FREQUENTLY ASKED QUESTIONS
1. How many conferences are required for probationary employees?
Probationary employees must participate in a minimum of three conferences during the year. One should be the Planning Conference, completed no later than September 30. The second may be anytime between the planning conference and the final evaluation (to be completed by March 1). The purpose of the second conference is to discuss implementation of the Action Plan, detailed in the Planning Conference. If a probationary employee is NOT progressing toward meeting the Professional Qualities and Responsibilities (PQR) as expected, more conferences should be conducted to provide additional opportunities for feedback and improvement. This is particularly important for probationary employees who are documented on their PQR Evaluation/Midyear as not meeting or exceeding the PQR. These additional conferences will help support the decision-making process about renewal of the employee’s contract for the next year. The final conference for all probationary employees should occur before March 1, at which time the outcomes of the Action Plan should be detailed on the Action Plan report.
2. Who should conduct the conferences for probationary employees?
The supervisor is ultimately responsible for the conferences. However, supervisors are encouraged to have the probationary employee participate in the series with several different employees/supervisors. This allows the employee and supervisors to gain insight from others with different experiences and expertise. Anyone asked to conduct a conference with a probationary employee must have received division training in how to conduct the conference. Communication must occur between the various participants so that the employees do not receive conflicting messages and the focus of their growth is consistent. The supervisor should always be aware of the outcomes of the conferences.
3. What are the expectations for employees on continuing contract?
The ideal employee on a continuing contract meets or exceeds the spirit of the Professional Qualities and Responsibilities (PQR). The PGEP series for employees on continuing contracts provides the opportunity for employees to explore and reflect on practice through the PQR. In order to do this, employees are encouraged to incorporate new and innovative strategies and move outside of their “comfort zone.” Therefore, the series for continuing contract employees who meet or exceed the PQR are focused on professional growth beyond PQR competence.
4. How many conferences are required for employees on continuing contract?
Continuing contract employees will participate in a series of 3 conferences for professional growth every other year. The first conference is for the purpose of developing the Planning Form, to be held no later than September 30. The second conference may occur anytime between September 1 and June 30, and is for the purpose of discussing and recording the employee’s progress toward the Plan of Action listed on the Planning Form. This conference should be documented on the Action Plan Report. The final conference should be held no later than June 30, at which times outcomes of the Action Plan should be discussed and recorded on the Action Plan Report.
5. Who should conference the continuing contract employee?
The supervisor is ultimately responsible for the professional growth series. Supervisors can designate other supervisors to conduct the professional growth conferences for continuing contract employees and are encouraged to designate only one other supervisor. This allows for a relationship of trust to develop between the supervisor and employee so that employees feel safe to move outside their typical practice and delve deeper into the Professional Growth and Responsibilities (PQR). This also allows for deeper ongoing dialogue with the employee about professional development. The designee may be another school supervisor, content specialist, central office supervisor, or other recognized employee leaders. Anyone asked to participate in a series with a continuing contract employee will receive division training in how to facilitate the series. Continuing contract employees will agree to have someone other than their supervisor to participate in the professional growth series. The supervisor must always be aware of the outcomes of each conference in the series.
6. Can a supervisor place an employee on a professional growth series if it is not his/her biennial year?
Yes. The supervisor may ask any employee to participate in a professional growth series at any time.
7. What is the procedure for a continuing contract employee not in good standing with the Professional Growth and Responsibilities (PQR)?
The PQR performance deficiencies of the individual employee should be noted on the PQR Evaluation Form. If the deficiencies are specific to skills affecting quality job performance, the focus of the Professional Growth must become part of the same evaluation process being applied to probationary employees. There should be a minimum of three conferences, but supervisors are encouraged to go beyond this number to provide support and feedback for improved performance. When performance improves and PQR expectations are met, the employee may return to the professional growth series. Otherwise, the supervisor should move through the levels of support listed on this website.
8. Is there a standard professional growth series planning form?
Yes. The professional growth series planning form includes a section for an action plan to be developed by the employee and the supervisor during the initial planning conference. This action plan should be centered around the chosen PQR focus for the employee. The action plan report form should be used during subsequent conferences to communicate progress toward goals and areas still in need of improvement.
9. Is there a standard action plan report form?
Yes. The action plan report form is located on the PGEP website and includes:
10. Will there be situations when the supervisor needs to clearly delineate the recommendations and next steps for the employee?
Yes. This may happen if the employee has a low level of skill, lack of experience, or is not particularly reflective about his/her practice. The supervisor (or designee) may also be more directive when he/she has an implementation expectation and the employee does not necessarily agree with it. However, the philosophy of this model is that employees should be reflective practitioners and supervisors need to work with employees to develop this skill.
FREQUENTLY ASKED QUESTIONS ABOUT PROFESSIONAL QUALITIES AND
1. Who gets a Professional Qualities and Responsibilities (PQR) Evaluation Form and when?
All employees are evaluated every year. All employees receive a PQR Evaluation Form at mid-year and at the end of the evaluation period. Refer to the supervisor timelines for when evaluations should be completed.
2. If an employee is meeting or exceeding the Professional Qualities and Responsibilities (PQR), do they get a PQR Evaluation Form?
Yes. The supervisor checks the box stating that the employee meets or exceeds the PQR, signs the form, has the employee sign the form, provides one copy to the employee and puts a copy in the employee’s file. Writing a comment on the form is optional and the supervisor does not have to hold a conference.
3. What about probationary employees? Are they really at the level to meet or exceed the Professional Qualities and Responsibilities (PQR)?
The designation of meets or exceeds the PQR is a relative term. Everyone can improve or go deeper into applying the PQR. Probationary employees often have not had the experience needed to truly master the PQR. However, if the supervisor feels that a probationary employee is moving forward toward deeper implementation of the PQR and is developmentally where he/she should be, the supervisor may list the probationary employee as meeting or exceeding the PQR. If the probationary employee has significant deficits, is not growing in his/her implementation of the PQR and/or is below the developmental level expected, the probationary employee should be designated as NOT meeting the PQR.
4. What do I do for the employee evaluation if I have an employee who is NOT meeting the Professional Qualities and Responsibilities (PQR)?
Indicate this on the PQR Evaluation Form by completing the bottom section of the form clearly identifying the PQR not being met, what the expected behavior is, and what support will be provided. Supervisors are required to have a face-to-face conference with any employee designated on the PQR Evaluation Form as NOT meeting the PQR in order to clearly delineate the expectation for improvement.
5. Do I use the Professional Qualities and Responsibilities (PQR) Evaluation Form instead of a letter of reprimand?
You may choose to use the PQR Evaluation Form in lieu of a letter if you clearly state the reprimand and reason on the form. If you choose to proceed with a letter or some other type of action plan or document that delineates the expectation for improved performance, it must be attached to the PQR Evaluation Form. This form should always be attached to any document outlining the need for improved performance on a specific PQR and the required date of the conference should be noted.
6. What if the employee wants to attach a letter or document to the Professional Qualities and Responsibilities (PQR) Evaluation Form?
The employee may do so. If there is an attachment, check “other attachment” on the PQR Evaluation Form and describe what is attached.
7. What if the employee who does not meet the Professional Qualities and Responsibilities (PGR) refuses to sign the PQR Evaluation Form after the required conference?
The employee’s signature does not imply that he/she agrees with the evaluation. The employee does not have to agree. He/she must only sign and acknowledge receipt of the PQR Evaluation Form. If the employee still refuses to sign, ask a third party to witness the employee receipt of the PQR Evaluation Form and note this in writing.
8. Do I only use the Professional Qualities and Responsibilities (PQR) Evaluation Form at the mid-year and annual evaluation?
No. You use the PQR Evaluation Form anytime during the year if needed. Simply check “other” on top of the form and add the date.
9. Can I use the Professional Qualities and Responsibilities (PQR) Evaluation Form anytime during the year to commend employees who have done something outstanding that exceeds the PQR?
YES! The PQR Evaluation Form can serve as a quick way to acknowledge outstanding performance. The supervisor checks that the employee meets or exceeds the PQR and in the comment section writes a nice note delineating the work the employee is commended for.
10. Do I send the Professional Qualities and Responsibilities (PQR) Evaluation Forms to Human Resources?
You only send the forms to your Supervisor when an employee is NOT meeting or exceeding the PQR. In these cases, the PQR Evaluation Form along with supporting documents, including Planning forms and Action Plan reports, must be sent to your Supervisor who will forward them to Human Resources.
11. What if I want to recommend non-renewal for a probationary employee?
The main goal of all supervisors in this process is to provide support to employees and help them improve and grow professionally. The Professional Qualities and Responsibilities (PQR) Evaluation Forms, in conjunction with Planning Forms and Action Plan Reports, should document what has been done to support the probationary employee in showing improvement. If a probationary employee continues to show little to no improvement toward meeting the PQR, notify your Supervisor and Human Resources. The Supervisor and representatives from Human Resources will review your efforts as documented and discuss next steps with you.
12. What if I want to discuss termination of a continuing contract employee?
Again, the main goal is to provide employees with support for growth and improvement. All efforts of the supervisor should be carefully documented on the Professional Qualities and Responsibilities (PQR) Evaluation Form, Planning Forms and Action Pan Reports along with the employee response to those efforts. Each recommendation for termination is reviewed on a case-by-case basis. Consult your Supervisor and Human Resources when efforts to encourage and support improvement are not resulting in the desired improved performance for a continuing contract employee.