OFFICE OF HUMAN RESOURCES TALENT REVIEW INSTRUCTIONS SUMMARY The Talent Review process is a means to gain a better understanding of what is expected of the employee and how the employee can improve his/her performance. Talent reviews will be discussed with the employee and the employee will have an opportunity to respond. Continuous feedback about performance should be ongoing between the supervisor and the employee. Supervisors are required to complete talent reviews for all regular full-time and regular part-time staff members. The performance appraisal guidelines for faculty, PSAV instructors, counselors and librarians are in a separate cover. There are two Talent Review instruments: Staff Administrator & Supervisor Staff members in non-supervisory, non-exempt positions; Staff members in a nonsupervisory role who are placed in a position that requires at least a bachelor s degree or performs highly technical duties. Employees who directly supervise personnel. There are four rating categories for the talent reviews: Highly Successful Successful Somewhat Successful Performance far exceeds all job standards and expectations. Employee requires little or no supervision. Performance is exemplary and demonstrates an extraordinary level of skill and competency. Employee's contribution to the success of the department is extensive and consistent. Performance fully meets, and may sometimes excel in, job standards and expectations. Employee requires minimum supervision. Performance is strong and demonstrates a high level of skill and job competency. Employee's contribution to the success of the department is substantial. Performance does not always meet job standards and/or expectations. Employee requires more than a normal degree of direction and supervision. Meets most performance objectives and job expectations but there are areas that fall short of being fully successful. Employee's contribution to the success of the department is inconsistent. Unsuccessful* Performance is at a level below established job standards and expectations. Employee requires a great amount of supervision. Demonstrates a lack of adequate job knowledge and job competency. Employee s contribution to the success of the department is marginal. *If an employee is rated as Unsuccessful on any performance competency, the supervisor must place the employee on a Performance Improvement Plan. 1 of 19
STEPS IN COMPLETING THE TALENT REVIEW 1. Employee completes Section I: Self-Assessment and submits it to the supervisor. 2. After the receipt of the employees self-assessment, the supervisor completes Sections II and III. If the employee does not submit the self-assessment on time, the supervisor would still have to complete the talent review. Below is further explanation on Section II to include competencies and behaviors. 3. The supervisor and the employee complete Section IV for signatures and submits the document to the next level manager (if necessary). 4. The review is submitted to the Office of Human Resources. COMPETENCIES IN SECTION II Employees are rated for each applicable competency listed on the talent review. Not all competencies are applicable for all positions. For instance, a student services advisor may not have fiscal responsibilities. If a competency does not apply, skip it. LIST OF FOR SECTION II There is a list of behaviors for each competency listed. The behaviors identify the rating of highly successful, successful, somewhat successful and unsuccessful. Until the online database is complete, supervisors would copy and paste the behavior from the following list to the talent review form: 2 of 19
JOB KNOWLEDGE & PERFORMANCE Accuracy Attitude Budget Adherence Client service Competency Decisiveness Detail Seldom produces work that is accurate, thorough and precise. Seldom creates a welcoming and supportive environment. Seldom keeps within established budget guidelines. Rarely anticipates customers future needs. Rarely demonstrate the basic job skills that are required for the role. Seldom makes effective decisions to overcome problem situations. Seldom pays attention to detail. Inconsistently Actively produces produces work that produces work that work that is accurate, is accurate, is accurate, thorough and precise thorough and thorough and even under adverse precise. precise. conditions. creates a welcoming and supportive environment. keeps within established budget guidelines. anticipates customers future needs. demonstrates basic job skills that are required for the role. makes effective decisions to overcome problem situations. pays attention to detail. creates a welcoming and supportive environment. plans and projects for budgetary and financial needs; keeps within established budget guidelines. anticipates customers future needs. demonstrates the job skills that are required for the role. makes effective decisions to overcome problem situations; sets new standards to avoid reoccurrence as needed. Frequently pays attention to detail. Actively creates a welcoming and supportive environment through collaboration and teamwork. Proactively plans and projects budgetary and financial needs; keeps within established budget guidelines; takes steps to develop and implement costsaving measures. Anticipates customer desires and concerns and actively solicits feedback to address needs and concerns. Demonstrates expertise in the skills that are required for the role to improve quality and efficiency. Proactively anticipates and prepares for problem situations; strategically makes effective decisions; sets new standards as needed. Continually pays attention to detail; reviews the work of others and follows up on changes. 3 of 19
JOB KNOWLEDGE & PERFORMANCE Efficiency Engagement Financial Management Independent Planning Priorities Seldom completes assignments in a timely and efficient Makes little effort to stay informed about the job; seldom applies knowledge, skills, and experience to accomplish goals. Seldom demonstrates proper financial management and internal controls. Requires continuous instruction and direction. Seldom develops strategies to address current and long-term department sustainability. Rarely prioritizes the aspects of the job that demands the highest level of quality. Actively completes completes completes assignments in a assignments in a assignments in a timely and efficient timely and efficient timely and efficient manner; assists others on their assignments. makes an effort to stay informed about the job; occasionally applies knowledge, skills, and experience to accomplish goals. demonstrates proper financial management and internal controls. Frequently requires instruction and direction. develops strategies to address current and long-term department sustainability. prioritizes the aspects of the job that demands the highest level of quality. Frequently seeks opportunities to stay informed about the job; applies knowledge, skills, and experience to accomplish goals. demonstrates proper financial management and internal controls; manages initiatives within allotted budget. Seldom requires instruction and direction. develops strategies to address current and long-term department sustainability. prioritizes the aspects of the job that demands the highest level of quality. Continually strives to stay informed about the job; shares lessons learned; applies knowledge, skills, and experience to goals; Actively demonstrates proper financial management and internal controls; utilizes available resources to realize maximum benefit at minimum expense to allow for new initiatives. Requires minimal instruction and direction; provides guidance to others. Proactively develops strategies to address current and long-term department sustainability; demonstrates a high level of fiscal management to preclude mismanagement of resources. Proactively prioritizes the aspects of the job that demands the highest level of quality to enhance the organization. 4 of 19
JOB KNOWLEDGE & PERFORMANCE Problem Solving Productivity Resource Allocation Role Service Skills Teamwork Rarely troubleshoots problems that exist. Rarely identifies efficient use of resources to decrease cost and improves efficiency. Seldom uses the budget process to ensure appropriate resource allocation to achieve short-and-long term priorities. Seldom demonstrates complete and accurate understanding of the job. Rarely provides timely and effective service; rarely takes action to ensure that customer expectations are met and issues resolved. Seldom responds positively to the needs of others; rarely shares information with others to improve the efficiencies. Proactively troubleshoots troubleshoots troubleshoots problems that exist. problems that exist. problems that exist; recognized by other as knowledgeable. identifies efficient use of resources to decrease cost and improves efficiency. uses the budget process to ensure appropriate resource allocation to achieve shortand-long term priorities. demonstrates complete and accurate understanding of the job. provides timely and effective service; occasionally takes action to ensure that customer expectations are met and issues resolved. responds positively to the needs of others; occasionally shares information with others to improve the efficiencies. Frequently identifies efficient use of resources to decrease cost and improves efficiency. uses budget process to ensure appropriate resource allocation to achieve shortand-long term priorities. demonstrates complete and accurate understanding of the job. provides timely and effective service; takes action to ensure that customer expectations are met and issues resolved. responds positively to the needs of others and shares information with others to improve the efficiencies. Proactively identifies efficient use of resources to decrease cost and improves efficiency; identifies future needs; procedures reports to show the management of funds. Promotes and uses budget process to ensure appropriate resource allocation to achieve short-and-long term priorities; takes action that improves efficiency. Demonstrates complete and accurate understanding of the job; effectively trains others. Actively provides timely and effective service; follows up; anticipates and takes action to ensure that customer expectations are met and issues resolved; modifies practices for improved service. Continuously responds positively to the needs of others; shares information with others to improve the efficiencies; recognized by others as very knowledgeable and helpful. 5 of 19
JOB KNOWLEDGE & PERFORMANCE Technology Timeliness Rarely utilizes tools and/or technology to accomplish job requirements. Rarely meets established deadlines. utilizes utilizes Proactively utilizes tools and/or tools and/or tools and/or technology to technology to technology to accomplish job accomplish job accomplish job requirements. requirements. requirements to enhance productivity and efficiency. meets established deadlines. meets established deadlines. Actively utilizes work time effectively to meet established deadlines; seeks additional assignments. 6 of 19
ACCOUNTABILITY & RELIABILITY Accuracy Consistent Ethics Initiative Ownership Resolution Responsiveness Seldom submits accurate time records in a timely On most days arrives to work past his/her scheduled work time. Seldom follows policies, procedures and guidelines on attendance and leave time. Most of the time identifies and discusses problems, but rarely offers solutions. Rarely acknowledges or corrects mistakes. Rarely takes ownership of issues or sees them to resolution. Rarely initiates or accepts ownership when responding to requests. submits submits Not Rated accurate time accurate time records in a timely records in a timely arrives to work past his/her scheduled work time. follows policies, procedures and guidelines on attendance and leave time. Frequently identifies and discusses problems and sometimes offers solutions. acknowledges or corrects mistakes. takes ownership of issues and sees them to resolution. initiates or accepts ownership when responding to requests. arrives to work at his/her scheduled work time; receives prior approval to any changes to the schedule. follows policies, procedures and guidelines on attendance and leave time. identifies and discusses problems and implements effective solutions to critical issues. acknowledges and corrects mistakes. takes ownership of issues and sees them to resolution. initiates and accepts ownership when responding to requests; adjusts quickly to challenges. Not Rated Not Rated identifies and discusses problems and implements effective solutions to critical issues; take efficient action when no direction is given. Continually holds himself/herself accountable for errors; utilizes the best use of available time and resources to rectify the situation. Continually initiates ownership of issues; takes ownership of issues and sees them to resolution; implements innovative solutions; focuses on achieving results. Actively initiates and accepts ownership when responding to requests; adjusts quickly to challenges; follows up to ensure resolution. 7 of 19
ACCOUNTABILITY & RELIABILITY Task Handling Focus Teamwork Timeliness Timeliness Seldom manages multiple issues effectively and efficiently. Seldom takes initiative to assist others or enhance team productivity. Rarely completes projects and tasks in an effective and timely Seldom submits appropriate paperwork for leave requests in a timely manages multiple issues effectively and efficiently. takes initiative to assist others or enhance team productivity. completes projects and tasks in an effective and timely submits appropriate paperwork for leave requests in a timely manages multiple issues effectively and efficiently; collaborates with others when appropriate. takes initiative to assist others and enhance team productivity; inspires team to accomplish project objectives. completes projects and tasks in an effective and timely manner; achieves goals and objectives. submits appropriate paperwork for leave requests in a timely Proactively manages multiple issues effectively and efficiently; collaborates with others when appropriate; effectively utilizes available resources to accomplish initiatives. takes initiative to assist others and enhance team productivity; inspires team to accomplish project objectives; builds a network of crossfunctional resources. Actively completes projects and tasks in an effective and timely manner; achieves goals and objectives beyond those expected. Not Rated 8 of 19
Clarity: Written/Verbal Conflict Resolution Context Initiative Learner Does not express thoughts clearly and concisely. Seldom confronts and resolves issues constructively or pursues different ways to resolve a conflict. Seldom understands the situation into which he/she is communicating. Rarely takes the initiative in suggesting changes to procedures to increase efficiency. Rarely attends relevant professional development opportunities. COMMUNICATION Struggles with expressing thoughts clearly and concisely. confronts and resolves issues constructively or pursues different ways to resolve a conflict. understands the situation into which he/she is communicating. takes the initiative in suggesting changes to procedures to increase efficiency. attends relevant professional development opportunities. expresses thoughts clearly and concisely; listens attentively. confronts and resolves issues constructively and pursues different ways to resolve a conflict. understands the situation into which he/she is communicating; listens to all parties. takes the initiative to recommend changes to procedures to increase efficiency. Frequently attends relevant professional development opportunities. Continually communicates effectively, clearly and concisely; listens attentively and responds appropriately to what is being communicated. Continually confronts and resolves issues constructively; actively pursues different ways to resolve a conflict; talks through the conflict in detail; involves all parties. Continually understands the situation into which he/she is communicating; listens to and evaluates all viewpoints; receives feedback open mindedly. Proactively takes the initiative to recommend changes to procedures to increase optimal efficiency and effectiveness; implements innovative solutions. Actively attends relevant professional development opportunities to become more productive and efficient in the workplace. 9 of 19
Measured Seldom determines what intervention to use in situations. COMMUNICATION Actively identifies determines what identifies and and executes the intervention to use in executes the proper proper interventions situations. intervention to use in to use in the situations. situation; resolves the issues in a collaborative and professional Mediator Method Open/Honesty Perception Seldom approaches any conflict situation with confidence; leaves matters unresolved. Seldom determines the best medium for communicating information. Seldom expresses his/her concern in any given situation. Seldom recognizes the nature of the conflict situation. Seldom approaches any conflict situation with confidence; may leave matters unresolved. determines the best medium for communicating information. expresses his/her concern in any given situation. recognizes the nature of the conflict situation. approaches any conflict situation with confidence; seeks out solutions. determines the best medium for communicating information; uses different methods of communication. Frequently expresses his/her concern in any given situation in a candid and professional recognizes the nature of the conflict situation. Proactively approaches any conflict situation with confidence and openness; pursues effective solutions in a timely Continually determines the best medium for communicating information effectively; patiently repeats information to ensure understanding; focuses on how the message may impact recipient. Proactively expresses his/her concern in any given situation in a candid and professional manner; cooperates with others to find solutions; actively listens to the concerns of others. Continually recognizes the nature of the conflict situation; pursues optimal solution while taking into account the big picture. 10 of 19
Positive Proactive Productivity Researcher Supportive Teamwork Seldom engages the audience. Rarely identifies areas requiring change. Seldom communicates in ways that enhances productivity. Seldom involves appropriate individuals when dealing with a change. Seldom fosters an open environment so that others can share their ideas. Seldom exhibits a team oriented approach. COMMUNICATION engages engages Actively creates an the audience. the audience. environment that is positive and engaging to the audience; behaves in a manner that is empowering, respectful, and supportive. identifies areas requiring change. communicates in ways that enhances productivity. involves appropriate individuals when dealing with change. fosters an open environment so that others can share their ideas. exhibits a team oriented approach. identifies areas requiring change. communicates in ways that enhances productivity. involves appropriate individuals when dealing with change. fosters an open environment so that others can share their ideas. exhibits a team oriented approach. Proactively identifies areas requiring change; evaluates the impact of the change; makes modifications to improve the results. Actively communicates in ways that enhances productivity; communication methods used builds respectful relationships with others to achieve common goals. Proactively involves appropriate individuals when dealing with change; updates others on change through various communication methods. Actively mentors and fosters open communication so that others can share their ideas; supports others in reaching their full potential. Actively exhibits a team oriented approach; recognizes when a team approach is a better way to solve issues. 11 of 19
COMMUNICATION Timeliness Understanding Seldom provides information to others in a timely manner to ensure efficiency and productivity. Rarely understands the impact of change; not flexible when facing new situations. SUCCESSFUL provides information to others in a timely manner to ensure efficiency and productivity. understands the impact of change; occasionally may be flexible when facing new situations. SUCCESSFUL provides information to others in a timely manner to ensure efficiency and productivity. understands the impact of change; flexible when facing new situations; assists others in understanding the change. HIGHLY SUCCESSFUL Continually provides information to others in a timely manner to ensure efficiency and productivity; includes all relevant parties. Continually understands the impact of change; flexible when facing new situations; promotes the change; provides solutions to better implement the change. 12 of 19
Collegiality Encouragement Ethics Fairness Listener (open) Seldom cultivates professional relationships across the College and at all levels of the organization. Rarely considers and acknowledges viewpoints of others. Seldom addresses situations that violate policies, guidelines and laws. Shows a lack of respect for people different from oneself. Does not engage or consider perspectives of others. RESPECT & CIVILITY Actively cultivates cultivates cultivates professional professional professional relationships across relationships across relationships across the College and at all the College and at all the College and at all levels of the levels of the levels of the organization; fosters a organization. organization. collaborative and team environment. considers and acknowledges viewpoints of others. addresses situations that violate policies, guidelines and laws. or selectively operates in a manner which displays respect and equitable treatment to all. considers perspectives from others. considers and acknowledges the viewpoints of others; encourages different viewpoints. addresses situations that violate policies, guidelines and laws. demonstrates respect and equitable treatment to others values and considers perspectives from employees at all levels at the College. Actively ensures that all viewpoints are considered; fosters an environment that promotes expression of viewpoints; utilizes different strategies to effectively engage different viewpoints. Actively anticipates and effectively addresses situations that violate policies, guidelines and laws; proactively approaches to mitigate and diffuse issues. Models behavior which encourages others to demonstrate equitable and respectful treatment for all. Actively leads and communicates in a way that values, inspires and positively impacts respectful engagement and constructive interchange of perspectives. 13 of 19
RESPECT & CIVILITY Professionalism Respect Values Values Seldom responds to issues in a professional Seldom treats everyone with respect and dignity. Shows indifference towards behaviors that are intolerant, demeaning, or disrespectful. Seldom shows behaviors consistent with College standards of conduct. responds to issues in a professional makes an effort to treat everyone with respect and dignity. challenges or reports unacceptable behaviors that are intolerant, demeaning, or disrespectful. shows behaviors consistent with College standards of conduct. responds to issues in a professional manner; works toward resolving the concerns. Always treats everyone with respect and dignity; operates in a way that fosters a positive work environment. challenges or reports unacceptable behaviors that are intolerant, demeaning, or disrespectful. promotes the creation of shared mission, vision, and values, and uses those principles to guide actions. Continually addresses issues in an open, constructive, professional manner; persuades and encourages others to approach issues in the same manner; resolves the concerns effectively. Actively leads by example and sets professional standards that creates an atmosphere of mutual respect and that which maintains a positive work environment; consistently treats everyone with respect and dignity. Actively takes action against behaviors that are intolerant, demeaning, or disrespectful; models behaviors of respect and civility in all situations. Actively promotes the creation of shared mission, vision, and values, and uses those principles to guide actions; participates in creating an inclusive environment. 14 of 19
MANAGEMENT & COACHING Clarity Coach Communicator Engagement Ethics Seldom communicates the consequences of actions taken or not taken. Rarely coaches employee to improve their job performance. Most of the time withholds information and resources. Seldom involves employees in change initiatives in a timely Seldom adheres to College policies and/or legal standards. Proactively communicates the communicates the communicates the consequences of consequences of consequences of actions taken or not actions taken or not actions taken or not taken. taken. taken; hold employees accountable. Gives instruction intermittently, and it's usually to correct mistakes or give negative feedback. withholds information and resources. involves employees in change initiatives in a timely adheres to College policies and/or legal standards. Continuously coaches employees for improved performance; encourages outside the box thinking. provides information, resources and support. involves all appropriate parties in change initiatives in a timely adheres to College policies and/or legal standards; ensures employees are following protocol. Continuously coaches employees for improved performance; encourages outside the box thinking; solicits employee feedback to improve leadership effectiveness. Continually is open and willing to share information and resources; encourages and supports employee ideas; motivates employees to share information to create a team environment. Proactively involves all appropriate parties in change initiatives in a timely manner; implements effective solutions; follows up on the resolution. Serves as an expert in relevant policies, laws and regulations; continually adheres to College policies and/or legal standards, and ensures employees are following protocol. 15 of 19
MANAGEMENT & COACHING Fair-Minded Leader Leader Mentor Seldom treats employees fairly and equitably. Seldom establishes clear performance goals and expectations. Sets employee goals that are unclear or unrealistic. Seldom invests in employees for their long-term growth. treats employees fairly and equitably. establishes clear performance goals and expectations. Sets employee goals that are sometimes clear or realistic. invests in employees for their long-term growth. treats employees fairly and equitably; responsive to the needs of others. establishes clear performance goals and expectations; provides guidance for employee success. sets employee goals that are clear and realistic; provides opportunities for employees to reach their goals. Frequently invests in employees for their long-term growth. Continually treats employees fairly and equitably; responsive to the needs of others; seeks to improve relationships with others. Strategically establishes clear performance goals and expectations; provides guidance for employee success; recognizes employee strengths and areas for development. Proactively sets employee goals that are clear and realistic; provides opportunities for employees to reach their goals; meets with employee on a regular basis to promote employee success. Identifies and provides opportunities for employees to assume leadership roles on projects or committees; maintains a network of subject matter experts to share information with employees. 16 of 19
MANAGEMENT & COACHING Motivator Positive Prioritization Realist Respectful Seldom inspires employees to perform their best. Seldom uses a positive coaching style when working with others. Seldom provides guidance to employees on priority issues and leads them forward. Seldom assesses staffing needs based on organizational goals and budget realities. Seldom interacts with others in a polite and respectful inspires employees to perform their best. uses a positive coaching style when working with others. provides guidance to employees on priority issues and leads them forward. assesses staffing needs based on organizational goals and budget realities. interacts with others in a polite and respectful inspires and motivates employees to perform their best. uses a positive coaching style when working with others, where employees are comfortable to work with him/her. Frequently provides guidance to employees on priority issues and leads them forward. assesses staffing needs based on organizational goals and budget realities to increase efficiency. interacts with others in a polite and respectful manner; fosters a civil environment within the department. Creatively executes methods to inspire and motivate employees to perform their best; recognizes employee contributions; constructively provides guidance for improvement. Continually uses a positive coaching style when working with others, where employees are comfortable to work with him/her; mentors others on how to exhibit high functional knowledge and skills. Continually provides guidance to employees on priority issues and leads them forward; recognizes when additional resources are needed. Strategically assesses staffing needs based on organizational goals and budget realities to increase efficiency; anticipates future department needs to meet goals. Proactively interacts with others in a polite and respectful manner; fosters a civil environment within the department; demonstrates attentive, patient and active listening. 17 of 19
MANAGEMENT & COACHING Trainer Lacks empathy when others are learning and do not understand. Becomes frustrated Provides appropriate Actively engages when others are feedback to others in a learning and do not encourage growth constructive learning understand. and success. process aligned with employee career path and College's needs. 18 of 19
GOALS AND ACTION PLAN SECTION III The College has adopted a strategic plan to govern our growth through 2023. Our Panther Strong 2023 outcomes are summarized in these three categories: Engage, Expand, Excel. Please consider the application of these guiding principles as you align your individual goals with those of the College. ENGAGE: We will amplify our impact on the community leading through talented people, innovative practices, diversity, and performance excellence. EXPAND: Ensure growth by attracting and retaining students through effective alignment of programs, services and resources for a changing marketplace. EXCEL: Strengthen internal and external relationships through engaging and high quality experiences. 19 of 19