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Cooperative Extension Service |
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Agricultural
Experiment Station |
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U of A Board Policies
Dale Bumpers College
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PurposePerformance evaluation is an integral part of Extension planning, teaching, supervision, and salary administration. The primary purpose of evaluation is to aid in providing the highest possible level of educational service for the people of Arkansas through improved performance. The evaluation process should encourage employees in areas that indicate strength and aid them in those which need improvement. Performance evaluation is a measurement process for determining the level of effectiveness of each employee in the assigned job. Performance evaluation increases the effectiveness of Extension faculty by: 1. Increasing the understanding of their jobs and the expected level of performance. 2. Increasing their satisfaction and educational experiences on the job. 3. Providing information that will help assign personnel to the program area(s) where they can make the greatest contribution. 4. Furnishing a basis for in-service training and guidance. 5. Helping them evaluate annually their own work. The performance evaluation process in the Arkansas Cooperative Extension Service is based on the following principles: 1. Job performance in each assigned area of work is evaluated. 2. Performance evaluation is an educational process used to identify the strong and weak points of employee performance. 3. Honest and consistent self-analysis, supplemented with an objective performance evaluation by the supervisor, is the most productive type of evaluation. 4. Any person making a performance evaluation must be acquainted with the work of the person being reviewed. Therefore, the person primarily responsible should be the immediate supervisor. 5. Performance evaluation is a recognized and accepted part of supervision. 6. The self-respect and confidence of the individual faculty member must be protected. I. ResponsibilityPrimary responsibility for performance evaluation rests with the immediate supervisor. II. FrequencyPerformance evaluations are conducted annually at the end of the program year on the following schedule: October 1 - Annual Performance Goals, E.E.V.A.L.-145, reviewed with supervisor. October 31 - Annual Performance Evaluation Narrative, E.E.V.A.L. - 154, completed. November 30 - Annual Performance Evaluation Summary Non-Tenure Track Faculty, E.E.V.A.L. - 152, forms completed by and supervisors are forwarded to Administration for review. January 15 - E.E.V.A.L. - 152 reviewed with the employee and forwarded to Administration.
III. Performance Against StandardsFaculty are evaluated on a scale of substantially exceeds requirements (4) to below requirements (0) against established standards in ten areas. Management responsibility. Performance areas to be evaluated are:
IV. Performance GoalsFaculty select measurable and attainable goals that should contribute to their performance in the job assigned. Results attained are reported at the end of the fiscal year and are considered in the overall evaluation. ProceduresI. Annual Performance Evaluation NarrativeA summary of faculty activities following the format in these guidelines will be submitted to supervisors. The report is due to and supervisors by October 31. II. Annual Performance Evaluation SummaryEach supervisor will submit an Annual Performance Evaluation Summary, Form E.E.V.A.L. - 152, for each faculty member. This report, covering the period October 1 through September 30 of the past fiscal year, should be submitted by November 30 for review by Administration. III. Performance Evaluation and Review
IV. Performance GoalsGoals will be submitted to the supervisor by October 1 each year. Goals should be based on the strategic plan of the Cooperative Extension Service and individual Section. Goals should reflect the needs and responsibilities for each specialist’s program. Each goal should address program objectives, strategies, components and issues involved. V. Career CounselingDuring the performance evaluation conference, the supervisor and employee will complete the Career Counseling section of E.E.V.A.L. - 152 which will be filed with the performance evaluation documents in the official personnel file. Appeal ProceduresAn employee who disagrees with the overall performance rating has a right to appeal. Both informal and formal procedures are available. The employee may follow the informal or formal procedure or both. Informal ProcedureWithin five working days following the performance evaluation conference, the employee should submit to the supervisor a written request for an informal review conference. Within ten working days after receipt of the request, the supervisor will establish a date and time for the conference. Within five working days following the informal conference with the supervisor, the employee may submit to the next level of supervision a written request for an informal review conference. Within ten days after receipt of the request, a date and time for the conference will be established. The employee will be notified in writing of the outcome of the conferences. Formal ProcedureIf the disagreement is not resolved through the informal appeal procedure, or if the informal procedure is not chosen, the employee may make a formal written appeal to the Associate Vice President for Agriculture -Extension. Written notice of the employee's intention to appeal must be received in the office of the Associate Vice President within 15 working days following the date of the performance evaluation conference or the most recent informal appeal conference. The notification must include the employee's basic rationale for the appeal, naming the specific standards that the employee feels were rated improperly. The appeal may not be based on information not included in or referred to in the employee's Annual Performance Evaluation Narrative. A copy of the notification must be sent to the employee's supervisor.
The Associate Vice President will review the employee's written request, conduct any necessary investigation, and schedule a conference with the employee. A joint conference with the employee's supervisor may also be held. The employee will explain the reason for the appeal and present supporting data. The supervisor will provide any information requested by the Associate Vice President, who will make the final decision and inform the employee in writing. The decision of the Associate Vice President is final and binding on all concerned.
Changing Appointment
An employee who disagrees with their current percentage appointment (Research/Teaching/Extension) can request to change that appointment. The employee can submit a written request with justification to their supervisor asking that their percentage appointment be changed to better reflect the position's nature and their professional charge. Requests for change in appointments should be submitted by October 31 with the Annual Performance Narrative. Format for Annual Performance NarrativeUniversity of Arkansas Cooperative Extension Service Annual Performance Evaluation Narrative Non-Tenure Track Faculty F Y _____ I. Personal InformationA. Name: II. Position ResponsibilityA. Percent Appointment Extension: B. Major Areas of Work* – Describe duties of position related to the areas listed below. Where appropriate, develop other headings to emphasize special areas. These duties may be changed on an annual basis, as needed. 1. Program Planning III. Annual Faculty Achievement ReportA. Extension Activities 1. Program Planning – Includes all work involved in planning with others to determine content, priorities, and emphasis of the unit’s Extension programming. Includes planning activity with leaders and clientele groups, Extension faculty, county Extension Councils and program area/issue committees, Extension staff committees, etc. List activities, dates and locations. a. Planning with agents and program councils/committees 2. Faculty and Staff Training/Assistance – Includes educational activity conducted using a direct contact method to teach or assist Extension personnel. Includes responding to internal requests by individual office conference and correspondence. a. Group Training Agronomy In-Service Training – Cotman Implementation – 34 county agents, December 1996, 4-H Center District 4-H or E.F.N.E.P. Program Assistant Training b. Individualized Training and Response to Faculty and Staff Insect scouting techniques – Agents in Craighead, Crittenden, Miller, Phillips, and Pulaski counties, June-July, 1997 Assisted agent in identifying materials for Leader Training: Family Financial Management, March 1997 Assisted agents in identifying materials for a 4-H Record Book workshop 3. Implementation and Evaluation of Educational Programs Directed to Extension Clientele (non-Extension personnel) – Activity designed to teach Extension clientele (non-Extension personnel) using a direct contact method, such as educational meetings, workshops, tours, field days, etc. Includes indirect program support directed toward educational program (preparation and dissemination of newsletters, publications and teaching materials, and mass media usage). a. Individual Activities (1) Activities with Major Leadership Roles (e.g., short course coordinator, conference chairman, workshop organizer, field tour coordinator, or camp director). Conservation Tour Coordinator – Jefferson and Pulaski Counties, July 1997 Junior 4-H Camp Director, June - July 1997 Housing Tour Coordinator, N.E. District, May 1997 (2) Individual Presentations (county, state, and/or regional meetings, etc.) Weed Control in Rice – Ashley, Arkansas, Desha, and Lincoln counties, January - February 1997 Indoor Air Quality Workshop at state E.H.C. meeting, June 1997 Soybean Irrigation at Southern Soybean Conference, December 1996 (Regional) State Judging Training for 4-H Events, May 1997 10 (3) Program Evaluation – The efforts related to evaluation/reporting of activities/ programs, assisting with evaluation of agent progress toward goal achievement in county plans of work and special evaluation programs such as impact studies. "Pruning Workshop" Workshop for Master Gardeners – 46 participants participated in pre- and post-tests. (Evaluation Summary attached.) 13 County Teen Teams completed a "Plan of Action" in Environmental Education as a result of Teen Leader Conference Spradley, S. S. and J. J. Jones. 1997. Pesticide Application Training Evaluation to 485 participants b. Publications and Educational Support Materials Developed (1) List Extension publications by author, title, and type of publication (circulars, leaflets, fact sheets, or miscellaneous publications). Indicate whether you wrote the original manuscript, made a major revision, minor revision, adapted, or had it printed with permission. Black, E. J. and J. J. Jones. 1997. Cow-calf Management. Ark. Coop. Ext. Ser. Fact Sheet 9504:1-4. (Original) Jones, J. J. Ethics in Arkansas 4-H Livestock Project. C-499. (Adapted) Jones, J. J. Quilts. 1997. L-239. (Original) (2) List articles in Research bulletins or reports written. Jones, J. J. 1997. Wheat Research Verification Trials. 42 pages (3) List educational materials prepared. Include short courses, leaders guides, information sheets, newsletters, and specially prepared handouts. Jones, J. J. 1997. Community Development newsletter. 6-8 pages (published monthly) Jones, J. J. and J. K. Johnson. 1997. Parliamentary Procedures. 4-H leaders guide. 87 pp Jones, J. J. 1997. Arkansas Families Newsletter. 4 pages (published quarterly) (4) Print media articles in newspapers and popular press (a) Individual Articles Written Jones, J. J. 1997. Rainy Weather Increases Need For Nitrate Monitoring. Delta Farm Press 46(29):16-17. Jones, J. J. 1997. Factors Affecting Price Of Food. Arkansas Democrat/ Gazette (b) Article Interviews "Record Crop in 1997" by Mark James. "Comparison of Historical and Contemporary Quiltmakers." Textile Research Journal. 1996, by M. M. Smith "4-H Pushes Positive Competition," by Denice Christopher 11 (5) Television and radio presentations. (a) Interviews Given 4-H At The Arkansas State Fair, TV 38, October 12, 1996 Holiday Food Safety, K.O.L.L. December 10, 1996 (b) Scripts Written or Tapes Prepared Clothing For Nursing Home Residents - K.J.B.M. Oct. 19 (15 min.) Water Quality Concerns in Arkansas - K.S.S.N. Nov. (5 spots, 1 min. ea.) Healthy Eating Tips: Household Hotline Tape. January 1997 (Original, 3 minutes) (6) Development of computer software (Indicate: original, revised or adapted). Jones, J. J. and B. L. Sims. May 1997. Registration for 4-H O-Rama (Revised) Jones, J. J. and B. L. Sims. October 1996. E.F.N.E.P. E.R.S.\.W.I.C. Reporting System (Adapted) Jones, J. J. January 1997. S.O.Y.V.A. (Revised) (7) Teaching aids (video tapes, slide sets, suitcases, etc.) prepared for use by Extension faculty (Indicate: original, revised, adapted). "Food Safety," Video Tape (Original) "Rice Irrigation Water Quality," Slide Set (Revised) "The Arkansas 4-H Center," Video Tape (Revised) (8) Innovations in teaching and program development (describe all aspects of program). Developed program on "Textiles of the Future," including agent training, leaders guide, two videotapes, and a suitcase program. 1997 Designed and constructed two indoor climbing walls in the recreation building at the 4-H Center. December - January 1997 (9) Poster presentations and exhibits at local, state or regional sites to Extension clientele. Jones, J. J. Exhibit: Choose A Healthy Diet. March 1997. Arkansas Association of Family and Consumer Sciences. (Local) Hot Springs Jones, J. J. Research Verification Program at: – Southern Soybean Conference. December 1996. (Regional) Memphis, TN – Poster Exhibit: Rohwer Field Day, August 1997 (Local) Poster exhibit on environmental education (RES-Q) (State) 12 – Arkansas Farm Show – Arkansas State Fair c. Demonstration, Assessment, or Validation of Technology Irrigation Scheduling Demonstration, 1997 - Ashley County Jones, J. J. and A. A. Russell. Developed Interactive Internet Link, "The Greatest Scams on Earth." March 1997 Developed an Arkansas 4-H Home Page on the Internet, 1997 4. Financial Support of Extension Activities – Includes financial and/or material support, to maintain liaison with sponsors in securing and continuing support for Extension educational programs and activities (demonstrations, materials and other organizational needs, 4-H activities, leader/cooperator recognition). a. Grants/contracts funded – brief title, sponsor, funding level, project duration, and your role in the project Jones, J. J. Technology Transfer Program. Soybean Promotion Board. $60,000.00. Third year of a three year grant. Project Leader Jones, J. J. Strong Families - Safe Communities. Arkansas Department of Human Services. $150,000.00. Second year of a five year grant. Project Director Jones, J. J. 4-H Scholarship for State Record Book winner in Agriculture Project. Arkansas Farm Bureau. $1,500.00. Annually b. Grants/contract proposals submitted but not funded Jones, J. J. Long Term Rotation. Soybeans Promotion Board. $60,000.00 Jones, J. J. Family Nutrition Project. Arkansas Department of Human Services. $150,000.00 Jones, J. J., B. B. Baker, H. H. Hirrell, and R. R. Rose. Environmental Education Curriculum. EPA. $5,000.00 c. Gifts – brief description, donor, funding level, and your role in acquiring. Include "in kind" gifts Secured sponsorship of a bus for Conservation Tour from District John Deere Sales Representative. Approx: $500.00. Secured use of a copy machine in headquarters during State 4-H O-Rama from City Business Machines. Estimate of Value: $300.00. 5. Collaboration And Cooperation for Educational Programs Within Extension And With Other Groups – Actions to establish and enhance mutual support among individuals, groups, and organizations that have related responsibilities, resources and/or audiences. Includes collaboration with other specialists and the supervisor in the planning unit, cooperation with specialists in other disciplines, collaboration and scheduling with district Extension directors and county faculty, administratively assigned committees, joint programming with University colleagues and cooperation with other agencies and organizations that have programs and responsibilities for mutual audiences. a. Collaboration and Cooperation Within Extension Only (Extension initiative teams, State O-Rama planning committees and administratively appointed committees) Member of 5 year Long Range Planning Committee for Goal 1 Served on Extension Environmental Education Task Force b. Collaboration and Cooperation with other colleagues within the University of Arkansas System (Commodity Committees, other interdisciplinary/departmental groups) Member of Wheat Commodity Committee c. Collaboration and Cooperation with industry and with other colleagues within the University System on behalf of Extension Served on Governor’s Youth Entrepreneurial Task Force Member of State Welfare Reform Committee Provided resource information to four Farm Bureau District Commodity Meetings B. Professionalism and Service 1. Membership and leadership roles in professional organizations and societies. Leadership Role Membership (Officer, committee chair, Local, State, Regional, in Organization committee service, etc.) Date National, International Ark. Assn. of F.C.S. President 1997-98 State 2. Paper/oral presentations delivered at professional meetings (associations, societies, etc.) Indicate whether state, regional, national, or international and type of meeting, whether the paper was invited or submitted, shared authorship and presenter of paper, if appropriate. Ripple Effect of Retirement Communities. Community Development Soc., Southern Branch. Submitted paper. (M. M. Moody co-author and presenter.) 1997 4-H RES-Q Evaluation Results, Southern Region State Faculty Conference. March, 1997 3. Poster presentations delivered at professional meetings (societies, etc). Indicate state, regional, national, or international and type of meeting, shared authorship and presenter of paper if appropriate. Improving Soybean Production With Technology Transfer Programs. American Society of Agronomy. International. Submitted paper (T. T. Ashbrook co-author). St. Louis, MO. November, 1997 Hidden Fat In The Diet. (State) Arkansas Association of Family and Consumer Sciences. Exhibit. Hot Springs, AR. September, 1997 High Adventure Programming for 4-H Youth Age 14 - 19, National Association of Extension 4-H Agents (N.A.E.4.H.A.), Buffalo, N.Y. November, 1997 4. List abstracts or proceedings articles in professional publications. Jones, J. J. 1997. Timing of Glyphosate to Soybeans. Proceedings Southern Weed Science Society. 49:388. 5. List journal articles in professional publications or book/chapters. Indicate if articles were refereed. Jones, J. J. 1997. Clothing for Teenage Males. Journal of Applied Psychology. 31 (6): 41-56. (Refereed) 6. List editing or peer review of books, scientific journals, etc. Review of manuscript. Journal of Psychology, JP: 47321 7. List service, other than Extension, on committees, departmental, center, school, college, division or other university committees, or special assignments. University of Arkansas, Fayetteville - Course Curriculum Committee Search Committee for Head, Agronomy Department 8. List service, to Extension, on committees or special assignments Building Dedication Committee State E.E.O. Advisory Committee Performance Evaluation Committee 9. Graduate Faculty Status? _____Yes _____No 10. Consulting Activities (provide nature of assignment, organization, location and dates). Design Serger Instruction Manual. Pletsch and Palmer, Inc., Philadelphia, Pennsylvania, March 12-16. 11. Professional Improvement Activities. Include workshops/conferences attended and not listed elsewhere. a. List professional improvement activities on official Extension time. Community Development Society annual meeting, Las Vegas, NV. November 1997. Netscape class. L R.S.O., March 1997. National Association of Extension 4-H Agents (N.A.E.4.H.A.) Annual Conference. July 1997. National Extension Association of Family and Consumer Sciences (N.A.E.4.H.A.) Annual Conference. September 1997. b. List professional improvement activities not on official Extension time. "Improving Your People Skills," U.A.L.R. workshop, June 6, 1997. 12. Awards and Recognition - Individual or team honors/awards received in the reporting year. (Describe honor/award, year received, name of organization, whether local, state, regional, national, or international.) C. Management Responsibilities 1. Briefly describe scope of supervisory assignment. 2. Personnel supervised. In terms of F.T.E.’s and institutional location: Non-Classified Faculty Staff Location(s) No: F.T.E.’s: D. Teaching (When Applicable) (Criteria for evaluation of this responsibility will be determined by the appropriate administrator.) E. Research Activities (When Applicable) (Criteria for evaluation of this responsibility will be determined by the appropriate administrator.) F. Narrative Summary. In two pages or less, summarize your (1) program accomplishments and (2) program directions. Report how your efforts and plans support the goals of the organization. *Major Areas of Work: Definition of Performance
Dimensions 2. Faculty and Staff Training/Assistance – Includes all educational activity conducted using a direct contact method to teach or assist Extension personnel. Includes responding to internal requests by individual office conference, and correspondence. 3. Implementation and Evaluation of Educational Programs Directed To Extension Clientele (non-Extension personnel)– Activity designed to teach Extension clientele using a direct contact method, such as educational meetings, workshops, tour, field days, etc. Includes indirect program support, directed toward educational programs (preparation and dissemination of newsletters, publications and teaching materials, and mass media usage). 4. Financial Support of Extension Activities – Includes financial and/or material support, to maintain liaison with sponsors in securing and continuing support for Extension educational programs and activities (demonstrations, materials and other organizational needs, 4-H activities, leader/cooperator recognition). 5. Collaboration and Cooperation for Educational Programs Within Extension And With Other Groups – Actions to establish and enhance mutual support among individuals, groups, and organizations that have related responsibilities, resources, and/or audiences. Includes collaboration with other specialists and the supervisor in the planning unit, cooperation with specialists in other disciplines, collaboration with district Extension directors and county faculty, administratively assigned committees, joint programming with University colleagues and cooperation with other agencies and organizations that have programs and responsibilities for mutual audiences. 6. Professionalism and Service – Demonstrated through participation/leadership in professional organizations, professional writing, editing, presentations, University of Arkansas committee work, consulting, public service, assistance to agencies and organizations and self improvement activities. Further demonstrated by awards and recognition from peer groups. 7. Behavioral Measures a. Teamwork: A cooperative effort to achieve a common goal. Helps other team members to achieve, while also being able to accept help from others. Participates in developing team goals. Shows trust and respect for all members of the team. Shares responsibility, recognition, and ownership of team goals and results. b. Leadership: Guiding, directing, motivating, and influencing others. Recognizes the achievements of others, but also provides constructive feedback as appropriate. Serves as a credible role model, displaying and instilling a positive attitude. Builds a strong sense of teamwork, purpose, and group identify. Takes and encourages appropriate risks. Delegates appropriate levels of authority to others, increasing their freedom to act. c. Adaptability: Working effectively under changing conditions. Stays abreast of emerging issues. Keeps an open mind and modifies viewpoint in response to new information or contrary evidence. Seeks to understand differing positions or opposing viewpoints. Deals effectively with uncertainty. d. Program Interpretation: Accepts responsibility for providing information as to the quality, content, and impact of educational programming and professional work efforts. Interprets program efforts and accomplishments. Seeks opportunities to interpret program efforts and accomplishments to appropriate decision-makers. Utilizes traditional and creative methods to communicate and interpret program efforts and accomplishments to Extension publics. e. Work Habits: Reports to work on time Keeps appointments Prepares well for activities Completes assignments on time Makes good use of work time Maintains an orderly work area 8. Management Responsibilities a. Seeks appropriate resources for Extension to implement effective programming. b. Maintains financial record keeping system; approves requests for travel and leave and other administrative items as appropriate. c. Provides timely preparation and submission of reports and responds to administrative requests as appropriate. d. Defines job responsibilities of appropriate staff for efficient operations. e. Conducts an annual performance evaluation of faculty and appropriate staff and helps provide direction in program goals. f. Assists in selection of personnel for faculty and non-classified staff positions. g. Develops and maintains a knowledge of the Extension program planning process and gives leadership to specialists in carrying out program planning. h. Conducts regularly scheduled office conferences. I. Ensures confidentiality among staff members. j. Projects a professional/positive relationship as part of Extension administration. k. Confers and coordinates with Research/Extension Center Director and Department Heads on programs as appropriate. l. Communicates effectively with clientele groups and provides timely feedback to state program leader and faculty as appropriate. 9. Teaching (when applicable) – Criteria for evaluation of this responsibility will be determined by the appropriate administrator. 10. Research (when applicable) – Criteria for
evaluation of this responsibility will be determined by the appropriate
administrator.
Evaluation Levels
The faculty member is rated in each of the
performance and behavioral dimensions according to the following scale: Substantially exceeds requirements –
Represents highest possible estimate of a person’s job effective-ness and
value to the institution. Reflects performance of very high quality. Exceeds requirements – Performance of
unusually high quality which exceeds position requirements at a level above
that expected of a fully qualified incumbent. Meets requirements – Performance which is
of good quality and meets position requirements at the level expected of a
fully qualified incumbent. Improvement needed to meet requirements – Significant performance improvement is needed to meet requirements. Unacceptable – Performance is considerably below
position requirements. Continued performance at this level will justify
termination. Not applicable – The employee, because of
job description and plan of work, may not have responsibility in all
performance areas. N/A should be designated for those areas where the
performance area is not applicable. The evaluator should utilize the comment sections
for: (1) An overall performance summary, including strong points and methods
to improve programs. (2) Guidance for future program direction and
development. (3) Discussion on future direction for personal
development. Evidence of annual performance should be provided in the Annual Performance Evaluation Narrative. Note: Persons employed in a position for less than twelve months as of September 30 will receive a rating of "New." All faculty members will prepare the Annual Performance Evaluation Narrative. Performance GoalsPurpose Performance Goals are tools to provide guidance to
specialists, to improve program focus and improve annual performance. Using
goals to improve specialist performance will strengthen Extension programs. Process Goals will be determined and submitted to supervisors by October 1 each year. These goals will be submitted to the supervisor on Form E.E.V.A.L. -145, Performance Goals for Non-Tenure Track Faculty. This process is to be used to facilitate dialogue between the specialist and the supervisor regarding areas in which performance can be improved. Guidelines for Developing Performance Goals1. Goals should be based on the Extension Strategic Plan and Department or Section Strategic Plan. 2. Goals should include: (1) Section or Department Goal. (2)Program objectives, (3) Strategies, components and issues. 3. Goals should include areas for personal improvement. 4. Goals should be realistic and reflect the specialist’s program needs and accomplishment for the coming year. 5. Goals should be submitted to supervisor for approval by October 1. 6. Goals will be amended as agreed upon with supervisor. 7. Goal results and accomplishments will be incorporated into the Annual Performance Evaluation Narrative at the end of the program year. |
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University of Arkansas • Division of Agriculture |
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