Procedure

1. Steps in the flow of the Performance Appraisal Document
   
   1. The Human Resources Office will notify the supervisor approximately five weeks in advance of the review date.
   2. The supervisor prepares the appraisal based on performance standards established with the employee at the beginning of the appraisal period.
      
      1. Prior to releasing the appraisal to the employee, the appraisal form may be made available electronically to the reviewing supervisor for review and suggestions.
      2. If the reviewing supervisor has suggestions or comments, they must be made separate from the appraisal form because the comments on the appraisal form are for the employee to read.
      3. The supervisor will consider any suggestions from the reviewing supervisor and finalize the appraisal before releasing it to the employee.
   3. The supervisor releases the appraisal electronically to the employee.
   4. The supervisor then reviews the appraisal with the employee and the performance standards in effect for the next performance appraisal.
   5. The employee is provided a copy of the appraisal summary and the performance standards summary for the next performance appraisal and signs for receipt of both.
   6. The supervisor routes the appropriate documents to the reviewing supervisor.
      
      1. The signed summary appraisal sheet and signed standards sheet are always sent to the reviewing supervisor for signature.
      2. The supervisor and reviewing supervisor should agree on a method for the reviewing supervisor to read the detailed appraisal prior to signing the summary sheet if s/he did not previously review it.
      3. When the employee includes any comments on his/her appraisal, the supervisor will provide the detailed appraisal to the reviewing supervisors. 
   7. The supervisor releases the appraisal electronically to the Human Resources Office.
   8. The reviewing supervisor routes the signed summary appraisal sheet and signed standards sheet to the Human Resources Office.
   9. The Human Resources Office initiates such action as appropriate under the salary administration policy, due process policy or grievance policy.
2. New Hires and  Promoted Employees
   
   1. All newly hired, rehired or promoted employees will be formally evaluated by the end of the first six months of employment in that position and will be eligible for a performance increase based on the rating on the performance appraisal providing that funds have been budgeted for that purpose for the fiscal year in which the six-month date falls. This six month date will become their annual review date. This procedure will not apply to those individuals hired to work seasonally or as substitutes such as librarians, associate librarians or circulation clerks.
3. Reclassified Employees
   
   1. In the case of an employee reclassified In accordance with Policy and Procedure Manual Section SH 100 [5], the review date of the incumbent is not changed by reclassification.
4. New Employees with Performance Appraisal Ratings of a 1.00 in any single category at Six Months
   
   1. New employees, whose performance rating for the initial six months receiving a 1.00 in any single category, unacceptable performance,  will be recommended for termination of employment by that rating. Extenuating circumstances agreed to by the supervisor and the reviewing supervisor would be required for a continued employment recommendation.  The employee would be placed on performance probation under the same conditions as an employee described below.  Extension of the initial review period will not be granted except in cases where the employee has been absent from work for a total of ten or more work days or on leave protected by the Family and Medical Leave Act. In such cases, the six-month period will be extended for an equivalent number of workdays.
5. Employees with Performance Appraisal Ratings of a 1.00 in any single category on Annual or Special Reviews
   
   1. An employee with a rating of 1.00 in any single category, unacceptable performance, on an annual or special review will be placed on performance probation, which will require quarterly performance reviews. The employee's performance must improve to a higher performance rating and be maintained at an acceptable level. Any quarterly evaluation of 1.00 in any single category may be considered as a recommendation for termination of employment. Placement on or being on performance probation at the time of the annual review will disqualify the employee for any performance award until the next annual review. When a quarterly review falls on the annual review date, the performance appraisal should cover the entire year and not just the quarter.
6. Promoted Employees and Demotions
   
   1. An employee who has promoted from within the library system and who receives a rating of 1.00 in any single category at the six months evaluation immediately following the promotion, will be demoted back to the previous position providing a vacancy exists thereby creating a demotion opportunity. If no demotion opportunity exists, the employee can be terminated based on performance.
7. Other Performance Reviews and Demotions
   
   1. An employee receiving a performance appraisal rating of 1.00 in any single category on an annual review or a of a 1.00 in any single category while on performance probation, who has on at least one performance appraisal received an acceptable rating in the present position, will be eligible to be considered for demotion to a different position for which s/he meets the qualification if such a position is available and is to be filled.