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California State University, Long BeachCalifornia State University, Long Beach

Performance Evaluation Process Steps

Evaluation Steps for Unit 1

Performance evaluations for Unit 1 staff members are a review of the employee's work performance and must be based upon criteria that are objective in nature.

NOTE: When the evaluation entails judgment about a physician's performance of assigned medical duties, such judgment shall be made by supervisory and managerial personnel who are licensed physicians.

A bargaining unit supervisor may prepare and sign the written evaluation as the evaluator on the performance evaluation form except in the circumstances described above. Performance evaluations of all Unit 1 staff must be prepared on the official Employee Planning and Performance Review Form in PDF format or Microsoft Word format.

The following are process steps in conducting evaluations:

  1. Solicit input from the employee. Give the employee adequate time to prepare the input.
  2. Although not mandatory, it is recommended that the evaluator prepare a “draft” evaluation, and discuss it with appropriate administrator. Go to Step 5, if the evaluator decides not to prepare a “draft” evaluation.
  3. If the evaluator decides to prepare a “draft” evaluation, he/she should let the employee know that the purpose of the “draft” is to allow the employee an opportunity for review, input, and discussion. It is advisable that the evaluator give the employee a sufficient and specific time (i.e. up to 5 days) for the employee to review the “draft” evaluation and provide input, if any, to the evaluator.
  4. The evaluator considers the input provided by the employee in preparing the final performance evaluation.
  5. The evaluator discusses the final performance evaluation with the Appropriate Administrator, and prior to discussing the evaluation with the employee. Any necessary changes are made.
  6. The evaluator and the employee meet to discuss the evaluation.
  7. The employee, evaluator, and appropriate administrator sign the evaluation.
  8. The employee is given a signed copy of the evaluation.
  9. The signed evaluation is forwarded to Staff Human Resources to be placed in the employee’s official personnel file.

Evaluation Steps for Unit 2, 5, 7, and 9

Performance evaluations for Units 2, 5, 7, and 9 staff members are a review of the employee's performance and should be based upon job-related criteria. The purpose of performance evaluation is to evaluate individual employee performance and provide guidance for performance development and improvement. Employee evaluations should acknowledge changes affecting the employee’s position that have occurred since the last evaluation. The Performance Evaluation of an individual with an overall performance evaluation rating of below satisfactory shall include specific information regarding the areas of concern.

A bargaining unit supervisor may prepare and sign the written evaluation. The appropriate administrator must also sign the evaluation form. Performance evaluations of all Unit 2, 5, 7 & 9 staff must be prepared on the official Employee Planning and Performance Review Form in PDF format or Microsoft Word format.

The following are process steps in conducting evaluations:

  1. Solicit input from the employee. Give the employee adequate time to prepare the input.
  2. The evaluator prepares the “draft” evaluation and discusses the “draft” with the appropriate administrator.
  3. The evaluator submits the “draft” evaluation to the employee for the employee’s review, input, and discussion. The evaluator ensures that the employee knows that he/she have up to five (5) days to review the “draft” evaluation, and to provide input, if any, to the evaluator.
  4. The evaluator considers the input provided by the employee in preparing the final performance evaluation.
  5. The evaluator discusses the final performance evaluation with the Appropriate Administrator, and prior to discussing the evaluation with the employee. Any necessary changes are made.
  6. The evaluator and the employee meet to discuss the evaluation.
  7. The employee, evaluator, and appropriate administrator sign the evaluation.
  8. The employee is given a signed copy of the evaluation.
  9. The signed evaluation is forwarded to Staff Human Resources to be placed in the employee’s official personnel file.

NOTE: Refer to Article 10 in the Collective Bargaining Agreement Between the board of Trustees of the California State University and the California State University Employee’s Union for more detailed information regarding the process.

Evaluation Steps for Unit 4

Performance evaluations for Unit 4 staff members must be based on: quality and quantity of the employee’s work; professional judgment and responsibility; and specific contributions to the campus, CSU, or the community in areas directly related to the work assignment.

Performance evaluations must be based on the direct observation or supervision of the employee’s work. In the event the evaluator has not directly observed or supervised the employee’s work, the evaluation must be based primarily on the content of the employee’s official personnel file.

The appropriate administrator must inform the employee in writing that a performance evaluation shall take place. A bargaining unit supervisor may prepare and sign the written evaluation as input to a staff member’s evaluation. The appropriate administrator must also sign the evaluation form.

Performance evaluations of all Unit 4 staff must be prepared on the official Unit 4 Performance Evaluation and Goal Setting Sheet in PDF format or Microsoft Word format.

The following are process steps in conducting evaluations:

  1. The appropriate administrator must inform the employee in writing that a performance evaluation shall take place. At this point, input can be solicited from the employee. Give the employee an adequate, yet specific time frame in which to prepare the input.
  2. The evaluator prepares the “draft” evaluation and discusses it with the appropriate administrator.
  3. The evaluator submits a “draft” evaluation to the employee for the employee’s review, input, and discussion. The evaluator notifies the employee that he/she has up to fourteen (14) days to review the “draft” evaluation, and provide input (rebuttal), if any, to the evaluator.
    The employee may elect to submit such input (rebuttal) accompanied by the “draft” evaluation it rebuts to his/her personnel file. This step is also when the evaluator ensures that any documents referenced in the “draft” evaluation which are not part of the employee’s official personnel file are submitted to the official personnel file.
  4. After the 14 days, the evaluator considers input (rebuttal) provided by the employee in preparing the final performance evaluation.
  5. The evaluator discusses the final performance evaluation with the Appropriate Administrator, prior to discussing the evaluation with the employee. Any necessary changes are made.
  6. The evaluator and the employee meet to discuss the evaluation.
  7. The employee, evaluator, and appropriate administrator sign the evaluation.
  8. The employee is given a signed copy of the evaluation.
  9. The signed evaluation is forwarded to Human Resources to be placed in the employee’s official personnel file.

Evaluation Steps for Unit 6

Performance evaluations for Unit 6 staff members are for the purpose of evaluating individual employee performance and for providing guidance for performance development and improvements, and are based upon job-related criteria.

Evaluators cannot be in the bargaining unit. However, the evaluation may be based on input from the employee and the employee's bargaining unit supervisor, if appropriate. Performance evaluations of all Unit 6 staff must be prepared on the Employee Planning and Performance Review Form in PDF format or Microsoft Word format.

The following are process steps in conducting evaluations:

  1. Solicit input from the employee. Give the employee adequate time to prepare the input.
  2. Although not mandatory, it is recommended that the evaluator prepare a “draft” evaluation, and discuss it with appropriate administrator. Go to Step 5, if the evaluator decides not to prepare a “draft” evaluation.
  3. If the evaluator decides to prepare a “draft” evaluation, he/she should let the employee know that the purpose of the “draft” is to allow the employee an opportunity for review, input, and discussion. It is advisable that the evaluator give the employee a sufficient and specific time (i.e. up to 5 days) for the employee to review the “draft” evaluation and provide input, if any, to the evaluator.
  4. The evaluator considers the input provided by the employee in preparing the final performance evaluation.
  5. The evaluator discusses the final performance evaluation with the Appropriate Administrator, and prior to discussing the evaluation with the employee. Any necessary changes are made.
  6. The evaluator and the employee meet to discuss the evaluation.
  7. The employee, evaluator, and appropriate administrator sign the evaluation.
  8. The employee is given a signed copy of the evaluation.
  9. The signed evaluation is forwarded to Staff Human Resources to be placed in the employee’s official personnel file.

Evaluation Steps for Unit 8

The Unit 8 collective bargaining agreement is silent regarding performance evaluation. Therefore, university guidelines indicate that at least two evaluations should be conducted during the probationary period, and an annual evaluation subsequently.

Performance evaluations of all Unit 8 staff employees must be prepared on the Employee Planning and Performance Review Form in PDF format or Microsoft Word format.