ADMINISTRATIVE COUNCIL MEETING

Wednesday, March 7, 2012

Administrative Conference Room, Central Campus

 

PRESENT: Margie Huerta, Margaret Lovelace, Andy Burke, Ike Ledesma, Fred Lillibridge, John Paulman, Kristi Martin, Mary Beth Worley, John Walker, Bernie Piña, Lydia Bagwell, Evelyn Hobbs, Sylvia Nickerson, Tammy Powers, Jackie Kiefer, Bill Glenn, Fred Owensby, Susana Rodriguez, Mozella Garcia, Luly Valencia-Glenn, Mack Adams, Lori Allen, Ben Altamirano (BC), Gladys Chairez, Gerri Martinez, Brad Mazdra, Becky Orduñez, Rosa DeLaTorre-Burmeister, Rosalina Contreras, Trudy Luken, and Irene Montoya (recorder)

ABSENT: Meg Haines, Vickie Galindo, Kathy Reddington, Nancy Ritter, Emilia O’Neil, Richard Derouen

GUESTS: Tony Fierro for Kathy Reddington, David Brockmeyer (NMSU Center for Learning & Professional Development)

 

Agenda Item

Discussion

Action/Disposition

Meeting Start Time

10:03 a.m.

 

Dr. Huerta noted a good morning to the group.  She noted the DACC banner Ms. Martinez passed to the group.  Dr. Huerta noted Mr. Fierro is attending for Ms. Reddington and she introduced Ms. Jackie Kiefer, the new Gadsden & Sunland Park Director.  Dr. Huerta asked everyone to turn their cells off during the training.  Also, no texting.

Informational Item

1 – Approval of the February 7, 2012, Minutes – Dr. Huerta

Dr. Huerta entertained a motion to approve the minutes.  Dr. Walker motioned to approve the minutes of February 7, 2012.  Mr. Ledesma seconded the motion.  All but Mr. Paulman were in favor, the motion carried.  Mr. Paulman abstained.

The minutes of February 7, 2012, were approved.  Irene will post on the web.

2 – Just-in-Time Performance Evaluation Workshop  – Mr. Adams/Mr. Brockmeyer

Mr. Adams introduced Mr. David Brockmeyer from the Center for Learning & Professional Development.  They will co-facilitate this discussion which will reinforce and provide new information.  Mr. Adams noted he would provide DACC timelines, etc. after presentation.  Mr. Adams and Mr. Brockmeyer presented a Power Point (see below).  Mr. Adams noted there was no perfect evaluation.  He provided the group a handout of the guidelines and timelines (see below).  Mr. Adams reminded the group to make a copy of the evaluation for the employee and a copy for the department files.  This year, he will not be sending copies of last year’s evaluation.  If you need a copy, please let him know.  Mr. Adams noted two employees in his area – Pat Nevarez, Diana Sandoval – will be leaving DACC and their office will be shorthanded.  He asked that everyone please bear with them.  Mr. Adams also noted that the exempt staff system crashed and access will not be available until April 1, 2012.  Exempt staff evaluations will be due electronically May 31, 2012.  Non-exempt evaluations will be due to DACC HR Office by April 20, 2012.  Dr. Huerta reminded everyone this was a critical process and to please take it seriously.  There are resources to help.  Dr. Garcia asked about the evaluation of administrators.  Dr. Huerta answered there is no word on those yet.  She is working with NMSU and she will let the group know.  Ms. Nickerson asked if there would be packets given like before.  Mr. Adams answered no packets will be given.  If there are any questions, please let him know.  Dr. Huerta thanked Mr. Adams and Mr. Brockmeyer.

Exempt staff evaluations due electronically May 31, 2012, and non-exempt staff evaluations are due to DACC HR April 20, 2012.

3 - Announcements

Dr. Lillibridge noted the gainful employment disclosure is on DACC’s web page.  He asked the group to find the link and let him know if there is anything weird.

Informational Item

Dr. Huerta noted Spring Break is around the corner.  She asked the group to see calendar items on the agenda.  The pictures on the agenda are from the ribbon cutting ceremony at Chaparral.  She thanked Ms. Martin for putting the ceremony together.  It was a very nice event with about 300 people attending.

Informational Item

 

Meeting End Time

11:38 a.m.

 

Next Meeting

Wednesday, April 4, 2012, 10:00 a.m., ACR

 

 

    


 

2011-2012 PERFORMANCE EVALUATION REQUIRMENTS, GUIDELINES AND TIMELINES

 

It is annual performance evaluation time for the period of March 1, 2011 through February 29, 2012, for regular NMSU staff employees.

 

Nonexempt Evaluations

Supervisors must complete all nonexempt evaluations on the form, approved by the Collective Bargaining Unit, located on the NMSU Human Resource Services website at:  http://hr.nmsu.edu/employee-relations/performance-management/evaluations/ .  This form is currently available and may be utilized at this time.  All signed, completed nonexempt evaluations must be submitted to the DACC Human Resource Operations office no later than April 20, 2012.  Prior to sending the evaluations, copies shall be made for the employees, departmental file, and for the supervisor’s employee performance files.

 

Exempt Evaluations

All exempt staff evaluation forms must be completed electronically.  The exempt evaluation application was expected to be open for use effective March 1, 2012; however, there is a delay in the accessibility of the application to complete a 2011/12 evaluation due to technical issues associated with functionality changes.  Although, the component of the system that allows supervisors and employees to access completed past year evaluations is now accessible at http://hr.nmsu.edu/employee-relations/performance-management/evaluations/.  The anticipated rollout date of the application functionality that is used for completing a 2011/12 evaluation is April 1, 2012.  In order to accommodate for this delay, the exempt evaluation completion due date will be extended to May 31, 2012 to allow additional time for the completion of the exempt forms.

 

Guidelines that apply for all Exempt and Nonexempt staff:

·        When possible, evaluation forms should be completed by the immediate supervisor (evaluator) and signed by the second level supervisor prior to review with the employee.

·        Supervisors must discuss the evaluation with the employee and must obtain the employee’s signature, or make appropriate notation if employee refuses to sign.

·        A copy of the completed evaluation, including signatures and comments, must be provided to the employee within ten (10) working days of the supervisor’s signature.

·        Nonexempt to Exempt status: Employees who worked as a nonexempt for the majority (6 months or more) of the annual performance evaluation period (3/1/11-2/29/12) and have recently been reclassified to an exempt position should have been evaluated on a nonexempt form at the completion of their nonexempt classification status. The nonexempt evaluation form would be considered a departmental form and the feedback included should be incorporated as appropriate on the electronic exempt evaluation form as part of the annual review process.

·        Supervisors are encouraged to get feedback and input from their employees regarding their own performance on the job, accomplishments, and training needs. 

 

 

 

 

 

Nonexempt Staff Forms:

§  If an employee has been working under the evaluating supervisor less than six (6) months and transferred from another NMSU unit/supervisor, the exit evaluation from the former supervisor shall be used in the year end evaluation.  If an employee has been working under the evaluating supervisor for at least six (6) months, the evaluating supervisor may elect not to use the former supervisor’s evaluation. When both evaluations are used, the overall ratings may be averaged by the current supervisor in accordance with the number of months evaluated by each supervisor.

§  A copy of the completed evaluation should be maintained in the departmental file and supervisor’s employee performance files.

 

Exempt Staff Forms:

 

If you have questions or if you need any assistance, please contact DACC Human Resource Operations, or NMSU HR Services, Employee and Management Services at hr-ems@nmsu.edu or (575) 646-2449. 

 

For training opportunities on this topic please visit http://training.nmsu.edu.  Supervisors may register to attend a Just in Time Performance Evaluation workshop and employees may register to attend a Managing Your Performance Evaluation workshop.  In addition, supervisors are encouraged to attend a Performance Management workshop in preparation for next year’s evaluation.

 

Performance Period: March 1, 2011 - February 29, 2012

Nonexempt Evaluation Forms Due to DACC HR: Friday, April 20, 2012

Exempt Evaluation Form Due (electronic process): Thursday, May 31, 2012