Staff Performance Review Policy - Revision history

Maxine.myre: /* Scope */

2023-05-29T18:53:14Z

Scope

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	== Scope ==		== Scope ==
	This policy applies to all ~~EBC~~ staff.		This policy applies to all Bike Edmonton staff.

	== Permissible Exceptions ==		== Permissible Exceptions ==

Maxine.myre: /* Philosophy */

2023-05-29T18:53:03Z

Philosophy

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	== Philosophy ==		== Philosophy ==
	~~EBC’s~~ success is dependent in part on the performance and contribution of every employee. Effective performance management involves a continuous two-way process of communication between an employee and the Board via the Staff Liaison focused on:		Bike Edmonton’s success is dependent in part on the performance and contribution of every employee. Effective performance management involves a continuous two-way process of communication between an employee and the Board via the Staff Liaison focused on:
	*(a) the direction and goals of ~~EBC~~ and the employee's contributions in the coming year;		*(a) the direction and goals of Bike Edmonton and the employee's contributions in the coming year;
	*(b) clear, reasonable expectations for performance and accountability;		*(b) clear, reasonable expectations for performance and accountability;
	*(c) learning and development needs;		*(c) learning and development needs;

Maxine.myre: /* Policy Statement */

2023-05-29T18:52:30Z

Policy Statement

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	== Policy Statement ==		== Policy Statement ==
	The following steps will be implemented (a) before the completion of the staff member’s probationary or trial period, as specified in their contract; and (b) on completion of approximately 12 months and each subsequent 12 months worked in ~~his/her~~ position.		The following steps will be implemented (a) before the completion of the staff member’s probationary or trial period, as specified in their contract; and (b) on completion of approximately 12 months and each subsequent 12 months worked in their position.

	<ol>		<ol>
	<li>The HR Committee, including the Staff Liaison, will initiate the evaluation process and describe the process with staff member. The ED joins the committee for reviews of other staff.</li>		<li>The HR Committee, including the Staff Liaison, will initiate the evaluation process and describe the process with staff member. The Executive Director joins the committee for reviews of other staff.</li>
	<li>An evaluation survey will be distributed to the staff member for self-evaluation. The same evaluation will be distributed to other staff members, board members, volunteers, and community partners who have worked with staff member being evaluated. (Evaluators, particularly those from outside ~~EBC~~, should be provided with direction as to which topics they might be most able to speak to, but are free to comment on any topics in the evaluation.)</li>		<li>An evaluation survey will be distributed to the staff member for self-evaluation. The same evaluation will be distributed to other staff members, board members, volunteers, and community partners who have worked with staff member being evaluated. (Evaluators, particularly those from outside Bike Edmonton, should be provided with direction as to which topics they might be most able to speak to, but are free to comment on any topics in the evaluation.)</li>
	<li>The HR Committee will collect and compile evaluation surveys. Raw survey results are only accessible by the HR Committee and the Board Executive.</li>		<li>The HR Committee will collect and compile evaluation surveys. Raw survey results are only accessible by the HR Committee and the Board Executive.</li>
	<li>The HR Committee will meet in person with the staff member to discuss the results of the evaluation surveys, including a recognition of their success and areas for development.		<li>The HR Committee will meet in person with the staff member to discuss the results of the evaluation surveys, including a recognition of their success and areas for development.
	a.) HR Committee will ~~synthesise~~ results and share with staff member.		a.) HR Committee will synthesize results and share with staff member.
	b.) Performance will be compared against job description that was signed in contract and goals set in the last performance review cycle.		b.) Performance will be compared against job description that was signed in contract and goals set in the last performance review cycle.
	HR Committee will receive recommendations for updates/amendments to job description and bring to the board as needed.		HR Committee will receive recommendations for updates/amendments to job description and bring to the board as needed.

Adam.burgess: /* Dates of Effect */

2013-06-20T22:58:46Z

Dates of Effect

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	<div style="margin:0;background:#f7d4e0;font-family:sans-serif;font-size:120%;font-weight:bold;border:1px solid #de8ca7;text-align:center;color:#000;padding-left:0.4em;padding-top:0.2em;padding-bottom:0.2em;">Date Approved, Revisioned and Active</div>		<div style="margin:0;background:#f7d4e0;font-family:sans-serif;font-size:120%;font-weight:bold;border:1px solid #de8ca7;text-align:center;color:#000;padding-left:0.4em;padding-top:0.2em;padding-bottom:0.2em;">Date Approved, Revisioned and Active</div>

	~~Enter Date Information~~		Approved June 19, 2013, effective immediately and indefinitely.

	\|}		\|}

Adam.burgess at 04:15, 19 June 2013

2013-06-19T04:15:34Z

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	== Positions in the organization responsible for implementing and monitoring the policy ==		== Positions in the organization responsible for implementing and monitoring the policy ==
	The HR Committee is responsible for implementation of this policy.		The HR Committee is responsible for implementation of this policy.

			==Notes==
			A template for Executive Director evaluation has been uploaded: [[File:EDperformancereviewtemplate.odt]]. This remains at the discretion of the HR Committee.

	== Dates of Effect ==		== Dates of Effect ==

Adam.burgess: /* Positions in the organization responsible for implementing and monitoring the policy */

2013-06-19T03:53:53Z

Positions in the organization responsible for implementing and monitoring the policy

← Older revision		Revision as of 03:53, 19 June 2013
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	== Positions in the organization responsible for implementing and monitoring the policy ==		== Positions in the organization responsible for implementing and monitoring the policy ==
			The HR Committee is responsible for implementation of this policy.

	== Dates of Effect ==		== Dates of Effect ==

Adam.burgess: /* Scope */

2013-06-19T03:52:15Z

Scope

← Older revision		Revision as of 03:52, 19 June 2013
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	== Scope ==		== Scope ==
			This policy applies to all EBC staff.

	== Permissible Exceptions ==		== Permissible Exceptions ==

Adam.burgess: /* Policy Statement */

2013-06-19T03:49:48Z

Policy Statement

← Older revision		Revision as of 03:49, 19 June 2013
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	<ol>		<ol>
	<li>HR Committee, including Staff Liaison, will initiate the evaluation process and describe the process with staff member. The ED joins the committee for reviews of other staff.</li>		<li>The HR Committee, including the Staff Liaison, will initiate the evaluation process and describe the process with staff member. The ED joins the committee for reviews of other staff.</li>
	<li>~~Evaluation~~ survey will be distributed to staff member for self evaluation. The same evaluation will be distributed to other staff members, board members, volunteers, ~~service volunteers,~~ community partners who have worked with staff member being evaluated. (Evaluators, particularly those from outside EBC, should be provided with direction as to which topics they might be most able to speak to, but are free to comment on any topics in the evaluation.)</li>		<li>An evaluation survey will be distributed to the staff member for self-evaluation. The same evaluation will be distributed to other staff members, board members, volunteers, and community partners who have worked with staff member being evaluated. (Evaluators, particularly those from outside EBC, should be provided with direction as to which topics they might be most able to speak to, but are free to comment on any topics in the evaluation.)</li>
	<li>HR Committee will collect and compile evaluation surveys. Raw survey results are only accessible by HR Committee and Board Executive.</li>		<li>The HR Committee will collect and compile evaluation surveys. Raw survey results are only accessible by the HR Committee and the Board Executive.</li>
	<li>HR Committee will meet in person with staff member to discuss ~~self-evaluations, survey~~ results, recognition, development ~~areas and successes~~.		<li>The HR Committee will meet in person with the staff member to discuss the results of the evaluation surveys, including a recognition of their success and areas for development.
	a.) HR Committee will synthesise results and share with staff member.		a.) HR Committee will synthesise results and share with staff member.
	b.) Performance will be compared against job description that was signed in contract and goals set in the last performance review cycle.		b.) Performance will be compared against job description that was signed in contract and goals set in the last performance review cycle.
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	c.) Review staff member’s goals for remainder of contract and discuss opportunities for professional development.		c.) Review staff member’s goals for remainder of contract and discuss opportunities for professional development.
	d) The committee will produce a written performance review based on the feedback received and conclusions reached in their in-person meeting with the staff member. The written review will be shared with the board and kept on file, along with raw feedback forms.</li>		d) The committee will produce a written performance review based on the feedback received and conclusions reached in their in-person meeting with the staff member. The written review will be shared with the board and kept on file, along with raw feedback forms.</li>
	<li>Staff member has a right to include a written rebuttal up to two weeks after the evaluation is completed.</li>		<li>The Staff member has a right to include a written rebuttal up to two weeks after the evaluation is completed.</li>
	<li>HR Committee puts forward recommendations to Board for staff member’s contract (termination, extension, renewal, upgrade, etc).</li>		<li>The HR Committee puts forward recommendations to Board for staff member’s contract (termination, extension, renewal, upgrade, etc).</li>
	</ol>		</ol>

Adam.burgess: /* Policy Statement */

2013-06-19T03:43:21Z

Policy Statement

← Older revision		Revision as of 03:43, 19 June 2013
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	<ol>		<ol>
	<li>~~Standing~~ HR Committee, including Staff Liaison, will initiate the evaluation process and ~~describes~~ the process with staff member. The ED joins the committee for reviews of other staff.</li>		<li>HR Committee, including Staff Liaison, will initiate the evaluation process and describe the process with staff member. The ED joins the committee for reviews of other staff.</li>
	<li>Evaluation survey will be distributed to staff member for self evaluation. The same evaluation will be distributed to other staff members, board members, volunteers, service volunteers, community partners who have worked with staff member being evaluated. (Evaluators, particularly those from outside EBC, should be provided with direction as to which topics they might be most able to speak to, but are free to comment on any topics in the evaluation.)</li>		<li>Evaluation survey will be distributed to staff member for self evaluation. The same evaluation will be distributed to other staff members, board members, volunteers, service volunteers, community partners who have worked with staff member being evaluated. (Evaluators, particularly those from outside EBC, should be provided with direction as to which topics they might be most able to speak to, but are free to comment on any topics in the evaluation.)</li>
	<li>~~Staff begin goal setting, learning and development needs, successes, general comments.</li>~~		<li>HR Committee will collect and compile evaluation surveys. Raw survey results are only accessible by HR Committee and Board Executive.</li>
	~~<li>4.~~ HR Committee will ~~distribute,~~ collect and compile evaluation surveys.		<li>HR Committee will meet in person with staff member to discuss self-evaluations, survey results, recognition, development areas and successes.
	~~a.)~~ Raw survey results are only accessible by HR Committee and Board Executive.</li>
	<li>5. HR Committee will meet in person with staff member to discuss self-evaluations, survey results, recognition, development areas and successes.
	a.) HR Committee will synthesise results and share with staff member.		a.) HR Committee will synthesise results and share with staff member.
	b.) Performance will be compared against job description that was signed in contract and goals set in the last performance review cycle.		b.) Performance will be compared against job description that was signed in contract and goals set in the last performance review cycle.
	HR Committee will receive recommendations for updates/amendments to job description and bring to the board as needed.		HR Committee will receive recommendations for updates/amendments to job description and bring to the board as needed.
	c.) Review staff member’s goals for remainder of contract and discuss opportunities for professional development.		c.) Review staff member’s goals for remainder of contract and discuss opportunities for professional development.
	d) The committee will produce a written performance review based on the feedback received and conclusions reached in their in-person meeting with the staff member. The written review will be shared with the board and be kept on file, along with raw feedback forms.</li>		d) The committee will produce a written performance review based on the feedback received and conclusions reached in their in-person meeting with the staff member. The written review will be shared with the board and kept on file, along with raw feedback forms.</li>
	<li>6. Staff member has a right to include a written rebuttal up to two weeks after the evaluation is completed.</li>		<li>Staff member has a right to include a written rebuttal up to two weeks after the evaluation is completed.</li>
	<li>7. HR Committee puts forward recommendations to Board for staff member’s contract (termination, extension, renewal, upgrade, etc).</li>		<li>HR Committee puts forward recommendations to Board for staff member’s contract (termination, extension, renewal, upgrade, etc).</li>
	</ol>		</ol>

Adam.burgess: /* Policy Statement */

2013-06-19T03:35:05Z

Policy Statement

← Older revision		Revision as of 03:35, 19 June 2013
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	== Policy Statement ==		== Policy Statement ==
	*The ~~Executive Director's performance~~ will be ~~reviewed at least once in a board's term~~ (~~i.e. at least once~~ a ~~year~~)~~, typically near~~ the ~~end~~ of the ~~board's term.~~		The following steps will be implemented (a) before the completion of the staff member’s probationary or trial period, as specified in their contract; and (b) on completion of approximately 12 months and each subsequent 12 months worked in his/her position.
	*The review will be led by a standing or ~~ad hoc HR committee. The committee will review existing [[Performance Evaluation Templates]] for gathering feedback and make changes~~ as ~~desired. The committee must solicit feedback from all board members~~ and ~~a self-evaluation from the ED. They may also solicit some form~~ of ~~feedback from other staff, volunteers, past board members, program partners,~~ and ~~other members of the Edmonton cycling community~~. ~~Some advice on this:~~

	<~~blockquote~~>~~"When we reviewed various~~ the ~~dozens~~ of evaluation ~~instruments sent in by Blue Avocado readers~~, ~~we found that nearly all of them had these attributes in common:~~		<ol>
	*Most reviews used a checklist form (rather than narrative)		<li>Standing HR Committee, including Staff Liaison, will initiate the evaluation process and describes the process with staff member. The ED joins the committee for reviews of other staff.</li>
	*Most focused on ED's actions and behaviors (rather than on organizational performance)		<li>Evaluation survey will be distributed to staff member for self evaluation. The same evaluation will be distributed to other staff members, board members, volunteers, service volunteers, community partners who have worked with staff member being evaluated. (Evaluators, particularly those from outside EBC, should be provided with direction as to which topics they might be most able to speak to, but are free to comment on any topics in the evaluation.)</li>
	*Most relied on input from board members ~~only~~ (~~rather than include input~~ from ~~others such~~ as ~~staff~~, ~~funders, clients, art critics, etc~~.)		<li>Staff begin goal setting, learning and development needs, successes, general comments.</li>
	~~Although we feel that evaluations that are narrative~~, ~~focus on organizational performance~~ and ~~contain elements of a 360 degree evaluation are better ways to evaluate executives~~, ~~we also realize:~~		<li>4. HR Committee will distribute, collect and compile evaluation surveys.
	*Without a checklist of some kind, ~~the ED evaluation most likely won't take place~~		a.) Raw survey results are only accessible by HR Committee and Board Executive.</li>
	*Evaluation of organizational performance is complex and is more likely to arise from executive evaluation than to occur before it, and		<li>5. HR Committee will meet in person with staff member to discuss self-evaluations, survey results, recognition, development areas and successes.
	*Input from others in and outside the organization is more appropriately focused on organizational assessment, not as narrowly as on ED evaluation.		a.) HR Committee will synthesise results and share with staff member.
	(...~~) What about 360 degree evaluations? Every few years it's very helful for a board~~ to ~~get a sense of how its executive~~ -~~- and the organization as a whole -- is experienced by volunteers~~, ~~visitors~~, ~~patrons, clients, members, funders, collaborative partners~~, and ~~others~~. ~~A 360 degree evaluation takes~~ a ~~good deal of time (not only from the board but from everyone who is asked to give input~~), and ~~it makes~~ the ~~most sense~~ to ~~use the opportunity not only~~ to ~~learn about~~ the ~~CEO, but about the organization~~.~~"</blockquote>~~		b.) Performance will be compared against job description that was signed in contract and goals set in the last performance review cycle.
	~~(Source: http://blueavocado~~.~~org/content/executive-director-evaluation-survey-form~~)		HR Committee will receive recommendations for updates/amendments to job description and bring to the board as needed.
			c.) Review staff member’s goals for remainder of contract and discuss opportunities for professional development.
	*The HR committee ~~synthesizes the data into~~ a ~~report to be delivered to~~ the ~~ED. It may include individual or minority opinions that the ED should be aware of, but it must present the ED~~ with ~~a clear, coherent picture of~~ the ~~board's expectations going forward~~.		d) The committee will produce a written performance review based on the feedback received and conclusions reached in their in-person meeting with the staff member. The written review will be shared with the board and be kept on file, along with raw feedback forms.</li>
	*The ~~report must~~ be ~~approved by~~ the board~~. Board members may view raw feedback forms, but these must remain confidential. Since feedback likely cannot~~ be ~~truly anonymized~~, ~~the ED may not access the~~ raw feedback~~, but they may expect that the review they receive the feedback with detail and balance~~.		<li>6. Staff member has a right to include a written rebuttal up to two weeks after the evaluation is completed.</li>
	*The ED may give an in-person or written ~~response~~ to the evaluation. ~~This is a good time~~ to ~~make concrete plans~~ for ~~professional development~~, ~~and to ask about the ED's long-term plans for staying with EBC. It may also be an opportunity to start setting goals for personal and organizational performance~~, ~~to be continued at the next board retreat~~.		<li>7. HR Committee puts forward recommendations to Board for staff member’s contract (termination, extension, renewal, upgrade, etc).</li>
	*How/~~when to review compensation?~~		</ol>

	== Purpose of the policy ==		== Purpose of the policy ==