Section 200: Responsibilities of Administrative Officers

Effective: January 25, 1991
Revised: July 2007; March 2011
Last Review: March 2011
Next Review: March 2013
Responsible Party: Director of Human Resources

Policy:

It shall be the policy of Montana State University-Northern to formally evaluate the performance of all professional/administrative employees with professional employment contracts once each year.

Faculty, classified employees, coaches, and temporary employees issued letters of appointment by the Chancellor and the Commissioner of Higher Education are excluded from this policy.

Procedure:

In order to conduct a systematic performance review of any employee, it is important that a complete job description for the position be developed and reviewed with the employee. A second element which must be in place prior to the initiation of the evaluation process is the employee self-evaluation and statement of goals.

Prior to the annual review, the supervisor should:

  1. Thoroughly review the job description for the position under review;
  2. Review all past performance records of the employee;
  3. Review the employee self-evaluation and goals for the year under review;
  4. Ask the employee to develop a self-evaluation and goals, using either an agreed upon instrument or a narrative that focuses precisely on the job description and the intended outcomes for the year. The self-evaluation should also provide the employee the opportunity to present evidence related to accomplishments agreed upon at the beginning of the year and also those accomplishments that were achieved and not anticipated initially. Simultaneously, the supervisor is to prepare an evaluation of the employee using an agreed upon instrument and/or a narrative focusing on the same elements. The supervisor is then to review with the employee both evaluations and discuss strengths and weaknesses, points of agreement and disagreement and, if necessary, prescribe corrective actions to be initiated during the coming contract period.

All evaluations for administrative personnel on professional employment contracts shall be conducted by the immediate supervisor with recommendations regarding continuation of contract, corrective actions and salary increases no later than April 1st of each calendar year.

If at any time a supervisor feels that a special evaluation is necessary, the employee shall be so informed and a specific date for review shall be set by the supervisor.

Official evaluations will be kept in the personnel files in the Chancellor’s office.