UK Human Resources
Policy # 61.0 Archived Version:
Note: This is not a current version of the policy. View current version. »
The University’s performance evaluation system is called Performance Evaluation (PE) and offers a consistent approach and operating philosophy for providing feedback and assessment of employee performance through annual evaluation.
1) Performance assessments shall occur, as appropriate, under the provisions of the following:
- Human Resources Policy and Procedure (HRP&P) 61:0 Performance Evaluation, and/or
- HRP&P 62.0: Corrective Action.
2) The PE system is designed to
- Promote and document performance assessments based on essential job functions and clear, realistic job standards; and
- Promote a high level of employee performance through consistent feedback from supervisors via annual or semi-annual performance assessments.
The responsibility for the University’s PE system lies with the department heads and supervisors.
Evaluation is an on-going process that results in a year-end review. A midyear review is optional.
1) The first two steps of a PE involve a review of the following:
- The employee’s performance during the last review period as conducted by the supervisor; and
- The essential functions of the position held by the employee and the amount of time spent performing each function of the job. This will be conducted jointly by the employee and supervisor. If changes are necessary, adjustments to the Job Analysis Questionnaire (JAQ) for the position will be made.
2) A Performance Evaluation Form, consisting of essential job functions with job related standards, shall be prepared by the supervisor with revisions made jointly with the employee. Completion of this form is the responsibility of the supervisor.
- An optional self-evaluation may be submitted to the supervisor by the employee. The supervisor completes the PE and reviews the evaluation with higher level(s) of management prior to final discussion with the employee. The supervisor then holds the year-end PE meeting with the employee. As applicable the annual pay increase is determined and subsequently communicated to the employee by the appropriate administrator. Pay adjustments shall normally take effect July 1 or October 1, as appropriate.
- The higher-level supervisor or department head/chair will sign the PE form. The form is signed by the supervisor and employee at the time of the final discussion of the form contents.
- If an employee does not receive a PE according to the guidelines of this policy, the employee should appeal compliance through the appropriate chain of command.
- The employee’s signature indicates the employee has read the form, but does not necessarily indicate the employee’s agreement with its content. The employee may complete the self evaluation and attach it to the form.
- The employee may address questions or concerns about the content of the evaluation with the appropriate supervisor. If issues are not resolved, then the employee may follow the departmental chain of command to resolve PE content issues.
- If the employee receives an unacceptable rating (less than three) on any essential job function, a performance improvement plan shall be completed. The supervisor shall meet with the employee on an ongoing basis to provide regular feedback and coaching on performance issues for a period of 30 to 90 days. After this period of time, the supervisor shall re-evaluate that plan to ensure that steps have been taken to improve performance in relevant areas.
Feedback and Coaching
Feedback and coaching should occur on an ongoing basis and at the optional mid-year review. The purpose of feedback and coaching is to provide supervisors with an opportunity to recognize effective performance and provide coaching for improvement. As a part of the feedback and coaching components, employees are encouraged to gather informal feedback as appropriate throughout the year.
1) Supervisors should provide timely feedback to motivate employees toward improved performance.
2) The mid-year review is an optional progress meeting which should provide an opportunity for supervisors and employees to discuss and update job standards set at the beginning of the year and focus on employee performance to date.