FAQ’s
Frequently
Asked Questions
*We acknowledge the assistance of the
1. Q: Why
a new form and a new process for evaluations?
A: New forms and processes were developed to add
consistency and structure to the evaluation process while providing a mechanism
to clearly communicate expectations to employees.
2. Q: What period is covered by an evaluation?
A: Evaluations are for a calendar year (January
1- December 31) unless it is a probationary employee evaluation.
3. Q: Where do I get the evaluation forms?
A: Evaluation
forms are available from this website or are available for pickup at Human
Resources.
4. Q: As a probationary employee, will I be
evaluated?
A: The new guidelines encourage evaluations on
probationary employees. A new form has been designed
for this purpose.
5. Q: Do I get to evaluate my superior?
A: Certain departments across campus are involved
in a pilot program to determine the long-term feasibility of employees
providing formal feedback to their supervisors.
Please ask your manager if your department is one of those participating
in the pilot program.
6. Q: When are evaluations due into Human Resources?
A: Complete and signed evaluations are due back
to Human Resources by March 15th each year.
7. Q: What
do I do if I don’t agree with the evaluation given to me by my
supervisor?
A: We encourage you to discuss the situation with
the supervisor who is delivering your evaluation. If a satisfactory resolution cannot be
reached, you may contact your supervisor’s supervisor up through the appointing
authority. You may also write any
comments which may be filed in your HR personnel file.
8. Q: Do evaluations figure into my raise?
A: Yes.
Raises are merit based. A score
of 2.0 or above on the evaluation is required in order for you to be eligible
for a merit increase.
9: Q: If I have questions about the evaluation
process, who do I ask?
A: If you cannot find the answers to your
questions on this web site, please call Human Resources at 766-5605.
10. Q: Are we required to use the new performance
review form?
A: Yes,
however, you may add your department form as a supplement to the University
form.
11. Q: Who should receive copies of the performance
review form?
A: At
the beginning of the year, after the planning portion has been completed, the
supervisor and employee each get a copy of the form. After the written review has been completed,
the original is sent to the Department of Human Resources to be placed in the
employee’s official personnel file.
Copies are kept by the employee and the supervisor.
12. Q: How is the completed evaluation form used?
A: The
form is a tool used to communicate with the employee how well he/she is doing, how
well goals have been achieved and what needs improvement. Development goals are derived from the
written evaluation. The overall rating
is used to help determine merit pay.
13. Q: When does the process begin for a new
employee?
A: As
soon as a new employee is hired, the supervisor sets goals for the probationary
period, and develops standards for performance.
During the probationary period, the supervisor provides a written review
of the employee’s performance and sets goals for the next review period. The next review period goes through the
remainder of the calendar year to bring the new employee into the same review
period as continuing employees.
14. Q: What if a new job duty
is given to the employee during the year,
which
was not assigned when the performance review form was
initially
filled out?
A: The
planning section of the performance review form should be reviewed and updated
throughout the year. Changes in duties
and standards for successful performance should be documented on the form so
that both the supervisor and employee are aware of these revisions.
15. Q: If the immediate supervisor leaves the job
during the year, who will
rate
the employee’s performance at the end of the year?
A: The
performance review is conducted by the supervisor who is there at the time the
evaluation is due. If an employee’s
supervisor changes, the employee is normally reviewed based on the goals,
performance standards, and expectations stated in the last written performance
review. The new supervisor meets with
the employee to discuss and document any changes. The former supervisor is encouraged to
document employee performance prior to leaving the position. The employee is encouraged to provide the new
supervisor with a self-assessment since this will assist the supervisor in
providing a meaningful review for the employee.
16. Q: What if an employee is promoted during the
year?
A: Whenever
there is a change in job titles or a complete change in job duties (i.e.,
promotion, transfer, etc.) the planning sections of a new performance review
form are completed to document the goals, job competencies, and standards for
the new position. It is recommended that
a formal (written) progress review be completed for work done up to the point
an employee is promoted or leaves.
17. Q: If an employee changes jobs in the University,
how does that affect
the
performance review? What if it is the
same title but a different
department? A different job title?
A: When
an employee changes jobs, the new supervisor begins planning goals/duties for
the remaining review period (i.e. until the end of the calendar year). Supervisors are encouraged to provide
performance reviews for employees who move to a different job or different
department so that information can be used by the new supervisor in preparing
the review for the entire year. If this
is not done, the employee would be rated for the period of time worked for the
new supervisor.
18. Q: Can performance standards differ for two employees
who have the
same
job duties?
A: Yes. Standards are developed for individuals by
the supervisor and the employee.
Employees with the same job titles may have different goals and
priorities, so the goals or duties chosen for their evaluations may be
different.
19. Q: Can an employee receive an overall rating of
unsatisfactory during
the
annual review if he/she did not know about it during the year?
A: The
unsatisfactory overall rating should not be assigned unless the supervisor has discussed with the employee the areas of
performance that do not meet the standards.
If throughout the year it becomes apparent that performance has dropped
to such a level as to require attention, then the supervisor should discuss the
problem with the employee before the written review. Interim or periodic reviews may be helpful in
clarifying expectations in areas that need improvement.
20. Q: What does signature of the supervisor mean on
the performance
review
form?
A: When the supervisor signs the performance
review form, the supervisor is attesting to the fact that he/she has completed
the performance review process for the employee according to the policy and
that the ratings given are fair, accurate and honest assessments of the employee’s
performance throughout the year.
21. Q: What
does the signature of the employee mean on the performance review form?
A: When the employee signs the performance review
form, the employee is attesting to the fact that he/she has participated in the
review. The employee’s signature does
not necessarily indicate agreement with the content of the form. Space is provided on the form in the employee
comment section for the employee to add further explanation or to describe
points of disagreement.
22. Q: What
do I do if the employee refuses to sign the performance
review
form?
A: Explain
to the employee that the signature does not indicate their agreement but only
that they have had an opportunity participate in the review. Let the employee know that they can express
their concerns or disagreements in the employee comment section of the
form. If the employee still refuses to
sign, the supervisor should notify the Human Resources Director.
23. Q: What is the procedure if an employee disagrees
with the
performance
review?
A: If
a post-probationary employee disagrees with the written performance review, the
employee should discuss any concerns with the supervisor. Two options are offered if the disagreement
cannot be resolved. (1) The employee may
append written comments/response to the form that will be filed with the form
in the employee’s personnel file. (2)
The employee may ask for a review from the next level supervisor.
24. Q: When an employee refuses to participate in the
performance review
process,
is the performance review form for that employee valid?
A: Yes. The performance review is still conducted and
the results are considered valid. It is
recommended that the process be collaborative.
However, the manager has the ultimate responsibility to set goals and
standards, and to evaluate employees. If
the employee chooses not to participate in this part of the process, the
supervisor completes the evaluation based on the information available. The final performance review form becomes
part of the employee’s personnel file.
Persistent failure to comply with the requirements of the performance
review policy would be handled in the same manner as a violation of any
University policy in that it may be considered cause for disciplinary action.
25. Q: My
supervisor does not have time to give us all performance
reviews. What do I do?
A: Performance
review is an important supervisory function.
Clarifying goals and
expectations will help improve communication and performance. Most supervisors are doing that
informally. The new Performance Review
makes the process more formal. The new
policy requires that all employees receive an annual written review. If your supervisor does not provide reviews,
you should first discuss your concerns with your supervisor. If that does not resolve the issue, you may
also talk to the next level supervisor; then, you may seek assistance from the
Human Resources Department.
26. Q: How
many times will an employee be formally evaluated within a 12-
month period?
A: For
a regular, post-probationary employee, the supervisor is required to provide a
written review once per year. More
frequent reviews can be done at the discretion of the supervisor.
27. Q: Isn’t a formal evaluation pretty pointless for
truly outstanding
employees?
A: Not
at all. Formal evaluation for
outstanding performers can be highly motivating. Failure to acknowledge this performance may
actually result in reduced performance and lower morale. Since merit increases are linked to
performance, it is even more important to document differences in performance
to support differences in merit pay.
Performance review is also an important tool to set goals for the
employee for the next year. Having a
clear understanding of what is expected of them assists employees in
maintaining high levels of achievement.
28. Q: Who should conduct the evaluation?
A: The employee’s immediate supervisor conducts
the evaluation.
29. Q: How can this evaluation help streamline work and
make the
department/
unit more efficient?
A: It
is the job of the supervisor to make the performance review an effective means
of communicating within the work unit.
Ideally, performance reviews will increase everyone’s effectiveness by
clarifying goals and expectations each year.
Performance discussions are an opportunity to provide your department
with the direction needed on what is to be accomplished and who has been
assigned specific responsibilities. It
helps establish direction, foster progress, and clarify accountability. The department/ unit is more likely to be
successful when individual employee goals are linked with department/unit
goals. This will also help employees
stay focused and committed. Performance
review can also improve communication by encouraging information sharing. It also represents a way that supervisors can
demonstrate their interest in an employee’s development, concerns, and
potential.
30. Q: Will the results of the performance review
affect salary?
A: Yes.
Each employee receives an overall rating on their performance review. That
rating is a reflection of how well the employee achieved their goals and
performed their duties. The Overall Rating helps determine merit increases.
31. Q: What happens in a year when there is no money
for salary
increases? Do we still do a performance review?
A: Yes. The performance review is an essential
supervisory responsibility. The process
provides direction and feedback to employees so that individuals, work units, and
departments are more effective.
Performance review is an important communication tool to clarify
expectations, maintain high performance of outstanding employees, improve the
performance of marginal employees, and
maintain high performance of outstanding employees.
32. Q: Can a fractional number of points be assigned
when evaluating performance on a particular objective? In other words, can it be 2.3, 2.5, etc., or
just a whole number like 2 or 3?
A: Since
definitions exist only for whole numbers in a five point scale, it is not
anticipated nor recommended that fractions be used. The whole numbers should also assist in
simplifying the process.
33. Q: Why is everyone being evaluated on
citizenship? Is there a university-wide
concern regarding citizenship?
A:
Both Performance Evaluation Teams agreed there were university-wide
concerns with citizenship issues. The
weight an individual supervisor gives to this element is left to their
discretion.
34. Q: The PDQ lists essential functions and duties
in order of importance. Should this
order be considered when weighting objectives?
Can there be some variance?
A:
Both importance and time spent may be considered when weighting a duty
or objective. However, supervisors
should use their discretion, which may often vary from the percentages on the
PDQ.
35. Q: If I change jobs at the university, can I be
put on probation again?
A:
An initial probationary employee remains on probation in a new
position. The cognizant vice president
can reduce or extend the probationary period as allowed by policy. Status employees do not serve another
probation unless they have been retrenched and there is a break in
service.
36. Q: The question, “What can
your supervisor do to help employee succeed?” on both forms is worded such that
people don’t know who should complete this portion, the employee or the
supervisor.
A:
While both the employee and supervisor often agree on what a supervisor
can do to help the employee succeed, the supervisor has ultimate responsibility
for the response.