FAQ – E5, E7, E8. E10 Forms

E-7

Q – What is an E-7 Form?
A – The E7 is the form given in the contract to be used for a Unit Professional’s job description. The E7 should enumerate your duties and responsibilities and should include mutually agreed upon objectives and goals. Because E7s have been implemented inconsistently from campus to campus, there may be great variation in how they are used. That said, it is a very important document as it should define what you do in your job. A first step in protecting your rights would be to ensure that your E7 is up to date.

Q – What is the E7 Process? – NEW!
A – Read this explanation by MCCC Grievance Coordinator, Dennis Fitzgerald.

Q – What does “mutually agreed upon” mean?
A – Mutually agreed upon means that BOTH the employer (your supervisor), and the employee (you) have agreed upon the description in your E-7. If there is a duty that you do not agree upon, then you should contact your local MCCC representative. You may need to have union representation with you at a subsequent meeting, or you may need to contact the Day Grievance Officer, Dennis Fitzgerald for advice. Remember, you have to perform the duties listed in your E7. It is important that you know and understand what these are; and that you agree to them, because will be evaluated on these.

Q – If my job duties change, should I revise my E7?
A – Yes! Your E7 should be regularly updated. You will be evaluated based on what is in your E7.

Q – What about that clause about “Other Duties As Assigned”? Does that mean that my boss can continue to pile additional jobs on me?
A – No! “Other Duties As Assigned” does not constitute long term or permanent duties. It refers only to short term assignments with limited scope.

Q – I’m evaluated yearly in May, is that when I should revisit my E7?
A – Yes, but if there is any significant change which is proposed to your job duties, you can update your E7 at any time. You may request to update your E7 at any time, and of course, you should examine it at the time of your evaluation which should take place before July 1^st of each year.

Q – Are there any guides to developing an E7?
A – Yes. Grievance Coordinator Dennis Fitzgerald came up with this guide with this Development of the E7.

E-8

Q – What is an E-8 Form?
A – An E-8 Form is the Professional Staff Summary Evaluation Form. This form is used by your Supervisor as a tool and a record to evaluate your work performance during your Evaluation. A copy of each E-8 is filed in your file in the HR office of your college.

Q – How is the E-8 form used in the evaluation process?
A – The E8 Professional Staff Summary Evaluation Form is usually used as a place where the evaluation is actually written. Sometimes your supervisor (the Evaluator) will attach a more formal, written page to this form. That said, they should be using the various sections of the form as a guide in your evaluation.

The form lists your name and work area, your job title, and includes your supervisor’s (the Evaluator’s) comments on your College Service, any Advising or Recruiting activities you may have had (not all unit professionals have these), and your specific Work Performance over the year. There is also a section for your supervisor’s comments on your Personnel File, which they may review for contents, as well as comments they might have in an Overall Performance statement given at the end. (sections of form given in italics.)

Q – What is the purpose of this evaluation?
A – According to Section 13.01 of the contract, the objective of an evaluation of unit members is to assess and improve performance and to provide a basis upon which further decisions such as re-appointments, promotion, performance-based salary adjustments, tenure, sabbatical, professional leaves and discipline might be made.

Q – Is there a criteria for evaluating Full-Time Professional Staff members?
A – Yes. The evaluation is supposed to be uniformly applied and based on total job performance. The criteria includes Professional performance of one’s assigned workload and the effective assistance to students, faculty and staff as established in accordance with Article XIII Also one’s College service, and student advising (where that is required), and any additional assigned instructional responsibilities and related preparation. The full criteria for evaluating Professional Staff is in section 13.03. The criteria points are covered in your E8 form.

Q – How and when am I evaluated?
A – Prior to tenure, evaluations are conducted yearly, before July 1^st. Evaluations are to be applied in a uniform manner with the following weights: Work Performance – 70%, College Service 10% and Personnel File Review 15%. See the Summary Tips created by Grievance Coordinator Dennis Fitzgerald for more information.

Q – What if I get an evaluation that I don’t agree with, what can I do?
A – At the time of your evaluation, you have the right to write a rebuttal for inclusion in your personnel file. There is a section on the form for Professional Staff’s comments. You can also attach a separate page if you chose.A copy of the E-8 will be placed into your Personnel File in your HR office. If you have a serious disagreement with your evaluation, consult with your Local MCCC leadership.

Q – I notice that College Service as well as a review of my Personnel File is mentioned. Does this mean that I let my Supervisor know what I’m doing for College Service, and that I should keep my files up to date?
A – Yes. Use the E5 form to update your College Service. Also, make sure that if you get any positive feed back in writing is placed in your personnel file. In fact anything positive you do on the job that either gets kudos in writing or is in any way publicized should be included. For instance, if you participate in a College visit by the local Junior High School, and are mentioned in your College’s newsletter, you should include the newsletter in your files.

For those tenured Unit Professionals, you still need to submit your E-5 form to your supervisor, even though you may not be evaluated yearly.

Q – I ‘m already tenured? Will I be evaluated, and is the E-8 still part of that?
A – Yes. According to section 13.04 of the Contract, you will be evaluated every third year after Tenure, and the E-8 Form will continue to be used.

E-10

Q – I’m a Part Time Unit Professional. Do I have a form used for my evaluation?
A – Yes. You will use the E10 form. The E10 form covers the same criteria for evaluation that the E8 form does. It includes comments from the Evaluator (your supervisor) on your College Service, Student Advising or Recruitment (if applicable), and your Work Performance, your Personnel File. It usually includes an Overall Evaluation statement.

Q – If I disagree with what my Supervisor has written, do I have any recourse?
A – Yes. Like your Full-Time colleagues, you have the right to write a rebuttal for inclusion in your personnel file. There is a section on the form for Professional Staff’s comments. You can also attach a separate page if you chose. A copy of the E-8 will be placed into your Personnel File in your HR office. If you have a serious disagreement with your evaluation, consult with your Local MCCC leadership.

E-5

Q – What constitutes College Service?
A – According to the contract, all full-time Unit Members are required to do college service. College Service tasks are tasks not included in your E7 as part of your normal duties. College Service commitments may change from year to year, for instance you may sit on your College Senate for two terms, and then become a member of a different standing committee.

Typical examples of College Service activities include serving on a college standing committee, a labor-management committee (MACER),, or a task force. You may be involved in an academic program or a search committee.

Q – What is an E-5 Form?
A – The E-5 Form is your College Service Activities Form, and it is probably the least understood form we have. According to the Contract you are supposed to present this form to your supervisor twice a year, in the autumn and again in the spring. The form includes a section where you list College Service Activities that have been assigned, and activities completed. You may attache documentation if you choose, or if it is requested. You also sign off on the bottom of the form.

Q – I just handed in my E-5 form for the first time, and my Supervisor asked me what it was for? Do I have to do this again, since they don’t seem to care?
A – Many Supervisors seem to be in the dark about this process, but that doesn’t mean that you should ignore it. It is in the Contract, and you should make a good faith effort to comply.