AP 3-31 Employee Performance

Arapahoe Community College
Series 3 - College Personnel
AP 3-31 - Employee Performance

Originated: June 1996

Revised: April 2002; August 2004, March 2005; January 2006; April 2010; April 2011; April 2013; January 2015; July 2016; August 2021; March 2024; April 2026

Effective: June 1996; April 2002; August 2004; retroactive September 1, 2004; July 1, 2006; April 2010; April 2011; April 2013; March 1, 2015; July 2016; August 2021; March 2024; July 1, 2026

References: BP 3-10; BP 3-20; BP 3-31; BP 3-80; SP 3-31; AP 3-20; AP 3-55; AP 3-80

Approved:

Stephanie J. Fujii, Ph.D.
President, Arapahoe Community College

PURPOSE

This process applies to all regular Administrative, Professional, and Technical (APT) staff and Faculty (collectively referred to as “employees”) within Arapahoe Community College as defined in BP 3-10, Administration of Personnel.

This process contains pertinent information affecting employees, current through the date of its issuance. BPs and SPs are subject to change throughout the year and are effective immediately upon adoption by the Board or System Chancellor, respectively. Employees are expected to be familiar with and adhere to BPs, SPs as well as College directives, including but not limited to this process.

Nothing in this process is intended to create (nor shall it be construed as creating) an express or implied contract or to guarantee employment for any term. The College reserves the right to modify, change, delete or add to this process as it is deemed appropriate.  

To the extent that any provision of this process is inconsistent with State or Federal law, State Board for Community Colleges and Occupational Education Policies (BPs) or Colorado Community College System Procedures (SPs), the law, BPs and SPs shall supersede and control. 

This process incorporates the requirements established in BP 3-31 – Employee Performance, SP 3-31a – Employee Performance that apply and are referenced above.

SCOPE

This process applies to Administrative, Professional, and Technical (APT) staff and Faculty. 

DEFINITIONS

Administrative, Professional, and Technical (APT) staff - Refer to BP 3-10 (Administration of Personnel)

Check-In: A structured, documented conversation between employee and supervisor designed to support progress, development, and alignment.

Coaching Model: A developmental approach emphasizing strengths, growth, two-way communication, and continuous improvement.

Faculty – Refer to BP 3-10 (Administration of Personnel 

Supervisor: The employee to whom directly reports to, usually the Department Chair or Director, but on occasion could be the Dean, AVP or Provost. This individual has requisite training for the performance evaluation process.

Needs Improvement: An employee may need improvement if they do not meet the criteria of the job description, the Employee Code of Conduct, they fail to competently meet the standards in College guidelines or violate the expectation of professional and collegial behavior. Lack of regard or adherence to established Board policies, CCCS procedures or College guidelines may also result in this determination. Refer to BP 3-30, and SP 3-31a. 

Student Feedback: Reflections on student feedback may include emails, conversations, in-class anecdotes, surveys, and course evaluations. Faculty should consider a full academic year (Summer, Fall, Spring) when reflecting on student feedback. For first year faculty, the first annual evaluation will cover Fall semester only. First year faculty who have previously taught as part-time Instructors, may wish to include Spring & Summer student course evaluations and/or feedback if available.

PROCESS

ACC’s performance process includes three required documented Check-Ins across the fiscal year. The supervisor and employee may complete more than one mid-year check-in as needed. A single ACC approved template will reflect all three check-ins that the employee and supervisor may access. Only the Completed Check-In Template will be submitted to Human Resources. 

1. Goal-Setting Check-In (Between April 1st and September 30th)
2. Mid-Year Check-In (October 1st and January 31st)
3. Goals Review Check-In (February 1st and March 31st)

No numeric ratings or scores are used at any Check-In. If concerns arise, supervisors follow BP 3-20 for Faculty.

1. Goal-Setting Check-In 
   
   Purpose
   Through a collaborative conversation, clear expectations, aligned goals, and a shared plan for success and growth are established.
   
   Objectives

   • Clarify job responsibilities and expectations.
   • Align goals with department initiatives, College Strategic Plan, and System priorities.
   • Identify professional development needs.
   • Establish communication expectations.

   Goal Setting Check-Ins may include but are not limited to

   • Setting SMART goals
   • Determining action items (if applicable) for employee and supervisor.

2. Mid-Year Check-In 
   
   Purpose
   Through a collaborative conversation, progress is reviewed, goals are adjusted as needed, and strengths are reinforced.
   
   Objectives

   • Discuss progress toward goals.
   • Identify successes and accomplishments.
   • Identify roadblocks and solutions.
   • Revisit alignment with values and expectations.
   • Adjust goals and timelines as needed.

   Mid-Year Check-Ins may include but are not limited to

   • Discuss updates on each goal.
   • Recognize accomplishments.
   • Identify any challenges and discuss possible solutions.
   • Adjust goal timelines if needed.
   • Action items (if applicable) for employee and supervisor

3. Goals Review Check-In 
   
   Purpose
   Through collaborative conversation, review outcomes, reflect on growth, and prepare for next year.
   
   Objectives

   • Review outcomes for each goal.
   • Evaluate contributions to department and college priorities.
   • Reflect on professional development and growth.
   • Identify areas for continued learning.

   Goals Review Check-ins may include but are not limited to

   • Discuss challenges and accomplishments.
   • Consider professional development for the next cycle.
   • Develop action items for next year's goal setting.

Overall expectations at all Check-Ins

1. Collaborative Conversation
   Supervisor and employee contribute equally.
2. Coaching-Centered Approach
   Focus on strengths, growth, problem-solving, and continuous improvement.
3. Documentation
   Documents are available to the employee and supervisor throughout the year. By March 31st the completed Check-In Template is submitted to Human Resources.
4. Developmental approach. If an employee fails to meet job expectations, they may need a Performance Plan.
5. Accountability
   If concerns arise:
   • Coaching and support come first to clarify job expectations and behaviors.
   • If employees do not meet their job expectations after the clarification of job expectations and behaviors, they will receive a written warning that includes specific coaching and support and adequate time to reach the expectations and/or change behavior.
   • Employees may receive a Needs Improvement if they fail to meet the job expectations only after coaching and support and a warning.
   • Human Resources must be consulted before disciplinary action.
   • If the employee's performance needs to be addressed in a progressive manner, the exact actions will be determined after review of applicable policies and procedures, and in consultation with organization leadership and Human Resources.

New Hires

Newly hired employees will have a Goals-Setting Check-In meeting within the first 30 days of employment.  Employees who are hired during the Goals-Review period (February 1st – March 31st) will use their Goal-Setting Check-In meeting to create goals for the subsequent Check-In cycle.

Provisional to Non-Provisional Transition Year (Faculty only)

For Provisional faculty members in their third or fourth year, a full packet is submitted for review and consideration to move from provisional to non-provisional status. The full non-provisional review packet should include at minimum the following:

• Three most recent years of Check-Ins or Evaluations. Provisional faculty hired prior to FY2026/2027 will use a combination of Check-ins and Evaluations.
• Three most recent years of Course Observations. 
• Summary of reflection on student feedback.
• Recommendation letter from Chair / Director and Dean for moving forward to non-provisional status.

See AP 3-20 Due Process for faculty for Provisional to Non-Provisional process.

Faculty Due Process (Faculty only) 

In the event an employee disagrees with a determination of Needs Improvement, employees are encouraged to discuss the discrepancy with the supervisor or second-level supervisor to come to a resolution if possible.

An employee may respond to the performance determination in writing on the form making it part of the personnel record.

Employee may formally request appeal and review of the performance determination using the following steps:

• Employee shall have ten working days from receipt of signed performance rating to request review by the President.
• The President shall make a determination within 10 working days of receipt of request. All parties will be made aware of the final determination.

See AP 3-20 Due Process for faculty for faculty due process.

Employee and Supervisor should read and follow the Guiding Principles for Employee Performance.