The University expects supervisors to provide employees with ongoing feedback and coaching. Each supervisor is responsible for effectively managing employee performance and for completing assessment reviews and annual performance reviews for each staff member.
The First (30) Days of the EAP
Carefully review the job description with the employee to clarify roles and responsibilities. Discuss what your priorities will be during the EAP. Establish goals that you can set with the new employee.
There are four types of goals:
- Job Goals: goals that clearly define tasks that will be required to complete the job. These goals should be very personalized to the individual position and employee.
- Project Goals: activities that the employee should pursue with a clearly defined beginning and end.
- Professional Development Goals: what the employee will learn in the next six months that will help their professional growth. It’s important to think beyond skill improvement classes and consider goals that develop not only the employee, but help your organization as a whole.
- Performance Goals: very basic, but what time the employee should show up, what they should wear, etc. Many employees won’t need these goals specifically outlined, but it is good to document them in a clear and measurable way.
Employee Assessment Period
The Employee Assessment Period (EAP) is the first 90 calendar days of employment following the employee’s hire, transfer, or promotion into a staff position. During this time, new employees have the opportunity to determine whether they are satisfied with their work assignments, whether the work is suited to their abilities, and whether the University meets their expectations. At the same time, the University will be evaluating the new employee’s performance, attendance, and general adaptability. Within this three months, it should be specified whether or not the assessment period continues or regular employment status is appropriate and applicable. This assessment period cannot continue beyond a second three months. Successful completion of the assessment period is no guarantee of continuing employment. The supervisor will evaluate the performance of the employee and will conduct an assessment review using the (90) Day Performance Evaluation
The First (90) Days of the EAP
At the end of the (90) day period, supervisors will ask the employee to complete a (90) Day Employee Self Reflection assessment in preparation for completing the (90) day evaluation. If the supervisor determines that the employee may not be a good fit for the position then he/she should have a discussion with their VP/Dean before engaging in a conversation with the employee to ensure that the Department Head is in agreement with the decision. If termination of employment has been decided then contact HR for further guidance. The supervisor will submit the final review document to HR for inclusion in the personnel file.
The Annual Performance Review
The Annual Performance Evaluation is an opportunity to discuss job performance, set goals for professional development, establish objectives for meeting departmental/organizational goals, and for discussing expectations and accomplishments. Annual performance evaluations are due for submittal to HR no later than Jan 31st of every year.
The performance evaluation process consists of several parts which include:
- Employee Self-Reflection Worksheet
- Job Function Responsibilities
- Professional Development Plan
- Overall Performance Summary
- Employee Comments and Response
Planning for the Performance Review
Before the Review Meeting – Before meeting with the employee, have the employee complete an Employee Self Reflection worksheet. Consider the following in preparing for the employee’s review meeting:
- Provide advance notice to the employee when and where you intend to hold the review meeting.
- Provide employees with a self-assessment form, their current position description, and directions for completing the self-assessment form three weeks prior to the meeting.
- Prepare a draft review taking into account the following items:
- Documentation and notes of previous performance discussions
- Employee’s self-assessment
- Last year’s performance review
- Performance expectations and job description
- Goals established for the previous calendar year
- Records of compliments, complaints, and disciplinary actions from last year
- Where appropriate you may want to discuss your draft performance review with your next level supervisor, VP, and/or dean before preparing a final draft.
- Once the final draft is ready some supervisors find it useful to give their employee a copy of the draft 24-48 hours in advance of the scheduled review meeting. This will allow the employee to be prepared to respond during the actual review.
During the Meeting – The ideal performance review is one that is characterized as a two-way conversation. This conversation should include a discussion of the following:
- Job Description and current job duties
- Achievement of established goals
- Discussion of goals and the development plan to be put in place for the coming year.
After the Meeting – When the review meeting has been completed the supervisor:
- Signs and dates the form.
- Ensures that the employee has signed and dated the form and has placed his/her initials by each statement in the Comment/Reaction section.
- Allows the employee to write comments if they choose to do so. The employee has (10) days to submit comments.
- Submits form to their VP and/or Dean for their signature.
- Sends the finalized copy to HR for inclusion in the employee’s personnel file.