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Who must have a Performance Evaluation?
State law requires that all classified employees be formally evaluated
annually. Although there is no law requiring evaluations of non-classified
employees, supervisors should establish the practice of defining and
evaluating performance expectations for all employees.
Do classified employees who have been at the UA for less than one
year still need to be evaluated?
It depends on their date of appointment. Typically, a supervisor needs to
monitor an employee's performance for at least three (3) months before it
can be evaluated as U (Unsatisfactory), S (Satisfactory), AA (Above
Average) or E (Exceeds Standards).
Employees appointed during the previous calendar year (up to December
31) should have an evaluation on their performance against the standards
developed at their time of appointment to a time period between January 15
- March 15. Supervisors should schedule the evaluations for new employees
during the later part of the evaluation period. New performance standards
would then be developed to cover the annual review 2007 - 2008.
Employees appointed since the first of the current calendar year will
not have worked enough time to be formally evaluated. Supervisors should
use this opportunity to explain the University's performance review
system. Performance standards, if not already in place, should be
established at this time for the upcoming year. Supervisors should
schedule time with the new employee to discuss the standards and how
things are going so far. Are the standards clear? Do they cover the whole
job? Are there problem areas?
A classified employee just recently transferred from another
department. How is the performance evaluated?
The employee's previous department should evaluate performance up until
the transfer date. The new department would also evaluate performance from
the transfer date until a time period between January 15 - March 15, 2007.
on standards established for the new position. Both sets of performance
reviews (1st and last pages) should be submitted to Human Resources by
March 15, 2007.
What about classified employees who have ended University
employment?
A final evaluation on the employee's performance from the date of the last
evaluation up to the termination date should be processed, and the first
and last pages should be sent to Human Resources. A good management
practice is to conduct the evaluation during the last days the individual
is actively employed, even if it is not within the UA's evaluation period.
If the evaluation is done after the employee leaves University employment,
the supervisor should evaluate the employee's performance and submit the
1st and last pages to HR with a notation on the employee signature line:
Employee not available for signature. University employment ended.
How do I decide if an Employee should receive an U, S, AA or E?
The rating is given on how well an employee achieves the standards that
were established for each duty area at the beginning of the rating period.
Standards should include a qualifier and a method of monitoring. If the
employee meets the qualifier, then the employee has satisfactorily met the
standard and should receive an S for that duty area. If the employee has
surpassed the qualifier, then the rating would reflect an AA or E
depending on how far above Satisfactory the employee has performed. On the
other hand, if the employee did NOT meet the qualifier, then the rating
for that duty area would be U (unless extenuating circumstances could be
documented, and as such would be noted in the comments).
Will the employee receive a pay raise as a result of this
performance evaluation?
Currently, the General Assembly has not authorized funding for such salary
increases.
Why do the performance evaluation if there's no incentive? For
three reasons:
- State law requires it. If an evaluation is not completed, the
University can face sanctions by the Office of Personnel Management.
- Our institution becomes vulnerable if and when an employee files a
grievance and performance evaluations have not been completed in an
accurate and timely manner.
- Performance evaluations are important management tools and should
not be viewed as a negative. It is an opportunity to open communication
between supervisor and employee and provide specific feedback regarding
their work performance, including their strengths and ways to improve in
the future. In this respect, performance evaluations should be done on
an on-going basis.
What if standards have not been established for this rating period?
Establish standards now for the period 2006-2007 and then an additional
standards for 2007-2008 rating period.
Who is the "Reviewing Official" on the last page of the evaluation
form?
It's usually the supervisor's supervisor or the department head.
Since there's no monetary award, shouldn't I reward my employee by
giving all "E's" on their overall evaluation?
Only if the employee truly deserves an E. If an employee has a U in any of
the duty areas, they should not receive an E as an overall rating.
Accurate evaluations are essential, particularly if disciplinary
actions occur. If an employee whose performance is truly not outstanding
is given an E, you may have serious legal problems in the future should
you have to place the employee on performance-based probation or terminate
the employee for poor performance.
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