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Planning & Evaluation Guidelines

I.      General

The performance plan and evaluation process is an important way for a supervisor to provide ongoing coaching, feedback and counseling to an employee.  The purpose of this process is to set goals, objectives and expectations for future performance as well as to provide constructive feedback and comments with respect to past performance.

II.     Purpose

Performance Management is the foundation to set and clearly communicate performance standards, goals and expectations.  An effective performance management process will:

  • align the efforts of supervisors and employees with departmental and campus goals
  • promote consistency in performance assessment
  • motivate employees to perform at their best
  • ensure fairness and transparency

The employee, supervisor, and the University are critical members of a partnership that ensures effective performance planning, coaching, development and evaluation.

III.   Eligibility
  • All full-time operational and classified employees who have completed their probationary periods are required to participate in this process.
  • Probationary employees hired between October 25 and July 24, must have their performance evaluations completed between August 10 and October 24.
  • Supervisors may choose to complete performance evaluations on probationary employees hired between July 25 and October 24.
  • Supervisors may choose to complete a performance evaluation but it is not required for a probationary employee who had a probationary progress review completed between July 25 and October 24. 
IV.   Overview of the Process
A.  Planning

The performance cycle is October 25 through October 24.  At the beginning of the cycle the supervisor and the employee will work together to ensure an understanding of job responsibilities, priorities and performance expectations.  The process begins with the performance plan.  The Performance Plan is a tool for communication of the job responsibilities, levels of achievement for these responsibilities and development goals for the performance period. 

The supervisor and employee together will:

  1. Define or clarify the core responsibilities of the job.
  2. Determine measurable performance expectations or levels of achievement for each core responsibility.
  3. Create a Development Plan which includes learning goals and specific steps to be taken to accomplish the goals.
  4. The Supervisor, Reviewer and Employee sign the Performance Plan.  The employee receives a copy and the Supervisor keeps the original in their supervisor file for reference during the performance period.  Note:  The Performance Plan is not required to be filed in the employee's personnel file maintained in the Office of Human Resources
 B.  Coaching & Providing Feedback

Continuous Coaching & Providing Feedback occurs throughout the performance period.  During the performance period the supervisor and employee should regularly discuss work progress, new assignments, changes in procedures and much more!  During these discussions the supervisor has an opportunity to provide constructive feedback and direction to the employee. 

C.  Interim Performance Evaluation

An interim performance evaluatiion is normally completed at the mid-point of the performance period (April – May) to document and assess an employee’s progress toward achieving the performance plan.  Interim Performance Evaluations are not considered “official” documents and are retained in the supervisor’s confidential file for use in completing the annual performance evaluation.

D.  Completing the Performance Evaluation

The performance management process is a partnership between the supervisor and the employee. As part of this partnership, Performance Evaluations (doc) are a necessary and beneficial tool. A Performance Evaluation meeting allows an opportunity for supervisors to provide formal feedback to employees regarding job performance.

The performance evaluation is required to be completed and submitted to the Office of Human Resources the first workday following the end of the performance period.  The performance period ends on October 24. 

V.   Key Definitions

Core Responsibilities - Job responsibilities that are primary and essential to the type of work performed by an employee and normally remain relatively consistent during the performance cycle.

Interim Performance Evaluation - A performance evaluation normally completed at the mid-point of the performance period to document and assess an employee’s progress toward achieving the performance plan

Notice of Improvement Needed (doc) - A Notice of Improvement Needed/Substandard Performance Form is required to support the overall rating of Unsatisfactory.

Performance Evaluation Cycle or Period - The annual cycle or period during which an employee’s supervisor documents performance, usually begins October 25th of each year and ends October 24th of the following year.

Performance Plan (doc) - The key portion of the performance management process that identifies and/or clarifies the core responsibilities, achievement levels and performance measures as well as learning goals for the performance period.

Probationary Employees (pdf) - Employees who are newly employed into salaried operational positions, including employees transferring from other State institutions or agencies, and for current employees promoted into supervisory operational positions within the University. 

Probationary Progress Review (pdf) - The evaluation form completed by the immediate supervisor to rate an employee’s performance during the probationary period.

Reviewer - The supervisor of an employee’s immediate supervisor, or another person designated to review an employee’s performance plan, performance evaluation and who responds to appeals of performance evaluations.

Self-Assessment (doc) - Each employee must be afforded an opportunity to provide the supervisor with a self-assessment of his or her job performance for the performance period.