DODDRIDGE COUNTY SCHOOLS
SERVICE PERSONNEL EVALUATION POLICY
SCOPE
Every employee is entitled to know how well he or she is performing their job and should be offered the
opportunity of an open and honest evaluation of their performance on a regular basis. Employees are entitled
to the opportunities of improving their job performance prior to terminating their employment for
unsatisfactory performance. It is recognized that every employee is entitled to due process in matters affecting
his or her employment, transfer, demotion or promotion.
In order to be evaluated under this policy, the employee must be a service personnel employee. County job
descriptions for service personnel shall include the following responsibilities:
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Maintaining positive work habits;
Performing duties efficiently and productively; and
Maintaining and/or upgrading skills.
PERFORMANCE STANDARDS
Performance standards shall be clearly defined to enable all employees to understand their job performance
expectations. The indicators provided are not required. Their purpose is to help clarify the responsibility and
give guidance in development of performance standards.
DEFINITIONS
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Performance standards – a state or outcome
Indicator – a measure or evidence that supports or denies the achievement of the standard
Job responsibility – a duty listed on a job description
Observation – a formal or informal sampling of the employee’s performance based on established
performance standards
Conference – a formal meeting between parties to discuss an observation
Summary conference – a formal meeting between the evaluator in the employee that is held after each
evaluation and/or improvement plan
Receiver of service – the person or persons most immediately served by the employee
Satisfactory – substantial compliance with the standard
Unsatisfactory – inadequate compliance with the standard
Not applicable – a standard that does not relate to the employee’s assignment
Work Habit Indicators
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Observation of work schedules
Attendance
Compliance with the rules
Safety practices
Public relations
Accepting change
Personal appearance
Initiative
Attitude
Performance Indicators
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Work judgements
Planning and organizing
Quality of work
Accepting responsibility
Following instructions
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DODDRIDGE COUNTY SCHOOLS
SERVICE PERSONNEL EVALUATION POLICY
Appearance of work areas
Efficiency under stress
Operation and care of equipment
Work coordination
Professional Development Indicators
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Knowledge of work
Job-related training
PRINCIPALS OF OPERATION
Every service personnel employee shall be evaluated by an administrator or his or her designee. Coordinators
may observe and provide observation information to the administrator.
Employees with five or more years of experience who have not received an unsatisfactory evaluation will be
evaluated at least once every three years by June 1 at the evaluation year. Administrators may evaluate
employees with five years of experience more often if deficiencies have been identified. An employee may
request in writing an evaluation more frequently than once every three years.
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Employees with zero to three years of experience will be evaluated at least twice annually by June 1.
Employees within three (3) to five (5) years’ experience will be evaluated annually by June 1.
Substitute service personnel employees with zero to one (1) year of experience will be evaluated once
(1) per semester.
Substitutes service personnel employees with more than one (1) year of experience will be evaluated
once (1) annually by June 1
An employee who has an extracurricular assignment will be evaluated at least once annually.
Evaluations shall reflect information contained in the documented observations.
Items not recorded in an observation may be included in the observation report if such items have
previously been called to the employee’s attention and continue to occur.
As part of the evaluation process, information on the established performance standards may be
obtained from outside sources.
Written instruments adopted by the Board shall be utilized in the evaluation process.
OBSERVATIONS
All observations of an employee shall be conducted openly with knowledge of said employee and may occur
at any time.
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Employees with five years of experience or more will have a minimum of one observation per
evaluation.
Employees with zero to four years of experience will have a minimum of two observations per
evaluation.
The employee will receive a written observation report within five working days on the prescribed
form each time he or she is formally observed.
The evaluator or the employee may request a conference prior to and/or following an observation.
An employee may request an observation at any time.
EMPLOYEE RIGHTS
The employee has the right to:
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Include a written statement as an addendum to the evaluation
Receive an improvement plan when his or her evaluation does not meet performance standards.
Use current grievance procedures when the evaluation policy and related administrative procedures
are in question.
DODDRIDGE COUNTY SCHOOLS
SERVICE PERSONNEL EVALUATION POLICY
ADMINISTRATIVE RESPONSIBILITES
The administrator shall retain the decision-making authority with respect to the final disposition of the
evaluation. He or she is responsible for:
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Orienting each employee about the evaluation process and instruments.
Designating who will conduct the employee’s evaluations.
Conducting an improvement plan when the employee does not meet standards unless, in the
alternative, the employee elects an improvement team.
The written improvement plan process shall consist of the following:
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Statement of deficiencies;
Plan of assistance that includes specific action to be taken by the employee, sources of assistance,
personnel to be involved, and timelines to be observed;
Monitoring system;
Statement of recommendations to be made if standards are not met;
Reviewing the results of an improvement plan;
Recommending to his or her administrator all personnel decisions;
Scheduling a summary conference between the evaluator and the employee to be held after each
evaluation and/or improvement plan;
Informing each employee of his or her rights in the evaluation process, and how to raise objections to
the evaluation.
REMEDIATION
Remediation is the process of assisting an employee in improving his or her performance when the
performance has been defined as not meeting standards. Remediation shall be conducted by formal written
improvement plans.
Following a summary evaluation that does not meet standards an employee may request:
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Remediation by the administrator, or
Request remediation by an improvement team.
IMPROVEMENT TEAM
The improvement team shall be composed of the employee’s immediate supervisor and administrator (when
the supervisor is not an administrator.) The team may include a coordinator of services and an employee in
the same classification who shall be selected by the administrator.
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The administrator will be spokesperson for the team.
The team may conduct joint interviews. The team members may conduct observations and submit
appropriate written documents.
The team shall prepare and distribute a written improvement plan to the employee prior to
implementation.
The improvement team shall serve only as a resource to the immediate supervisor and additional
administrator who shall retain authority for the evaluation.
The improvement team shall monitor the improvement plan and may:
o Conduct observations and conferences;
o Provide training to assist the employee in meeting the performance criteria outlined in the
plan, and;
o Identify additional resources.
An employee who has received an unsatisfactory rating shall be evaluated every year using county
performance criteria forms until five (5) consecutive years of satisfactory ratings have been achieved.
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DODDRIDGE COUNTY SCHOOLS
SERVICE PERSONNEL EVALUATION POLICY
If an employee transfer within the county or to any other county within the state during the
implementation of an improvement plan, the plan is transferred to the new supervisor for continuation.
A written improvement plan shall consist of the following:
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Statement of deficiency;
Plan of assistance that includes specific action to be taken by the employee, sources of assistance,
and/or personnel to be involved, and timelines to be observed;
Monitoring system;
Statement of recommendations to be made is standards are not met;
The improvement team shall report the results of the plan in writing to the employee;
The administrator shall retain the decision-making authority with respect to the final disposition of
the evaluation.
A plan that results in an employee meeting all standards will be retained for three successive school years then
will be withdrawn at the employee’s written request. A plan that reports a failure to meet standards will be
retained permanently.
COMPLETION OF THE IMPROVEMENT PLAN
At the conclusion of completion of the improvement plan, the following shall occur:
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The employee has successfully corrected all identified deficiency (ies);
The employee has not successfully corrected all identified deficiency(ies)
o Recommendation for further action:
 Return to evaluation cycle;
 Create new improvement plan; or
 Recommend to superintendent for termination (Unsatisfactory performance pursuant
to WV Code 18A-2-8)
Doddridge County Board of Education
Approved: August 19, 2004
Amended and Approved: February 19, 2009
Amended and Approved: June 23, 2016
DODDRIDGE COUNTY SCHOOLS
SERVICE PERSONNEL EVALUATION POLICY
DODDRIDGE COUNTY SCHOOLS
SERVICE PERSONNEL EVALUATION POLICY