Performance Management 2016 Conducting Performance Evaluations Office of Human Resources

Two Components of Fall Review Process: 1.Evaluating Performance for previous cycle 2.Establishing new goals and objectives for upcoming cycle on Employee Work Profile (EWP) form in Careers

Submission Deadline The deadline to submit EWPs and Performance Evaluations to the Office of Human Resources is: October 24, 2016

Employee Work Profile Changes Special assignments will be incorporated within the Measures of the Core Responsibilities. The Confidentiality Statement is now included in the EWP instead of the Performance Evaluation Form. New Performance Factor: Executive Order 20 – If the employee has procurement responsibility, are procurement personnel, or are end users with a purchasing charge card they must be evaluated on small business purchasing goals as part of their performance evaluation.

Preparing the Evaluation Assemble notes gathered during the year Extraordinary, Improvement Needed forms, or Written Notices, if anyExtraordinaryImprovement Needed Interim evaluation, if any Review self assessment completed by employee Input from other supervisors No surprises please! Consider the entire year ’ s performance

Self Assessment Formats Employee Self-Assessment on the Evaluation form Other form as designated by supervisor Recommended to be completed in narrative format to be more informative

Extraordinary Performance Document using the “ Acknowledgment of Extraordinary Contribution ” form Acknowledgment of Extraordinary Contribution Must be given during the cycle

Substandard Performance Document using the “ Notice Of Improvement Needed/Substandard Performance ” form Notice Of Improvement Needed/Substandard Performance OR Written Notice Form Must be given during the cycle

Overall Below Contributor Rating Consult with Human Resources State requirements: Develop a performance plan & present to the employee Re-evaluate the employee in 3 months The University may approve a transfer or demotion for business reasons Consider the possible Options/Actions

Performance Management Personnel Changes Before you leave a supervisory position – interim evaluations should be made available to incoming supervisor New supervisor may make changes to the EWP If after 6 months into the performance cycle an employee goes to a new position in the same or different state agency with a new supervisor – an interim evaluation should be completed and provided to the employee. Current supervisor is responsible for completion of the annual evaluation for that cycle.

Special Circumstances Probationary Period: New employee – one year Interim evaluations minimally at 6 months and few weeks before the end of probationary period Period extension – eighteen (18) months No grievance rights during probationary period Below Contributor Performance Process not required during this period Performance issues due to a Medical Illness: Address ONLY the performance issue(s) Do NOT mention any possible medical condition If the employee raises a medical issue in response to poor performance contact HR immediately

Discussing the Evaluation Schedule the evaluation meeting with employee Reserve private location Arrange for uninterrupted time Deal with performance-not personalities Use Active Listening skills Listen more than you talk

Next Steps Have employee sign original evaluation form Make changes to the EWP (in Careers), submit to HR for approval (list a brief description on any changes in the comments section) Once approved (24-48 hours), sign the updated EWP, have the Reviewer sign it Review the updated EWP with the employee and have the employee sign it Send original signed forms (Evaluation and EWP) to Human Resources (give copy to employee and keep copy in supervisor ’ s file)

Appeals Process for Performance Evaluations If employee disagrees with evaluation: Employee should discuss the issue with supervisor If not resolved, employee may appeal to the reviewer for another review of the evaluation, within 10 workdays of the initial performance meeting Reviewer should discuss appeal with supervisor Reviewer should provide employee a written response with 5 workdays Classified employee evaluations may also be grieved following the Grievance Procedure guidelines

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