Performance Evaluations


To:           Deans, Directors and Department Chairs; all Administrative Employees

From:       Catherine Geddis, Vice President, Human Resources

Date:        June 10, 2016

Re:           2016 Administrative Performance Evaluation Program & FAQ’s

The annual performance evaluation is part of a program that consists of multiple steps in a performance cycle designed to provide feedback to employees, define goals and reward performance. The following FAQ’s are designed to respond to the common questions and clarify the evaluation process.

1.       What is the Performance Evaluation Program [PEP]?

The performance evaluation program is an essential component of the ongoing feedback cycle from managers to staff regarding work completed during the past year, and the development of specific goals and work objectives for the future. It consists of the following steps:

  • Self- evaluation and assessment
  • Evaluation and feedback by managers
  • Appraise performance and link to merit increase
  • Identify and agree on goals and objectives for the upcoming year

2.       Why is it important?

The program provides an opportunity for managers and staff to plan and discuss continued personal and professional development as well as align personal and departmental goals with divisional and institutional goals and initiatives.

3.       Who is eligible to participate?

All administrative/confidential employees hired prior to April 1, 2016 must participate in the program, unless otherwise indicated in an offer or adjustment letter.

4.       What are key dates for the program?

June 13 - June 20, 2016 Administrative staff complete self-evaluations; submit to manager
June 21 - July 22, 2016 Managers draft evaluations/hold performance evaluation discussion
July 25 - Aug 15, 2016 Managers complete written evaluation[s] & submit to senior staff
August 26, 2016 Senior staff finalize ratings/submit increase recommendations to Budget Office
August 29, 2016  All performance evaluations due to Office of Human Resources
October 1, 2016 Merit increases effective

5.       Where can I find the self-evaluation form and the performance evaluation forms?

The evaluation and self-evaluation forms are available the Office of Human Resources website at [Please note changes to the evaluation form this year.]

Self-evaluation forms may be submitted to the Office of Human Resources attached to the annual evaluation.

6.       What happens during the evaluation meeting?

Managers/supervisors are expected to review goals that were set during 2015/16 with each eligible employee.  Although it is not meant to take the place of regular, ongoing feedback sessions, the discussion should evaluate achievement of those goals and development of new goals to be accomplished within the next 12 months. The conversation should also include candid discussion about issues that impacted the inability to achieve those goals. Managers are also advised to have discussions regarding performance expectations and setting goals with new employees or employees with less than 12 months experience.

7.       When will I learn how well I performed?

Employees should not expect to receive an overall rating during the feedback discussion. Although managers may discuss ratings for specific areas of strength and development, the overall rating will not be disclosed until after submission and authorization by the division VP/Dean. Managers/supervisors must receive authorization from the area Vice President/Dean prior to sharing evaluation results with direct reports. Overall rating and increases will be sent to each individual employee prior to the effective date. 

8.       What are the ratings?

Evaluation ratings are based on the performance of the individual employee:

  • E = Exceptional- Rare, consistently extraordinary performance in all essential areas of the job
  • EE= Exceeds Expectations- performance has a major impact on the department or the function; extraordinary performance in many but not all essential areas of the job
  • ME = Meets Expectations- an employee with good consistent performance; majority of employees fall into this category
  • I = Improvement Neededperformance failed to meet expectations in one or more essential areas of responsibility; one or more of the most critical goals were not met.
  • U= Unsatisfactory- Performance was consistently below expectations in most essential areas of responsibility, and/or reasonable progress toward critical goals was not made.  Significant improvement is needed.
  • P = Provisional- Employees with less than 12 mos. Experience

Performance ratings must result in one overall rating, ex., ME, E, vs. ME/EE, EE/I.

9.       What is the amount of the increase?

This year, the Trustees have authorized a 3% merit pool. Employees who receive a rating of Meet Expectations or higher can expect to receive an increase of minimum 1.85 %. Employees who receive a rating of Needs Improvement can expect to receive an increase of 1.75% or less and managers are strongly encouraged to develop a Performance Improvement Plan.  Employees who receive a rating of Unsatisfactory can expect to receive 0% or no increase.

10.   When will I receive my increase?

Increases are effective on October 1, 2016.  All monthly paid employees will see the increase in the paycheck received on October 30, 2016.

11.   I am new to this process; how can I learn more about it?

The Office of Human Resources will conduct workshops to assist managers and supervisors with guidance regarding the performance evaluation discussion and the performance evaluation form. The sessions are open to all administrative employees. All managers and supervisors new to the process are strongly encouraged to attend.

Each workshop will last approximately ninety (90) minutes and review the performance discussion and the evaluation form.

Sessions will be held:

1.      Tuesday, June 21:  10:00am - 12:00pm (LL103 Diana Center)
2.      Monday, July 11th:  2:00pm - 4:00pm (Mehler Parlor - Elliott Hall)
     Wednesday, July 20th:  2:00pm - 4:00pm (LL104 Diana Center)                

To register please click Workshop Registration

Targeted sessions for new managers within a designated unit or department may also be arranged for groups of six or more.  Please contact your HR Generalist.

The Office of Human Resources appreciates your participation in this process.