Employee Evaluations

Evaluating staff is one of the most important functions of the job of an administrator. Used in a positive and pro-active manner, it celebrates the growth and contributions of employees and provides avenues for working with those whose performances are not up to standard. To assist you in developing a strong and effective evaluation program, please read the following sections of this chapter carefully.

General Information:
For probationary and temporary employees, it is important to begin the evaluation cycle early and to notify Human
Resources as soon as possible if job performance issues begin to surface. Early notification provides the administrator and the HR staff sufficient time to work on developing appropriate strategies for helping the employee and if necessary, developing and implementing a Plan of Assistance.

Remember that all probationary and temporary teachers are to be evaluated every year. Contract (formerly permanent) teachers are to be evaluated every other year.

State of Oregon Evaluation Requirements:
Oregon State Law and District policy require every supervising administrator to document the evaluation of teachers every year for temporary and probationary employees and every other year for employees with contract (permanent) status.

Evaluation Terminology
Temporary Employee - teachers who are hired for a specified period of time, generally one school year or less in duration. Temporary employees do not have contractual rights to re-employment the following school year.
Probationary Employee - a teacher employed in a position that will continue beyond one school year. The probationary period is from one to three years, depending upon the status granted by the District upon the hiring of the employee.
Contract Employee - a teacher who has completed the probationary period.
Plan of Assistance - a plan designed to provide assistance and correction for teachers who experience performance difficulties.
Non-Renewal - a probationary teacher whose contract is not renewed. Non-renewal is not the same as dismissal or termination. Nonrenewal indicates that the employee is not performing at a level considered appropriate to be continued as an employee with District 4J.
Termination/Dismissal - the teacher is dismissed from the District for cause.
Formal Evaluation - required annually of all probationary and temporary employees. Contract employees are to be evaluated every other year. The use of formal evaluation forms is optional for permanent employees unless designated by the supervising administrator or employee. The “4J Evaluation Short Form–Contract Teachers” may be used instead. “4J Evaluation Short Form–Contract Teachers” to be used only for teachers with "contract" status. Both the employee and the supervising administrator must be in agreement for the “4J Evaluation Short Form–Contract Teachers” to be used.

Evaluating Temporary, Probationary and Contract Teachers

Three formal observations and a formal evaluation of probationary and temporary teachers are required to take place each year. Once a TSPC licensed staff member has gained contract (formerly permanent) status, it is required that she/he be evaluated once every other year. Evaluations may take place more frequently if a permanent employee's work performance appears to not meet the Standards of Performance for 4J Teachers. All formal evaluations must include a pre-conference to review and discuss such matters as lesson plans, course objectives, teaching strategies, etc., an in-class or on-the-job observation that is documented in writing; and a post conference to review and discuss the formal observation/ performance evaluation. As a general measurement of employee performance, please see the Standards of Performance for 4J Teachers.

When evaluating a teacher with contract (formerly permanent) status, there is a choice of evaluation forms and approaches to use.

1. The full formal process involves separate forms for goal setting, observations and final evaluation. This approach is required for probationary teachers and appropriate for teachers who are new to the building, for individuals who request a formal observation cycle and for those who are in need of job performance improvement. The formal process is optional for contract employees. The formal process requires the following forms:

4J Educator Goal Plan Form -for employee and the evaluating administrator.
4J Classroom Observation Form -for employee and the evaluating administrator.
4J Annual Performance Summary Form -an original copy of this form is to be sent to the Human Resources Department for inclusion in the employee's personnel file.
4J Teacher Evaluation (State) Form-an original copy of this form is to be sent to the Human Resources Department for inclusion in the employee's personnel file.

2. A single page evaluation form, the "4J Evaluation Short Form–Contract Teachers", incorporates on a single page three of the four forms listed above. This approach to evaluation may only used for contract teachers and requires mutual approval by the administrator and the employee. This evaluation approach is designed to provide the building administrator with more time to focus on employees who need assistance and to unencumber employees with contract status who do not wish to go through all of the steps of a formal evaluation. The short form evaluation requires the follwing forms:

4J Evaluation Short Form–Contract Teachers – an original copy of this form is to be sent to the Human Resources Department for inclusion in the employee's personnel file.
4J Teacher Evaluation (State) Form - an original copy of this form is to be sent to the Human Resources Department for inclusion in the employee's personnel file.

3. Special Note: TSPC licensed employees can be denied an annual step increase for poor work performance. For this to occur, the employee must receive notice of the deficiency and an opportunity to demonstrate satisfactory performance well in advance of the decision to deny a step advancement.

Minimum Steps Required for All Evaluations
1. Preconference to discuss lesson/activity to be observed.
2. Observation/evaluation of lesson/activity (min. of 3 observations required for temporary and probationary).
3. Post-observation conference to discuss lesson/activity.

Deadlines for Evaluations and Forms

Probationary and Temporary Teachers each year:
Evaluation Cycle:
1. Minimum of one written instructional improvement goal.
2. Three (3) formal observation cycles.
3. If performance problems arise, notify HR immediately.
4. Evaluation cycle and “4J Annual Performance Summary” must be completed and forms sent to Human Resources by February 1.

Forms to be completed and sent to Human Resources by February 1 include:
1. “4J Teacher Evaluation (State) Form”
2. “4J Annual Performance Summary Form”

Contract (formerly "Permanent") Teachers every other year:
Evaluation Cycle:
1. Minimum of one written instructional improvement goal.
2. One (1) formal observation cycle.
3. If performance problems arise, notify HR immediately.
4. Evaluation cycle completed by March 1. Forms to be sent to Human Resources by June 1.

Forms to be completed and sent to Human Resources by June 1 include:
1. “4J Teacher Evaluation (State) Form”
2. “4J Annual Performance Summary Form”

Evaluating Employees Who are Having Job Performance Difficulties
When a staff member is having difficulty, it is important to help them improve. The best way to initiate this improvement is by evaluation and, if necessary, through a Plan of Assistance. If a staff member is in need of such a plan, an intervention team from the Human Resources Department can help develop a program of improvement. A booklet entitled Plans of Assistance Process Guide for Principals and Department Supervisors is designed to help guide the administrator through the Plan of Assistance process.

Steps Leading to a Plan of Assistance

If an employee’s poor work performance indicates a need for a Plan of Assistance, before moving to a plan, be certain to have:
• Contacted a representative from Human Resources and notified her/him that there are concerns about an employee.
• Talked with the employee about her/his specific workplace performance behaviors which fall below acceptable standards and written a summary memo to the employee regarding the conversation. This memo includes the specific concerns that fell below acceptable standards, the resources that were offered to her/him to bring about improvement and the date set for a review of the employee's progress toward improvement.
• Monitored and kept a written record of the employee's efforts to bring about improvement in her/his workplace performance and provided her/him with constructive feedback about her/his efforts.
• Worked with the employee to encourage her/him to make a sustained commitment to improve her/his workplace performance. If the employee's workplace performance continues to fall below acceptable standards, talked with her/him about your continuing concerns and written a letter of serious concerns summarizing that meeting (formal directives are often included in the conversation and summary letter). The employee is also informed in the conversation and the letter that continued failure to make improvement may result in her/him being placed on a Plan of Assistance. A copy of the letter of serious concerns is placed in the employee's personnel file.
• Used formal directives to the employee to focus her/his attention on specific improvements needed in her/his workplace performance.
• Discussed with the employee the possibility of having to move to a Plan of Assistance to improve her/his specific workplace performance behaviors which fall below acceptable standards?
• Notified the Human Resources representative that you are ready to place the employee on a Plan of Assistance.
• Read the HR publication Plans of Assistance Process Guide for Principals and Department Supervisors (August 1993).
• Collaborated with the Human Resources Department representative to develop a draft of the proposed Plan of Assistance.

Minimum Lengths of Time for Plans of Assistance:
Educators with Contract Status = 45 working days
Probationary/Temporary Educators = 20 to 30 working days
Classified personnel = 10 to 30 working days

Important Notice Concerning Educators with Probationary Status:
If an educator with probationary status needs to be placed on a Plan of Assistance, it must be done no later than the first week in December. The plan must be completed no later than mid-January in order for the school board to take action by March 1, should nonrenewal be recommended.

Standards of Performance for 4J Teachers

Standards of teaching performance are followed in the formal classroom observations. The classroom observation, when completed, provides data for review and discussion following each formal observation. The completed “4J Classroom Observation Form” and other attachments pertaining to the formal observation are to remain in the building level personnel file. The “4J Annual Performance Summary Form”, goals, and the completed “4J Teacher Evaluation (State) Form” are to be placed on file in the District Human Resources Department. The Standards of Performance for 4J Teachers are listed below. Such standards do not preclude application of Standards for Competent and Ethical Performance of Oregon Educators as defined by the Teacher Standards and Practices Commission. Failure to meet the standards of performance may result in a formal Plan of Assistance.

Planning
1. Lesson goals and objectives are clearly written and communicated.
2. Alternatives are planned to meet individual student needs.
3. Time allocation is appropriate for the lesson.
4. The daily plan or unit follows a sequence or progression.
5. Teaching strategies are appropriate for the lesson.
6. Teacher includes methods for checking student progress in a timely manner.
Instruction
1. Lesson follows stated plan with variations when appropriate.
2. Time management, transitions, and pacing are evident.
3. Teaching strategies are evident and appropriate to meet the lesson objective.
4. Students participate in the lesson.
5. The teacher demonstrates knowledge of subject matter.
6. The teacher gives clear instructions and appropriate vocabulary is used.
7. Student performance and progress are assessed.
8. Interaction between teacher and students encourages learning.
Classroom Management
1. Materials are appropriate and well organized.
2. Expectations of student behavior are communicated positively, monitored, and reinforced.
3. The physical environment and arrangements which can be influenced by the teacher are conducive to instruction and safety.
4. The classroom/educational environment stimulates learning.
5. Students are at task.
Procedures
1. The teacher observes the rules, regulations, and procedures of the school and the district.
2. The teacher maintains an appropriate system of assessing, recording, and communicating student progress and attendance.
Human Relations and Communication
1. The teacher maintains a constructive working relationship with students, staff, parents, and patrons.
2. The teacher demonstrates skill in communicating about educational matters with students, staff, parents, and patrons.
3. The teacher demonstrates a commitment to recognizing the worth and dignity of all persons.
4. The teacher participates in faculty business and school governance.

Evaluation Steps

Goal Setting
Minimum of one instructional goal.

Schedule Observations
Minimum of three observations for probationary and temporary employee;
minimum of one observation for contract teachers.

Pre-Observation Conference
Purpose: To discuss planned lesson/activities; what to observe; what data to gather; etc.

Observation(s)
Document information and data gathered; use “4J Classroom Observation Form”
or other self-designed evaluation document appropriate for the lesson/activity.

Post-Observation Conference(s)
Purpose: To discuss/debrief lesson; share information and data gathered;
review documentation; provide feedback on instruction, success of less/activities, etc.

Evaluation Documents for Human Resources
(to be placed in the employee’s personnel file)

Probationary, Temporary, Contract Teachers:
a. “4J Educator Goal Plan Form”
b. “4J Classroom Observation Form(s)”
c. “4J Annual Performance Summary Form”
d. “4J Teacher Evaluation (State) Form”

Contract Teachers Only:
e. “4J Evaluation Short Form–Contract Teachers”
f. “4J Teacher Evaluation (State) Form”

Note: At any time during the school year, if the employee demonstrates any performance deficiencies, contact the Human Resources Department immediately.

Deadlines for Documents to HR
Probationary teachers: First day of February
Temporary teachers: Last Friday in March
Contract teachers: First Friday in June