Staff Performance Management

Annual performance evaluations provide a regular, systematic appraisal of an employee's skills, contributions, and potential for assuming greater responsibility.  The purpose of performance managements is not solely to give merit increases.  Performance evaluations are also used for effective planning and goal setting, identifying strengths and weaknesses, encourage improvement if needed, determining training needs, enhancing promotion and transfer opportunities, and giving deserved recognition.  An effective performance management system requires employees and supervisors to work together to set performance expectations, review results, assess organizational and individual needs, and plan for the future.

All non-union regular status staff employees must have an annual evaluation.  The scheduled due date for both exempt and non-exempt employees is September 30.  Human Resources Services must receive the performance evaluations within 30 days.

The University recognizes that in any evaluation system there is a degree of subjectivity and that no two supervisors evaluate in the exact same manner.  However, the University has attempted to develop forms and procedures to make the evaluation process as fair and meaningful as possible.  The forms are provided as a convenience; other formal vehicles for communicating performance objectives, expectations, and results may be used as long as the goals of the evaluation system are appropriately met.

FORMS
Exempt Employees Performance Evaluation Form
Non-Exempt Employees Performance Evaluation Form
Non-Exempt Service/Maintenance Performance Evaluation Form

PROCEDURES

Exempt Employees

AT THE BEGINNING OF THE EVALUATION YEAR:

  1. At the beginning of the fiscal year, employees should meet with their supervisors to prescribe what they intend to accomplish during the year.  By setting these annual objectives, supervisors can plan for the year effectively.
  2. Employees are encouraged to develop and recommend the objectives.  Please view this link for some examples of objectives.  However, please note that the objectives must be approved by the supervisor to assure that they are relevant to departmental plans and goals.
  3. When the objectives have been established, the supervisor and the employee sign the form.  
  4. The evaluation should be held in the supervisor's office until the end of the evaluation cycle.
  5. The employee and the supervisor should meet periodically to review progress on the objectives.  New objectives may be added; others deleted or revised.

AT OR NEAR THE END OF EVALUATION YEAR:

  1. The supervisor reviews the degree of attainment of each objective and assigns one of the following ratings to each of the objective statements:

    DISTINGUISHED: Objective completed beyond expectations and in a manner bringing recognition to the unit, division and/or institution.

    COMMENDABLE:  Objective completed in a manner worthy of recognition.

    COMPETENT:  Objective completed satisfactorily.

    NEEDS IMPROVEMENT:  Objective minimally completed or the result is below acceptable standards.

    UNSATISFACTORY:  Objective not completed satisfactorily or not completed at all.

  2. The supervisor evaluates "Other Performance Criteria" and, after weighing the relative values of all performance factors, assigns an overall rating.  Distinguished ratings must be accompanied by a justification.  Evaluations must be reviewed by the unit administrator.  Additional review by the administrative officer prior to the evaluation meeting with the employee is optional and at the discretion of the administrative officer.

  3. The supervisor reviews the evaluation with the employee and both sign the evaluation form.   Signing the evaluation indicates that it has been shared with the employee and does not necessarily indicate agreement. The employee may provide comments or a rebuttal.  They should be attached to the evaluation.   A copy should be provided to the employee.  The original evaluation must be sent to Human Resources Services.  If the employee requires additional time to provide a rebuttal, the rebuttal can be sent to the supervisor and the Director of Human Resources Services at a later time.  However, it is strongly recommended to send the rebuttal within ten working days from the date of the evaluation.

  4. When merit increase decisions are announced, the evaluation form, with a recommendation for a merit increase if appropriate, is forwarded to the appropriate administrators for review and approval. Supervisors should not share merit increase recommendations with the employee until reviewed by the appropriate administrators and by Human Resources Services. If no merit increase is recommended, the form should be submitted to Human Resources Services.

  5. The performance evaluation for exempt staff employees should be completed on or around September 30.  Human Resources Services must receive it within 30 days of the scheduled due date.  If not, Human Resources Services will notify higher levels of management. 


Non-Exempt Employees

  1. Non-exempt employees are evaluated using a performance checklist system.  The performance checklist system recognizes specific performance factors such as quality of work, quantity of work, knowledge of work, attitude, human relations skills, attendance, etc.

  2. The supervisor should evaluate each factor by place a check mark in the box that most closely describes the employee's performance.

  3. The supervisor then assign an overall rating as one of the following:

    DISTINGUISHED: those who are recognized by their supervisors and administrators as clearly superior to the majority of other employees.  They are exceptionally skilled at their job, are highly self-reliant and motivated, and take the initiative to seek out and implement work improvements.  They solve problems, not create them.  They quickly and easily meet all of the expectations of the position and consistently make contributions well beyond the normal demands of the job.  Human relations skills, attitude, and attendance/punctuality are of the highest level.

    COMMENDABLE:  those who are worth of recognition.  They are very effective in their job, contribute in positive and meaningful ways to the unit, and produce results over and above what would normally be expected.  Human relations skills, attitude, and attendance/punctuality are above average better.

    COMPETENT: those who meet the average expectations for the position and perform in a satisfactory manner.

    NEEDS IMPROVEMENT: those who are barely meeting performance expectations in all, some, or one key area.  Improvement is needed if the employee is to remain in the position.

    UNSATISFACTORY: those who are not meeting performance expectations.  If immediate and sustained improvement is not forthcoming, employment may be terminated.

  4. Prior to meeting with the employee, the evaluations must be reviewed by the unit administrator.  Additional review by the administrative officer prior to the evaluation meeting with the employee is optional and at the discretion of the administrative officer.

  5. The supervisor and employee meet to review the performance evaluation.   At the end of the evaluation session, both parties must sign the form.  Signing the evaluation simply means that the evaluation has been shared--it does not necessarily mean that the employee agrees with the evaluation.  The employee may provide comments or a rebuttal.  They should be attached to the evaluation.   A copy should be provided to the employee.  The original evaluation must be sent to Human Resources Services.  If the employee requires additional time to provide a rebuttal, the rebuttal can be sent to the supervisor and the Director of Human Resources Services at a later time.  However, it is strongly recommended to send the rebuttal within ten working days from the date of the evaluation.

  6. The supervisor must allow the employee to write comments on the space provided on the form or to write a formal rebuttal.

  7. The performance evaluations for non-exempt employees are conducted at the same time as exempt employees.  Human Resources Services must receive the performance evaluations within 30 days of the scheduled due date.  If not, Human Resources Services will notify higher levels of management.