Procedure no. III-2a
Effective date: 01/01/2002
Related Policy: III-2
Goal: To provide a consistent system for employee performance feedback linking job performance with department goals so that pay links to performance and contribution.
For Staff: Hiring Supervisor and Compensation and HR Information Systems/Records
There are at least three steps to the performance management process. It is important to understand the process in order to coordinate the timing of the steps with the appropriate events. The process includes: 1) setting objectives; 2) mid-year review of the objectives; and 3) end of the rating period. Supervisors are encouraged to meet and discuss objectives and performance at other times whenever warranted or desired.
For senior staff (salary grade 18 and above) this process takes place on a fiscal year schedule of July 1 through June 30. For all other staff, this process parallels their anniversary year or a designated time determined by the department in consultation with Human Resources.
Step One: Setting Objectives
New Hires and Internal Transfers: Upon completion of the orientation period, all employees will meet with their supervisors to set objectives for the remainder of the performance review period.
For all other staff: Objectives will be set at the beginning of the designated performance management period.
Step Two: Mid-year Review
New Hires and Internal Transfers: The mid-year review should occur approximately 90 days after setting the objectives. The employee should have six months of experience in the job. Timely feedback will foster the future success of the new employee.
For all other staff: The mid-year review will occur in six months or half way through the performance review period.
Step Three: End of Rating Period
At the end of the performance review period, the supervisor will hold an end of rating period performance discussion with the employee. Together, they will review the objectives for the current review period and the performance rating appropriate for the performance over the same time frame.
Other guidelines for successful sessions include
- Supervisors will give employees two to three days notice of when their performance discussion will be scheduled so that employees may prepare for the discussion. At the discussion, the supervisor and employee should discuss the past year's performance using the performance management outline Form as a guide.
- At the close of the end of rating period discussion, supervisors are to complete the form provided by the HR Information Systems office of the Human Resources Department. The form is a means of documenting the outcome of the discussion, but is not a substitute for a one-on-one oral discussion with the employee.
- If the employee is in Positive Corrective Action at the time of the performance discussion, this process may be considered one step in the corrective action procedure but must be documented as such. The Positive Corrective Action form must be completed as well as the performance management form.
- If the performance warrants it, a compensation review may occur at the same time as the performance management discussion with the supervisor having had prior authorization regarding approved salary adjustments with his/her supervisor. A review is not a guarantee of an increase.
- The basis for determining staff salary increases is meritorious performance and position within the salary range. A salary adjustment guide will be distributed annually to assist supervisors in calculating appropriate increases per the university's overall budget process. Some management centers may adopt department structures which have been established to comply with funding, financial management or budgetary reasons. Departmental structures may supersede the overall university structure.
- Employees whose overall rating falls in the lower two rating categories of slightly below standards or below standards are not eligible for an increase.
- Employees whose performance is deserving of compensation recognition but whose salaries exceed the maximum of the range may be awarded a lump sum payment in lieu of an increase to their base rate of pay. Lump sum payments will be computed as though the employee's salary is in the fourth quartile on the grid.
- Supervisors are responsible for obtaining additional approvals, as required in each management center, for recommendations on salary increases.
- At each session the employee will be asked to sign the performance management form to confirm that the discussion occurred. If the employee elects not to sign the form, then the supervisor is to write on the form in the presence of the employee that "The employee has elected not to sign this form." The supervisor should initial the note.
- Performance management forms must be returned to HR Information Systems (Records Administration) fifteen days prior to the effective date indicated on the Salary Review Addendum #HR40120101 (pdf). For any review not received, a reminder will be sent to the reviewer's immediate supervisor. If another reminder is necessary, it will be sent to the department chair, dean, or appropriate vice president.