Supervisor’s Instructions for Evaluating Administrators
The supervisor is responsible for the following:
Establish and communicate the criteria by which the administrator will be evaluated, as appropriate for the position. Accordion Closed
The performance evaluation shall be narrative in nature (without a score or ranking). A memo format is recommended. A template for the expectations/evaluation memo has been created for your convenience. The criteria shall closely align with the Administrator Evaluation Criteria. The evaluating supervisor may include qualitative statements in this memo that communicate their assessment of the level of performance, such as noting specific areas of performance that meet, do not meet, or exceed expectations (or similar language). The overall assessment may also indicate in narrative form that the administrator’s performance is considered to be good, excellent, highly meritorious or some other appropriate description.
Establish and communicate the dates of the performance appraisal cycle to the administrator being reviewed. Accordion Closed
This period should align with NAU’s fiscal year of July 1 – June 30, (or an academic year cycle within that fiscal year if more appropriate depending on the unit). Similar cycles, expectations, and processes shall be set for evaluating all administrators within a particular supervisor’s reporting scope, and should be relatively consistent. As with other employees, the yearly appraisal should be provided sometime between April 1 and September 30 in order to be considered current.
Ensure that the performance expectations and goals for upcoming period are developed in a participative manner and communicated verbally and in writing to the administrator in advance of the review period. Accordion Closed
The evaluating supervisor has final discretion on expectations, goals and evaluation, however, the administrator being reviewed shall participate in the process of setting expectations and the formulation of objectives, goals, projects or areas of focus, and personal/professional development for the coming year.
- Best Practice: Formal goals and major objectives shall be established and documented within the first 90 days of the review period (or after a new administrator is hired), including any relevant areas for development or improvement, milestones and deadlines. This should be detailed enough to produce the desired results expected by the evaluating supervisor.
Ensure that the administrator being reviewed has the opportunity to provide a written self-assessment of their performance to their supervisor in a timeframe agreed upon and prior to the performance discussion. Accordion Closed
The self-assessment should address the Administrator Evaluation Criteria and any other criteria and goals as assigned by the evaluating supervisor. If the administrator being reviewed fails to submit a self-assessment in a timely manner, then the evaluating supervisor will make their assessment based on the information available to them.
- Best Practice: The administrator being reviewed may be asked to comment on how they see themselves meeting the performance expectations/criteria and provide some examples. In addition to the administrator’s self-assessment, the evaluating supervisor shall incorporate their own observations on progress for various results accomplished. Other information such as peer input or stakeholder comments, or subordinate feedback on strengths, special accomplishments, and opportunities for improvement, are acceptable to use as factors to consider in making the overall evaluation, but should not be relied on as the sole basis for the assessment. If this type of information will be included in the evaluation process, it is best to communicate this at the beginning of the review period
Ensure that the performance of each administrator within their reporting scope be formally reviewed and provided written documentation of the review at least once every twelve months. Accordion Closed
This written record will evaluate the administrator’s performance in order to recognize results and accomplishments, provide professional development guidance, and supports personnel decisions.
Discuss the performance evaluation with the administrator being reviewed, which shall be signed and dated by the supervisor and the employee, after discussion. Accordion Closed
The supervisor retains final discretion in the performance evaluation memo.
Communicate and follow procedures for attaching comments and disagreement. Accordion Closed
- Administrators being reviewed shall be given the opportunity to add comments to the performance evaluation as a part of the official written record.
- If the administrator being reviewed disagrees with elements of the appraisal, this should be discussed with the supervisor and an attempt should be made to resolve the disagreement and make any agreed upon changes.
- In the event that the administrator being reviewed still disagrees with the supervisor’s overall assessment of their performance, the administrator who disagrees with the evaluation may request that the performance evaluation be reviewed at the next administrative level as defined in the Procedures for Disagreement.
- Best Practice: Establish regular and ongoing methods for communicating expectations throughout the review period, while encouraging dialogue and feedback related to one’s particular contribution and performance. Avoiding surprises can also minimize the likelihood of disagreement during the annual review discussion.
Send/retain copies of the completed performance memo as follows: Accordion Closed
- Original sent to Human Resources for filing in the official personnel file and for tracking completion.
- File a copy of the appraisal memo in the supervisor’s confidential file for the administrator.
- Provide a copy to the administrator.