Policy 619: Performance and Staff Development Program

POLICY NO: 619
EFFECTIVE DATE: 02/08/2007

PERFORMANCE AND STAFF DEVELOPMENT PROGRAM

Frequently Asked Questions and Answers on the Performance and Staff Development Program

619.1 PROGRAM

The Performance and Staff Development Program provides for periodic appraisal of staff. The appraisal process is designed to encourage constructive dialogue between staff members and their supervisors, to enhance the staff member's professional development, to clarify job responsibilities and performance goals/expectations, to enhance the staff's member's professional development, to assure that job performance and accomplishment information is recorded in each staff member's University employment history, and to provide a basis for decisions on compensation.

The formal Performance and Staff Development Plan (Performance Plan) is conducted once a year usually by the staff member's immediate supervisor. After the Performance and Staff Development Plan is completed, the Performance Plan is discussed with the staff member and signed by the reviewer(s) and the staff member. The staff member's signature indicates that the Performance Plan has been reviewed with the staff member and does not necessarily indicate the staff member's agreement with the assessment of performance. The second level supervisor reviews and signs the form, as well. The signature of the Senior Business Officer is required for staff members in all levels of the following job titles: Financial Coordinator, Business Administrator, Business Manager, and Manager of Administration and Finance. Performance Plans become part of the staff member's personnel record and are afforded confidential treatment in accordance with University policy.

The basis for an objective Performance Plan is a clear understanding of the job assignment. It is the responsibility of each supervisor to specify the duties the staff member is expected to perform and the expectations for performing these duties at the outset of that staff member's assumption of duties. As the first step in this process, the supervisor and staff member should review their understanding of the duties, goals and performance expectations of the job. The review should also include future performance planning. This step should occur at the beginning of the period of performance to be assessed.

The supervisor must describe performance areas that need improvement and expected results for any staff member whose overall performance rating is unacceptable or meets some but not all goals. This information should be articulated in the Goals for Next Appraisal Cycle Section of the Performance and Staff Development Plan. The supervisor should also indicate in the Performance Plan when a follow-up appraisal will be scheduled. Normally, this should occur within three to six months of the appraisal.

A staff member who supervises other staff will be appraised in part on the basis of completion of Performance Plans for staff persons within the unit of his/her responsibility.

619.2 ADMINISTRATION

Performance Plans and Self-Appraisal Worksheets will be distributed annually to departments by Human Resources. Completed forms with proper signatures affixed should be returned to Human Resources at times determined by Human Resources. In lieu of completing the Performance and Staff Development Plan, a supervisor may use a short form, letter or memorandum to document annual performance feedback. Human Resources is available to assist both staff members and supervisors in addressing issues relating to the performance appraisal and planning process and administrative review. For further information on how to complete a Performance Plan, supervisors should contact Human Resources.

619.3 ADMINISTRATIVE REVIEW

A staff member may ask for administrative review of the Performance Plan according to the rules below when the staff member’s overall performance is described as “Unacceptable.” This review is not available for individual assessments in specific sections of the Performance Plan. Staff members may not file a grievance regarding a Performance Plan under Human Resource Policy 620, “Staff Grievance Procedure.”

After a staff member has signed and returned his/her Performance Plan, with or without comment, he/she may elect to meet with the immediate supervisor to discuss the Performance Plan where the overall performance is described as “Unacceptable.”

The staff member must contact his/her immediate supervisor within 10 work days of receipt of the Performance Plan to schedule the meeting to discuss the Performance Plan. At least 2 work days prior to that meeting the staff member must provide to the immediate supervisor in writing the specific reason(s) for requesting the administrative review.

Within 10 work days after the meeting with the staff member, the supervisor should provide the staff member with a written response addressing the issues raised by the staff member.
If the staff member is not satisfied with his/her immediate supervisor's response or a response is not provided, the staff member may elect to meet with the second level supervisor. The staff member must provide in writing the specific concerns to be addressed by the second level supervisor within 10 work days of receipt of the first level supervisor's response. Within 10 work days after the meeting with the staff member, the second level supervisor should provide the staff member with a written response, which normally concludes the administrative review.
At any time during the administrative review, a staff member who believes that procedures used in the performance process were inconsistent with the policy may request that Human Resources review the procedure. The review will be limited to issues related to a determination of whether the policy on performance and staff development was followed. On the basis of the findings, Human Resources may request appropriate corrective action.
At all stages of administrative review, the staff member has the responsibility to show that the Performance Plan is inaccurate or that the Performance and Staff Development Policy was not followed.
Only staff members will be permitted to attend meetings with supervisors regarding Performance Plans. However, at the concurrence of both the supervisor and the staff member, a representative of Human Resources may assist in facilitating the meeting(s) between a staff member and supervisor.

619.4 UNIVERSITY STAFF WHO ARE COVERED BY COLLECTIVE BARGAINING AGREEMENTS

University employees covered by collective bargaining agreements should refer to the appropriate article in their contract.