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Lloydminister Public School Division

780-875-5541 Fax: 780-875-7829

5017 46 Street
Lloydminster, Alberta T9V 1R4

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Administrative Procedures

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Administrative Procedure 429

Supervision and Evaluation of Non-Teaching Staff

Background

Through the Director of Education, the Lloydminster Public School Division shall ensure that a program of supervision and evaluation is carried out. 

  1. Supervision shall take into account:
    1. The employee’s skills and competencies;
    2. The employee’s professional attributes; and,
    3. The performance expectations identified in the employee’s job description.
  2. The procedure shall be led by the supervisor and guided by the expectations set out in the job description.
  3. The practices and procedures of supervision and any directives arising out of the supervision process must be fair and equitable.
  4. When there is a question of an employee not meeting the expectations of the Lloydminster Public School Division, the supervisor shall investigate immediately and if need be initiate a supervision process to address the identified concerns in a timely manner.
  5. Formal written reports, filed on a regular basis, will serve to provide ongoing records of performance.
  6. The Formal written report shall be shared with the employee and they will initial and sign the document as required. The initial and signature does not imply that the employee is in agreement with the report, but rather acknowledges that the document has been reviewed by them, and is in receipt of the document. The employee may add written comments to the report.

Procedures

  1. The Superintendent of Human Resources will establish and maintain suitable procedures for supervising and evaluating the performance of Non-Teaching Staff.
  2. Non-Teaching Staff will be supervised during the probationary period of their first permanent contract, the second year on a permanent contract, and every fifth year beyond that or at any time at the request of their direct supervisor.
  3. Employees on temporary contracts will not be provided a formal performance appraisal unless initiated by their direct supervisor. The direct supervisor may request a performance appraisal for an employee on a temporary contract at any time. If this performance appraisal indicates unsatisfactory performance, a recommendation for the employee’s dismissal will be made to the Director of Education, who may forward it to the Board of Education.
  4. Supervision Programs
    1. Probationary Period on Permanent Contract
      1. The performance appraisal (Form 429-1) shall be completed by the direct supervisor, prior to the end of the probationary period.
      2. The report shall be initialed and signed as required and distributed as follows: employee file, the school personnel file, and the Lloydminster Public School Division personnel file.
      3. If the employee’s performance appraisal indicates unsatisfactory performance, the Superintendent of Education will make a recommendation for the employee’s dismissal, to the Director of Education, who may forward it to the Board of Education.
    2.   Second Year on Permanent Contract
      1. The performance appraisal (Form 429-1) shall be completed by the direct supervisor, prior to May 30 of the given school year. 
      2. The report shall be initialed and signed as required and distributed as follows: employee file, the school personnel file, and the Lloydminster Public School Division personnel file.
      3. If the employee’s performance appraisal indicates unsatisfactory performance, a recommendation shall be made for one (1) of two (2) options.:
        1. A recommendation may be made to place the employee on an intensive supervision program.
        2. The Superintendent of Education will make a recommendation for the employee’s dismissal, to the Director of Education, who may forward it to the Board of Education.
    3. Five Year Cycle
      1. The performance appraisal (Form 429-1) shall be completed by the direct supervisor, prior to May 30 of the given school year. 
      2. The report shall be initialed and signed as required and distributed as follows: employee file, the school personnel file, and the Lloydminster Public School Division personnel file.
      3. If the summative evaluation reflects unsatisfactory performance the employee shall be notified, in writing, by the Superintendent of Human Resources of their placement on the intensive supervision program.
    4. Intensive Supervision Program
      1. The Intensive Supervision Program shall focus on those employees who have demonstrated, on the basis of their performance and subsequent evaluation, that they are in need of intensive supervision in order to improve their practice to meet the expectations of the Lloydminster Public School Division.
      2. The Intensive Supervision Program will be conducted over a reasonable period of time, which is normally not to exceed one (1) complete school year.  All relevant time lines will be set to minimize disruptions to students’ learning and operational requirements for the Lloydminster Public School Division.
      3. The Intensive Supervision Program will be initiated by the direct supervisor who has responsibility to facilitate and implement an improvement plan.  The Superintendent of Human Resources will assist the direct supervisor throughout the process.
      4. The Intensive Supervision Program shall note the following:
        1. The behavior(s) or professional practice(s) that have been identified as unsatisfactory, ;
        2. The activities the employee will undertake to remediate the identified areas requiring improvement,;
        3. Supports that will be provided for the employee,;
        4. How the behavior(s) or professional practice(s) must change in order to be deemed acceptable, ;
        5. How the evaluator will determine that the unsatisfactory behavior or professional practice has been remediated.;
        6. That following the end of the time lines, the employee must maintain the expected outcome(s) of the intensive supervision program indefinitely,; and,
        7. Failure to comply with the improvement plan and to attain the expected outcomes will result in the Superintendent of Education making a recommendation for the employee’s dismissal, to the Director of Education, who may forward it to the Board of Education.
        8. The employee will be expected to take primary responsibility for their own improvement.
        9. The direct supervisor shall supervise the intensive supervision process to ensure the improvement plan is adhered to, if need be, to modify the improvement plan, and to ensure that the needs of students or Lloydminster Public School Division continue to be met.
        10. The direct supervisor shall consult with and involve the Superintendent of Human Resources of the school throughout the intensive supervision program.
        11. At the conclusion of the intensive supervision program, the direct supervisor shall conduct a summative evaluation (Form 429-2) of the employee.
        12. If the employee’s performance is satisfactory, they shall return to the supervision schedule as appropriate.
        13. If the performance is unsatisfactory, the Superintendent of Education will make a recommendation for the employee’s dismissal, to the Director of Education who may it to the Board of Education.

Revised
August 2015
August 2023