Purpose

The purpose of the performance appraisal system is to provide a formal means of communicating information to the employee concerning his or her work-related strengths and weaknesses, and to document employee performance. Performance appraisals will be used as a factor in determining promotions, merit pay increases, and disciplinary action.

Applicability

Written performance evaluations shall be conducted at least once annually on a University-wide basis for all employees on regular and temporary appointments. Any temporary employee who has been employed for three (3) months or more should be evaluated.

Instrument

The appointing authority shall have final approval of all performance appraisal instruments. The performance appraisal instrument may vary according to employee class.

Frequency

A performance appraisal will be performed on probationary employees at the end of their first three (3) months in a new position, and at the beginning of the month prior to the end of the probationary period. For regular status employees, a performance appraisal will be performed annually, to coincide with the fiscal year.

Conference

Each time a performance appraisal is performed for an employee, the appraising supervisor will hold a private conference with the employee to explain the comments and the reasons therefore. Supervisors are encouraged to use the opportunity of the performance appraisal to reinforce employee strengths and to arrive at common agreement concerning performance objectives for the upcoming year. A signed copy of the performance appraisal should be provided to the employee at the time of the conference.

Performance Ratings

The University uses four levels of performance for purposes of evaluation employee performance:

1. Unsatisfactory performance : Performance is generally unacceptable and requires immediate improvement.
2. Good/Satisfactory performance : Competent and dependable performance. Regularly meets the basic standards prescribed for the job. No major weaknesses.
3. Very Good performance : An unusually competent worker. Often exceeds prescribed standards. Frequently excels in one or more aspects of work.
4. Excellent/Outstanding performance: Consistently achieves results well in excess of prescribed standards in all aspects of work.

Because of financial constraints, it may not be possible to award merit increases each fiscal year. However, performance ratings will be recorded each year as a matter of record. Performance ratings from previous years may be used in determining the level of merit pay an individual receives in those years when funds are available.

Unsatisfactory Ratings

Employees who fail to achieve a Satisfactory rating on their performance, evaluation will be subject to dismissal if their performance does not improve. The performance appraisal document will serve as a written warning to the employee that his or her performance must improve within three (3) months or they will be subject to termination. Department Heads are expected to convey their expectations to the employee and to set measurable performance objectives.

The Human Resources Office will contact the Department Heads of employees who receive unsatisfactory evaluations to determine if counseling is appropriate.

Signature

After the conference, the employee will sign the appraisal instrument, indicating that the appraisal and rating has been explained. The signature does not indicate that the employee agrees with the appraisal or rating.

Employee Comments

Employees have the right to make written comments and observations concerning any performance appraisal with which they disagree in whole or in part. Such comments will be attached to the performance appraisal document and filed in the employee's personnel record.

Personnel Files

The original performance evaluation document will become part of the employee's personnel file.