employee’s performance has met the standard.

__________ The employee’s performance has not met the standard. A work improvement plan will be developed in consultation with the employee and a written summary of the plan will be provided within thirty working days of this report.

Comments:

_______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________

Procedures for Appeal

A support staff member who does not agree with a written Performance Review Report has the right to appeal the report to first, the school administrator and, if not resolved, to the Superintendent’s designate. The appeal must be in writing and sent by registered mail or presented in person to the Principal within fifteen working days of the date of the Performance Review Report.

Note: a copy of this Performance Review Report is forwarded to Human Resources of Sturgeon Public Schools; a second copy is given to the employee; and the school administrator retains the third copy.

Employee’s Signature: __________________________________

Date: ___________________

Print Name: _______________________________

The employee’s signature indicates the employee has read the Performance Review Report.

School Administrator Signature: __________________________________

Date: _______________

Print Name: _______________________________

APPENDIX B

1. General Workplace Responsibility Standards

Sturgeon employees are required to meet the Sturgeon Public Schools Standard for Support Staff in the following areas of responsibility.

1.1 Is Punctual

The employee adheres to time schedules established by his/her supervisor, policy or school/office directives.

1.2 Is Dependable and Reliable

The employee understands his/her work duties and ensures work is completed as required by the supervisor, policy or school/office directives.

1.3 Communicates Effectively

The employee understands what and to whom they are to communicate and uses acceptable processes and courteous language.

1.4 Communicates Appropriately

The employee uses Sturgeon Public Schools conflict resolution processes to resolve matters, i.e. Healthy Interactions and maintains workplace confidentiality at all times.

1.5 Works with Appropriate Supervision

The employee works within guidelines established by the supervisor, policy or school/office directives.

1.6 Completes Assigned Duties on Time

The employee adheres to timelines established by the supervisor, policy or school/office directives for completing tasks.

1.7 Adapts Appropriately to Changing Work Demands

The employee uses reasonable judgment and reacts suitably to fluctuations in the work environment.

1.8 Appropriately Maintains Required Records

The employee understands what records he/she is responsible for maintaining and does so accurately and within timelines/expectations established by the supervisor, policy or school/office directives.

1.9 Properly Follows Lines of Authority

The employee follows directives from the supervisor. If conflict arises between the employee and his/her supervisor, the employee seeks resolution first through the supervisor, and secondly, if necessary, through the supervisor’s supervisor using Healthy Interactions process.

2. Sturgeon Public Schools Specific Conduct Expectations

Sturgeon employees are required to meet the Sturgeon Public Schools Standard in the following areas of conduct:

2.1 Conflict Resolution

The employee resolves conflicts by successfully using Sturgeon Healthy Interaction processes.

2.2 Personal Conduct

The employee serves as a positive role model for students, parents and the community. Because the employee is entrusted to work with students, the Sturgeon employee shall maintain a high standard of personal character and conduct.

2.3 Conduct Towards the Rights of Others

The employee performs his/her duties in a manner that respects the dignity and rights of all persons without prejudice as to race, religious beliefs, color, sex, sexual orientation, physical characteristics, age, ancestry or place of origin. The employee has a duty to contribute to the smooth functioning of the workplace by treating fellow employees, supervisors, students, parents and the public with courtesy and respect. In meeting this obligation, the employee is expected:

2.3.1 To avoid behaviour which might endanger or cause distress to other employees, or otherwise contribute to disruption of the workplace.

2.3.2 To refrain from allowing workplace relationships to adversely affect the performance of duties.

2.3.3 To have due regard for the safety of others in the use of school property and resources.

2.4 Conduct Towards Employer

The employee shall:

2.4.1 Willingly assume the tasks assigned to him/her.

2.4.2 Review and accept the performance standards expected of him/her.

2.4.3 Cooperate with the employer in the monitoring and performance review processes.

2.4.4 Recognize that supervisors have a responsibility to perform monitoring and performance reviews, and provide feedback on performance within a framework of open and honest two-way communication.

2.5 Conduct Towards Students

The employee treats all students with respect. The employee shall not commit any degrading, abusive act or exploitation with, to, or in the presence of a student, whether or not that student is or has been under the care or supervision of that employee.

2.6 Conduct With Regard to Confidential Information

The employee keeps in confidence personally identifiable information regarding school programs, staff, students or their family members that has been obtained in the course of their duties, unless disclosure is required or permitted by law or is necessary for the personal safety of the student or others.

APPENDIX C

Support Staff Work Improvement Plan

(Please use Sturgeon Public Schools Letterhead)

Confidential once completed

Employee’s Name: _________________________________________

Date: _____________________

Sturgeon Public School/Program:______________(School Name – Grade)________________________________ Employee’s Current Status (Permanent, Part-Time, Temporary): _______________________________

Position Title: _____________________________________________(Classification Title, e.g., Education Assistant 2) Position Summary: Attached job description

As a recent performance review has determined that the employee has not met the standard, the following work improvement plan becomes necessary. The employee is expected to follow this work improvement plan and to develop the required skills and competencies within the timeframe(s) as outlined below:

1. Identification of which component(s) of the Sturgeon Public Schools Standard for Support Staff have not been met by the employee on the last performance review. (School administrator inserts/selects those areas from previous performance review not meeting the standard.)

1.1 The employee does not meet the following General Workplace Responsibilities component of the Sturgeon Public Schools Standard for Support Staff employees:

1.1.1 Is punctual

1.1.2 Is dependable and reliable

1.1.3 Communicates effectively

1.1.4 Communicates appropriately

1.1.5 Works with minimum supervision

1.1.6 Completes assigned duties on time

1.1.7 Adapts appropriately to changing work demands

1.1.8 Appropriately maintains required records

1.1.9 Properly follows lines of authority

1.2 The employee does not meet the following Specific Conduct Expectations component of the Sturgeon Public Schools Standard for Support Staff employees:

1.2.1 Sturgeon Conflict Resolution Conduct

1.2.2 Personal Conduct

1.2.3 Conduct toward the Rights of Others

1.2.4 Conduct toward Employers

1.2.5 Conduct toward Students

1.2.6 Confidential Information Conduct

1.3 The employee does not meet the following Job Specific Expectations component of the Sturgeon Public Schools Standard for Support Staff employees:

1.3.1 Varied instructional support

1.3.2 Varied student behaviour management

1.3.3 Preparation of instructional materials

1.3.4 Student supervision, indoor and outdoor

1.3.5 Student hygiene and personal care

1.3.6 Providing input into the formation of the IPP

1.3.7 Tracking and reporting student progress

1.3.8 Independent, discretionary reinforcement of educational programs

1.3.9 May include the administration of medication to students

1.3.10 Provides services to students related to physical and educational needs requiring short term, informal training (i.e. tube feeding or catherization)

1.3.11 Other duties appropriate to the classification as assigned by the teacher

2. Identification of what is required of the employee to meet the Sturgeon Public Schools Standard for Support Staff employees:

The above Section 1 outlines the skills and competencies to be addressed and developed in order to meet the standard. Listed below are the actions required of the employee in order to develop the required skills and competencies:

2.1 Insert - e.g. The employee must develop Healthy Interactions skills; the employee is to review these Healthy Interactions processes with school administrator

2.2 Insert

2.3 Insert

3. Identification of the support(s) available to the employee

Insert - e.g. Sturgeon Healthy Interactions training sessions – see Sturgeon Professional Development calendar for dates/locations; periodic reviews these Healthy Interactions processes with school administrator

Insert

Insert

4. Timelines

Insert time frame - e.g. Employee will attend the Healthy Interactions training sessions on _______________________(date).

Insert time frame - e.g. Periodic reviews of these same processes with school administrator on _______________________(date).

5. Results of Improvement Plan Completion

Based upon input collected from a variety of sources, it is the professional judgment of the school administrator that:

___________________ The employee’s performance has met the standard and the employee will continue in the employ of Sturgeon Public Schools.

___________________ The employee’s performance has not met the standard and the school administrator will make a recommendation to the employer which may result in the lay-off of the employee.

6. Recommendation to Superintendent

The school administrator’s recommendation to the Superintendent or Superintendent’s designate is:

__________ Continue remediation services to the employee until ________ (Date)

__________ Lay-off the employee

Comments:

_______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________

Distribution of Work Improvement Report: one copy each to Human Resources; to the employee; and to the school administrator.

The employee’s signature indicates the employee has read this Support Staff Work Improvement Plan Report

Employee’s Signature: _______________________________________

Date: ___________________

Print Name: _______________________________

School Administrator’s Signature: _____________________________

Date: ___________________

Print Name: _______________________________

APPENDIX D

Support Staff Annual Performance Assessment - CUPE

(Please use Sturgeon Public Schools Letterhead)

Confidential once complete

Employee’s Name: _________________________________

Date Completed: ____________________

Principal: _________________________________

Vice-Principal: ___________________________

Teacher, if applicable: ___________________________________________________________________

Work Location: _________________________________________________________________________

1. Supervisor’s summary of most important responsibilities:

2. Employee’s summary of most important responsibilities:

3. Supervisor’s assessment of employee’s value to the workplace:

4. Employee’s response to this assessment:

5. Future goals and challenges discussed:

Supervisor’s initials:______

Employee’s initials: (employee’s initials indicate receipt only) ______

Date: ____________

APPENDIX E

Annual Performance Assessment GEC Support Staff

Confidential once complete

Employee’s Name: _____________________________

Position: ______________________________________

Supervisor: ___________________________________

Work Location: ________________________________

Principal’s Input (For School Based O&M Staff Only): __________________________________________________ ______________________________________________________________________________________________

1. Supervisor’s summary of most important responsibilities:

2. Employee’s summary of most important responsibilities:

3. Supervisor’s assessment of employee’s contribution to the workplace:

4. Employee’s response to this assessment:

5. Future goals and challenges discussed:

Supervisor’s Signature: ________________

Employee’s Signature: (employee’s initials indicate receipt only) ________________

Date: ____________

For Superintendent’s use only:

______ Increment Approved

______ Increment Denied

Superintendent __________________________________

APPENDIX F

Support Staff Performance Review and Assessment – Guidelines

1 – Definitions

a) performance review is used (1) prior to completion of probationary status, (2) upon request from an employee, (3) in situations where an employee’s performance may not be meeting minimum acceptable standards

b) performance assessment is conducted annually for all CUPE and GEC employees; it is the method used to ensure that job duties and quality of work are mutually understood by supervisor and employee

c) both the review form and the assessment form are included in the employee’s personnel file

d) an employee cannot be approved for pay grid increase (if eligible) without a current assessment form on file

e) both performance review and performance assessment are formative procedures; whereas they cannot be used for disciplinary purposes, Union representation is not involved

f) however, in the performance review procedure, at such point as transfer or layoff may be under consideration, the employer may invite Union representation

2 – Performance Review

a) the form in Appendix A is used for performance review

b) a GEC performance review is initiated by the responsible manager/director/supervisor and actioned by the supervisor and Human Resources

c) a CUPE performance review is initiated by a school principal and actioned by the Principal and Human Resources; if the employee under review is employed in a classroom, the teacher in that classroom would also be involved

d) when a performance review is required for (1/a/3), above, the supervisor will first review the facts of the case with Human Resources

e) based on this discussion a performance review form will be completed

f) the supervisor and another supervisory staff member will meet with the employee to discuss concerns

g) the employee will be given clear and explicit work requirements/tasks and a reasonable timeframe in which to improve to minimum acceptable standards

h) the employee will be offered training and orientation to prepare for success

i) the employee must take responsibility for meeting minimum acceptable standards of performance

j) if the minimum acceptable standards are not met in the required timeframe, the employee will be required to attend a second meeting which will also be attended by the Associate Superintendent Human Resources

k) in this meeting the employee will be notified that a second timeframe will be set, and should the employee not meet minimum acceptable standards, the outcome could be transfer to a position more suitable to the employee’s skills and experience or layoff ‘due to inability to meet the minimum standards of the position’

3 – Performance Assessment

a) the form in APPENDIX D is used for performance assessment of CUPE employees

b) the form in APPENDIX E is used for performance assessment of GEC employees

c) for a performance assessment the supervisor shall partially complete the form in appendix D or E and schedule a meeting with the employee

d) the employee shall then complete the rest of the form, either at the meeting or within 2 operational days following the meeting

e) for CUPE assessments the Principal may delegate some or all of this responsibility to the Vice-Principal, however the Principal is responsible for all CUPE assessments in the school

f) for CUPE assessments of classroom-support employees, the employer portion may be completed in whole or in part by the classroom teacher, however, the assessment meeting is the responsibility of the Principal and must be done by either the Principal or the Vice-Principal

g) all assessment forms must be initialed by the supervisor and by the employee; if the employee declines to initial, the completed form must be witnessed by a third person, usually another department or school employee.

History

2020 Jan 29 Initial Approval
2020 Aug 18 Amended

Administrative Procedures VII. Personnel and Employee Relations (Teacher Staffing, Certification and Placement)