Maryland EXCELS Toolkit  

Performance Evaluation Schedule & Performance Evaluation Tool

When Sarah was hired as a lead teacher in a child care program, she received a staff handbook that described the purpose, schedule, and specific details about the program’s staff evaluation process. Six months passed and it was time for Sarah’s evaluation. She reviewed the handbook she received her first day on the job. This information helped her better understand what to expect from the process and how to prepare to participate in it. She felt confident the evaluation would be a positive learning experience her.

two female co-workers having a discussion while viewing a computer tablet
Supportive Feedback for Improving Practices

This section guides you through reviewing, revising, or creating policies and procedures for staff evaluations. It helps you meet the requirements for Administrative Policies and Practices: Performance Evaluations: ADM 9.4.

Select the Requirements tab to learn about key requirements to include in your documentation.

NOTE: No further action or documentation is required for Family Child Care programs that do not employ staff members.

Requirements

The following interactive shows the requirements for Administrative Policies and Practices: Performance Evaluations: ADM 9.4. Key requirements are marked by a bright dot. Select each dot for information about what to include in your documentation.

Select the option that applies to your program type:

 

Child Care Center
ADM 9.4: Performance Evaluations Staff performance evaluated in writing at least annually, and as needed for professional improvement. Documentation to submit: Performance Evaluation Schedule and Performance Evaluation Tool

Family Child Care

School-Age Only
ADM 9.4: Performance Evaluations Staff performance evaluated in writing at least annually, and as needed for professional improvement. Documentation to submit: Performance Evaluation Schedule and Performance Evaluation Tool

 

Instructions

To meet the requirements for Administrative Policies and Practices: Performance Evaluations: ADM 9.4, your documentation should include:

  • A performance evaluation schedule that you share with your staff members. The schedule may be in any format, including a policy given to staff members in a handbook. It should clearly explain that evaluations are conducted at least once a year with each staff member, and as needed for professional improvement.
  • A copy of your program’s performance evaluation tool





Written Staff Performance Evaluations

Performance evaluations help your staff gain insight into their job performance and offer ways they can continue to improve their practices. Evaluations may also include an opportunity for employees to reflect on their own performance or to complete a self-evaluation, state career goals, and identify areas for growth. The evaluation process should be supportive and point out staff members’ strengths and target areas for improvement.

When conducted regularly, a performance evaluation encourages open communication between a program director and staff members. It provides an opportunity to discuss training and other professional development activities that support growth and improvement.

Written evaluations provide a record of staff members’ performance overtime, the goals that are set for improved practice, and progress toward those goals. High quality performance evaluation tools follow best practices and include:

  • Objective, behavior-based criteria
  • Criteria tied to specific responsibilities included in job descriptions
  • Evaluation ratings based on a review of multiple sources of documentation (examples: samples of work, feedback from families, formal observations conducted by supervisors, activities or tasks performed outside of a job description)
  • Annual goals
 

What does the documentation look like?

Your documentation includes:

  • Your program’s staff evaluation schedule clearly showing that performance evaluations are conducted at least once a year, and as needed for professional improvement. The schedule may be in any format, including as a policy in the handbook your staff receives at the time of hire.
  • Your program’s performance evaluation tool that documents staff evaluations in writing.
 

How can you tell if you're on the right track?

Look at your staff list. You should be able to identify a date and time when you met / or plan to meet with each staff member for a performance evaluation, or as needed. Your schedule may be in any format, including in the form of a policy given to staff members as part of a staff handbook.

Your program’s performance evaluation tool follows best practices and documents performance evaluations in writing.

 

Where can you learn more?

The Maryland Child Care Resource Network includes 13 Resource and Referral Centers across all regions in Maryland. The network provides training, technical assistance, and a variety of other supports to Maryland’s child care community.

Maryland Family Network (MFN) Resource Network

Maryland Child Care Resource Center Locations | Maryland Family Network

Montgomery County Prince George's County Prince George's Child Resource Center 9475 Lottsford Road, Suite 202 Largo, Maryland 20774 tel 301.772.8420 Executive Director Jennifer Hoffman email jhoffman@pgcrc.org web childresource.org Calvert, Charles & St.

Your Quality Assurance Specialist (QAS) is also available to assist you. The Maryland EXCELS website includes a link to a list of Quality Assurance Specialists by county across the state.

Maryland EXCELS Website: Quality Assurance Specialists

(null)

(null)

Final Touches

Check your staff performance evaluation schedule and performance evaluation tool as you prepare to upload them to the Maryland EXCELS System.

 

Check to be sure your documentation includes:

 
 
 

Save your document:

  • Use a file name that you can find easily when you upload it to the system. (example: performance-evaluations.docx)
  • Use any one of these formats:
    • Typed electronic version of your evaluation schedule and evaluation tool (examples: Microsoft Word, PDF)
    • Scanned version of your evaluation schedule and evaluation tool (examples: PDF, PNG, JPG)
    • Identified section within your staff handbook and evaluation tool (examples: PDF, PNG, JPG)

Next Steps

Use the following guide to upload your documentation, look ahead, and think about a plan for ongoing improvement.

 

Step 1: Prepare to Upload Your Document

  • Locate your username and password for logging into your Maryland EXCELS account
  • Locate where you saved your written document on the computer
 

Step 2: Look Ahead and Plan for Improvement

Look Ahead

Congratulations! You are ready to upload a performance evaluation schedule and a performance evaluation tool. If your documentation meets the requirements for ADM 9.4, it also meets the requirements for ADM 9.5!

Plan for Improvement

Set a goal to periodically evaluate your performance evaluation process. Consider asking for feedback from your staff to ensure that the process supports them in meeting their goals and their commitment to ongoing professional improvement. Remember to upload any updates or changes to the Maryland EXCELS System.

 

Step 3: Upload Your Documentation(ADM 9.4)

Log in to the Maryland EXCELS System to upload your documentation.

screenshot of Maryland EXCELS upload screen with a comment box
Upload Documentation