In the interest of efficient management, staff morale and development, all staff members should be kept informed of their progress in carrying out their assigned duties and responsibilities.

Supervisors shall be responsible for evaluating the performance of their staff members on a continuing basis to ensure that instances of outstanding performance are readily recognized and deficient performance pointed out and corrected in a timely manner.

At least annually, all non-exempt and exempt staff members shall receive a formal performance evaluation.

Special evaluations may be used in instances when a staff member is being considered for a promotion or transfer or at any time during the year when a staff member's performance has improved and the department wishes to recognize such improvement or a staff member's performance has declined or has become marginal or unsatisfactory. Special evaluations due to marginal or unsatisfactory performance ratings should identify the staff member's performance and/or attendance deficiencies and offer guidance to the staff member for correcting these deficiencies. Special evaluations must be used for all re-evaluations.

PROCEDURE:

1. A Probationary Assessment Form must be completed approximately three (3) weeks prior to the end of the probation period for all regular staff members whose titles are covered by a collective bargaining unit who are new hires, transfers into the department, or have been promoted. This assessment will indicate whether a staff member passed probation, failed probation, or is having their probation extended. Justification must be provided, only if probation is being extended. Probation can normally be extended only once for a period of up to an additional ninety (90) calendar days. Prior to the probation being extended or a staff member being notified that he/she has failed probation, the Human Resources Department must be consulted to ensure compliance with policy. The decision not to retain a staff member due to failure to pass probation or the decision to extend a staff member's probation period is not grievable.

2. Staff members shall receive their annual performance evaluations approximately three (3) weeks prior to the staff member's merit review date.

3. Performance evaluations shall be completed by the staff member's immediate supervisor and reviewed by the supervisor's department head or designee provided that both have had at least three (3) months experience evaluating the performance of the staff member. Those having less than three (3) months of such experience shall refer the evaluation form to the next higher level of supervision for completion. Staff members who are scheduled for an annual performance evaluation and are in a new department for less than three (3) months due to a recent transfer shall be evaluated by the staff member's former department. Those having more than three (3) months, but less than one (1) year of such experience supervising the staff member shall discuss the staff member's total performance during the year with the staff member's former supervisor, if available.

4. Performance evaluations shall be discussed privately with the staff member, who shall be given the opportunity to raise questions. A staff member who disagrees with the evaluation shall be allowed to submit comments which shall become part of the evaluation.

5. The staff member shall indicate agreement with the evaluation and that the evaluation was discussed. The evaluation form should be signed by the staff member. If the staff member refuses to sign the evaluation, this should be noted on the evaluation form, and witnessed and dated by another supervisor.

6. The evaluation form shall be placed in the staff member's Human Resources Personnel file and will become a permanent record to which access will be limited to persons having a direct and justifiable interest. Generally, the staff member, Human Resources staff, the staff member's immediate supervisor/department head, prospective supervisor/department head have "need to know" access. Anyone else wishing to review the evaluations shall make such requests to the Human Resources Department where a determination will be made as to access.

7. Performance evaluation ratings are not grievable. However, if a merit increment would be delayed or denied due to the rating, the delay or denial can be grieved if the staff member is asserting that they were not previously disciplined during the year being evaluated and/or previously advised that their merit might be delayed or denied. Staff members covered by a collective bargaining agreement must file a grievance in accordance with that agreement. Staff members in union eligible titles may grieve in accordance with the Human Resources Staff Grievance Policy (Policy 30-01-50-55:00).

8. Staff members receiving Outstanding, Far Exceeds Standards, Superior, Exceeds Standards, Satisfactory or Meets Standards ratings shall be entitled to receive a merit increase provided they have not reached the maximum step of their salary range subject to the University's financial situation. The University's BOT reserves the right to withhold any or all merit increases when in the University's best interest. Annual performance evaluations shall continue to be completed for staff members who have reached the maximum salary in their range.

9. Staff members receiving a Marginal or Partially Meets Standards rating shall not be entitled to receive a merit increase. The supervisor shall review the performance deficiencies with the staff member and shall counsel the staff member as to the appropriate steps which should be taken to improve performance and shall review with the staff member any warnings or prior counseling received with respect to performance. The staff member's performance must be re-evaluated after another ninety (90) day period. If the performance is re-evaluated at a level of satisfactory or better, then the staff member shall receive a merit increase subject to the limitations in section 10 below. If the merit was delayed, the merit would be received as of the due date of the re-evaluation. If upon re-evaluation the performance has not come up to at least a satisfactory level, the staff member is to be advised that their merit is being denied for the balance of the year and the re-evaluation shall be considered to be a final warning (equivalent to a suspension) for the purposes of the disciplinary process. If performance remains below the satisfactory level, such staff member shall be discharged.

10. Staff members receiving an Unsatisfactory or Does not Meet Standards rating shall not be entitled to receive a merit increase. An Unsatisfactory or Does Not Meet Standards rating shall be considered as a final warning (equivalent to a suspension) for purposes of the disciplinary process. The supervisor shall review the performance deficiencies with the staff member. The staff member shall be counseled as to appropriate steps that should be taken to correct performance deficiencies. This counseling shall include reviewing with the staff member any warnings or prior counseling received with respect to performance. The supervisor shall also advise the staff member that failure to immediately correct performance to a satisfactory or better level will result in his/her discharge. If the staff member's performance has improved to a satisfactory or better level and is maintained for a six (6) month period, the staff member shall be re-evaluated at that time and the merit granted subject to section 9 above. The merit shall be effective as of the date of the re-evaluation.

DUTIES:

 1. Supervisor:
 

Prepares the appropriate evaluation form after reviewing the staff member's accomplishments, work habits, deficiencies, productivity, attendance and overall conduct.

Discusses the evaluation with the immediate supervisor and/or department head to arrive at a mutual understanding and agreement on the ratings.

Conducts an evaluation conference with the staff member during which the basis for the evaluation is explained. The staff member is given the opportunity to question any part of the evaluation, as well as the opportunity to submit additional information to be added to the evaluation.

Secures the staff member's signature on the evaluation form indicating the evaluation was reviewed and discussed. The staff member should indicate whether he/she agrees with the evaluation. If staff member refuses to sign the evaluation, this should be indicated on the evaluation and witnessed and dated by another supervisor.

 

2. Evaluator, Supervisor and/or Department Head:
 

 Reviews the evaluation with the immediate supervisor for the purpose of ensuring that it is consistent and objective.

Consults with the immediate supervisor on suggested changes to the evaluation before the evaluation conference with the staff member.

Ensures that the evaluation and the evaluation conference with the staff member are conducted prior to the anniversary date.

 

3. Staff member:
 

Seeks clarification of any unclear parts of the evaluation, expresses any difference of opinion, requests additional interpretation, or submits a rebuttal if in disagreement with the evaluation.

Checks appropriate box indicating agreement or disagreement with the evaluation.

Accepts and signs the evaluation form as evidence that they have seen it and have had a chance to question and discuss the evaluation.