UNCLASSIFIED EMPLOYEE PERFORMANCE APPRAISAL POLICY AND PROCEDURE

Transcription

1 Revised: 10/1/13 UNCLASSIFIED EMPLOYEE PERFORMANCE APPRAISAL POLICY AND PROCEDURE Purpose: The Unclassified Performance Appraisal is a tool used to measure individual performance and to develop employees in to high-performing individuals. This annual process of performance evaluation and feedback serves a two-fold purpose: 1. To allow supervisors the opportunity to discuss with employees their performance in relation to the expectations in each position. 2. To help employees improve their effectiveness and personal job satisfaction. Policy: Official performance appraisals are to be conducted annually on all regular full-time and parttime unclassified employees using the Unclassified Staff Performance Evaluation Form. The performance evaluation year shall be January 1 st through December 31 st of each year. Performance appraisals shall be conducted between December 1 and January 15 of each year. Supervisors are encouraged to develop and discuss individualized performance expectation plans for each subordinate within 30 days following: 1. The appointment of a new employee 2. The beginning of the new rating period The Unclassified Staff Performance Evaluation Form is comprised of the following 14 factors: 1. Quality of Work Product 2. Quantity of Work Product 3. Dependability 4. Cooperativeness 5. Communication 6. Daily Decision-Making and Problem-Solving 7. Service to Clients (Students/Customers) 8. Personal Qualities and Ethics 9. Project Planning and Implementation 10. Work Group Management and Leadership 11. Performance Planning and Review 12. Budget and Cost Administration 13. Compliance 14. Overall Performance Rating A Member of the University of Louisiana System Committed to Equal Opportunity

2 All employees shall be evaluated on factors 1 through 8 and factor 14. Employees who are supervisors must also be evaluated on factor 11. All other factors are to be determined by the evaluating supervisor based on the employees duties. Rating supervisors are cautioned to ensure that overall evaluations (Evaluation criteria, item 14) can be justified with the ratings of evaluation criteria items 1 through 13. This overall rating must be logical and explained to the rated employee. At the end of the performance evaluation period, the evaluating supervisor shall rate the employee s performance for each factor based on the following rating scale: O = Excellent/Outstanding VG = Very Good/Above Average S = Satisfactory NI = Needs Improvement U = Unsatisfactory/Does Not Meet Standards Supervisors shall conduct performance appraisal on all direct reports. The evaluation form shall be signed by the employee and the evaluator. Evaluations become official on the date the employee signs his/her evaluation. Each completed performance evaluation form shall be submitted to the Office of Human Resource Management. Any employee whose overall performance rating is Needs Improvement or Unsatisfactory shall not be eligible for: 1. A performance adjustment 2. Promotion or 3. Detail to a higher level position unless approved in advance by the President STEPS TO COMPLETE THE EMPLOYEE PERFORMANCE EVALUATION 1) Gather the following information: Performance Evaluation Form Performance Expectations Job description Supervisory file and documents 2) Conduct and complete the Performance Evaluation Form in accordance with the Unclassified Performance Appraisal policy and procedure. Rate the employee on each applicable criteria Written comments should be included to demonstrate each rating, comments SHALL be written for ratings of Excellent/Outstanding, Needs Improvement or Unsatisfactory 3) Review the Performance Evaluation with the employee. Develop goals and strategies for improvement with the employee as applicable Goals and strategies MUST be developed for areas rated as Needs Improvement or Unsatisfactory

3 4) Once the review is complete, the employee and evaluator must sign the form. 5) A copy of the signed evaluation shall be maintained by both the rated employee and rating supervisor; the original evaluation shall be forwarded to the Office of Human Resource Management, no later than January 15 th following the rating period (January December).

4 UNCLASSIFIED STAFF PERFORMANCE EVALUATION FORM Employee Name: Position Title: Employee ID #: Department: Employee Supervisor: Date: PART I: Definitions for Performance Ratings: The following rating scale guide is provided to assist the evaluator in assigning the most appropriate measure of the employee performance in each stated criteria. O = Excellent/Outstanding Employee performance related to the stated criterion exceeds goals and responsibilities, consistently exceeds job requirements. This employee requires almost no direction and supervision in meeting this criterion. This rating should be reserved for unusually exceptional performers on this criterion. VG = Very Good/Above Average Employee performance related to stated criterion frequently exceeds expectations and performance is consistently high; This employee requires minimal supervision in meeting this criterion. S = Satisfactory Employee performance related to stated criterion is satisfactory or average. This employee requires minimal supervision in meeting this criterion. NI = Needs Improvement Employee performance related to stated criterion occasionally fails to meet expectations and requirements, but potential for improvement is evident. This employee requires a high amount of supervision is meeting this criterion. A development plan should be worked out and followed with performance reviews periodically. U = Unsatisfactory/Does Not Meet Standards Employee performance related to state criterion consistently fails to meet expectations and requirements. Performance clearly does not meet minimum standards of position as related to criterion. Constant supervision and guidance is needed. A performance improvement plan should be developed for this employee related to criterion. Performance must improve based on the plan. A lack of performance improvement should result in the commencement of dismissal procedures. NA = Not Applicable This criterion does not apply to this position.

5 PART II: Performance Criteria Supervisor will give one rating for each of the 13 criteria below. Below each criterion are behavioral statements that should be considered in determining the overall rating of each criterion. 1. QUALITY OF WORK PRODUCT Engagement in development activities Use of experience and training to achieve results Attention to detail Accuracy, timeliness and neatness of work Understanding of how work contributes to overall success of unit Knowledge of profession and currency in field/issues Efficient completion of work 2. QUANTITY OF WORK PRODUCT Completion of full amount of work on time Ability to work quickly and without waste 3. DEPENDABILITY Reliability in completing work commitments Completion of work when supervisor is absent Attention to work rather than personal matters Attendance Promptness Commitment to making sure duties are covered when absent or on leave Management of notice leave requests 4. COOPERATIVENESS Willingness to work as a team member and help others Demonstration of positive attitude Willingness to accept change Ability to deal with unexpected problems Motivation to learn new job skills Initiative to refrain from gossip or unproductive conflict with other Ability to accept and apply constructive criticism Initiative in performing unassigned tasks or working beyond the work day/week when necessary

6 5. COMMUNICATION Ability and willingness to listen to others Writing and speaking skills Maintenance of paper trail to document work Accuracy and completeness of messages Timeliness and completeness of information Openness of communications to all Use of meeting time 6. DAILY DECISION-MAKING AND PROBLEM-SOLVING Use of judgment about what should and should not be done Independence in problem solving Willingness to seek help when appropriate Promptness in resolving or reporting problems Completion of routine tasks without supervision Analysis of situation before making decision Brainstorms solutions to problems 7. SERVICE TO CLIENTS (STUDENTS/CUSTOMERS) Level of courtesy shown to all Identification of client needs Securing appropriate help for clients Follow through on making sure client needs are met Promptness in meeting client needs Accuracy and thoroughness in meeting client needs 8. PERSONAL QUALITIES AND ETHICS Demonstrated loyalty and dedication to the university and work unit Maintenance of honest and high standards of work confidentiality Exhibition of appropriate personal appearance Willingness to admit mistakes and accept responsibility for them

7 CRITERIA 9-13 MAY OR MAY NOT APPLY TO THIS POSITION; MARK na IF NOT APPLICABLE: 9. PROJECT PLANNING AND IMPLEMENTATION Anticipation of long range challenges and opportunities Development of specific goals and priorities Development of realistic timetables for achieving goals Tracking progress and making changes as necessary Promptness in completing projects Completion of projects within budget na na 10.WORK GROUP MANAGEMENT AND LEADERSHIP Effectiveness and fairness of work assignments Setting of realistic but challenging goals Quality of resources, guidance and training provided to subordinates Motivation of workers to work as a team Appropriateness of discipline or recommended corrective action Equitable treatment of all subordinates Consistency of rewards and discipline Promptness of praise and criticism Conflict resolution Encouragement of creativity in problem solving na 11. PERFORMANCE PLANNING AND REVIEW Communication of performance expectations Timeliness and thoroughness of performance planning sessions with employees Documentation of employee job performance Usefulness and timeliness of feedback given to employees Avoidance of rater errors and biases Consistency of expectations for all employees 12. BUDGET AND COST ADMINISTRATION na Efficiency of cost control Management of budget Timely communication of budget issues 13. COMPLIANCE na Conformance to Federal and State laws and regulations Conformance to University and ULS Board Policies and Procedures Conformance to NCAA regulations

8 14. OVERALL PERFORMANCE RATING O = Excellent/Outstanding This employee exceeds goals and responsibilities of position and is recognized as an expert in his/her field; exhibiting exceptional knowledge of the job. Employee consistently exceeds job requirements. Establishes new goals and responsibilities for the position and accomplishes these objectives. Employee requires almost no direction and supervision. This rating should be reserved for unusually exceptional performers. O(4) VG(3 S(2) NI(1) U(0) VG = Very Good/Above Average This employee frequently exceeds expectations and performance is consistently high. All planned objectives were achieved above established standards and accomplishments were made in unexpected areas as well. Employee requires minimal supervision. S = Satisfactory Able to perform all job duties and position requirements satisfactorily. Normal guidance and supervision are required. NI = Needs Improvement Occasionally fails to meet job requirements, but potential for improvement is evident. A high amount of supervision is required. A development plan should be worked out and followed with performance reviews periodically. U = Unsatisfactory/Does Not Meet Standards Consistently fails to meet job requirements. Performance clearly does not meet minimum standards of position. Constant supervision and guidance is needed. A performance improvement plan should be developed for this employee. Performance must improve based on the plan. A lack of performance improvement should result in the commencement of dismissal procedures. PART III: Goals and Strategies Plans for improvement must be set, discussed, and reviewed for all items marked NI (Needs Improvement) or U (Unsatisfactory). Please feel free to use the back of the sheet or attach another sheet, if necessary. Goal No. 1 Strategy/Assessment: Goal No. 2 Strategy/Assessment:

9 Goal No. 3 Strategy/Assessment: GOALS FOR PROFESSIONAL DEVELOPMENT / ADDITIONAL : EMPLOYEE S STATEMENT: I have had this evaluation discussed with me and have a copy of it. I understand that my signature does not imply agreement with the rating and I may note any disagreements or additional comments below. Attach another sheet if necessary. Signature Date RATING SUPERVISOR S STATEMENT: I have personally prepared this performance appraisal rating and discussed the rating with the employee. I have provided comments to support any factor rated Outstanding, Needs Improvement or Unsatisfactory. Supervisor s Signature Date