The University of Memphis | Performance Appraisal of Non-Faculty Employees | ||||||
POLICIES |
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| Policy Statement |
| The performance of each non-faculty employee shall be appraised annually in writing. The annual Performance Appraisal cycle for regular full-time and part-time Clerical/Supporting and Administrative/ Professional employees ends February 28 and March 31, respectively.
All supervisors/managers are required to attend a mandatory training session on the Performance Management Cycle and administration of the performance appraisal/annual review forms at least once, and retraining is mandatory in the event of significant changes to the program and/or forms. Supervisors will review newly hired or transferred employees at the end of a six-month probationary period and annually thereafter. The University of Memphis Performance Appraisal/Annual Review Process is copyrighted, 2000, by The University of Memphis, Department of Human Resources. All other rights reserved. The reference guide and form program may not be used or copied by third parties without appropriate written permission. |
| Purpose |
| To provide a formal and consistent method for documenting job performance and to illustrate the Performance Management Cycle: (1) setting performance standards, (2) communicating those standards and expectations, (3) monitoring employee performance all year, (4) giving ongoing feedback; and (5) writing and conducting the performance appraisal. |
| Definitions |
| Performance Management Cycle | A set of performance standards used to communicate job expectations. During this cycle, supervisors and managers will monitor employee performance throughout the year and provide ongoing feedback. Writing and conducting the performance appraisal completes this cycle. |
| Appraisal Factors | Agreed upon factors used to rate employee performance as it relates to job related skills and/or responsibilities. These factors are jointly identified by the supervisor and the employee at the beginning of the review period (usually 12 months prior). |
| Importance Rating Scale | Agreed upon ratings that are weighted based upon the degree of importance. Ratings are applied to each appraisal factor at the beginning of the review period. This scale ranges from 0, indicating ‘not applicable,’ to 2, which denotes the highest level of importance to the position. |
| Rating Scale | A scale from 1 to 5 used to identify the level of performance. |
| Procedures |
| Setting Performance Standards | At the beginning of the period for which the employee will be appraised (usually 12 months prior), the supervisor and the employee will discuss the importance of each appraisal factor on the Performance Appraisal form as it relates to the employee’s job responsibilities. Optional factors that are job related may also be created. A minimum of eight factors must be selected. |
| Communicating Standards and Expectations | Once the performance appraisal factors have been selected and rated for importance, the supervisor and the employee must collaborate on standards and expectations. They should create a document of understanding at the beginning of each performance management cycle, when a change in expectations occurs, or when a new incumbent is hired. The document will include:
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| Monitoring Employee Performance (All Year) | The supervisor and the employee should meet regularly throughout the year to review progress, clarify standards and expectations, recognize performance results, and identify areas for improvement. Supervisors should provide feedback to assist the employee in achieving expectations. This feedback may take two forms:
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| Writing and Conducting the Appraisal | The supervisor will rate each factor selected for appraisal (minimum of 8 factors) against the expectations, standards, goals, and objectives established at the beginning of the cycle.
The supervisor must write supporting comments for EVERY rating decision. After completing the Appraisal form, the rating scores will be automatically calculated. Refer to the Performance Appraisal Guide for instructions on manual calculations. The Appraisal form and the Appraisal Guide are available on-line from the Human Resources section of the following site: http://bf.memphis.edu/forms/hr.htm The supervisor will schedule and conduct a private discussion in person with the employee. Each appraisal rating will be explained, giving examples of expectations and standards and how they were or were not met. The employee has the right to attach a written response to the appraisal. The supervisor and employee must acknowledge all forms and memos in writing. |
| General Information | Probationary Performance Appraisal. The Department of Human Resources will notify department /activity heads when six-month probationary performance appraisals are due. Scores. The overall performance score will be entered into HRS and may be considered when awarding merit increases. Retention. The Performance Appraisal form described in this policy is the official document retained in the personnel files for decisions regarding future promotions, merit, or disciplinary action. |
| FAQs |
| When are performance evaluations due? | Performance evaluations for Clerical/Supporting employees are due February 28 of each year. Evaluations for Administrative/Professional employees are due March 31. |
| Where are the forms located on the Internet? | Performance Appraisal forms and reference guides are available in the Human Resources section of The University of Memphis Business & Finance forms website at the following address:
http://bf.memphis.edu/forms/hr.htm |
| Can I save the form and return at a later date? | Yes. The appraisal document is an Excel form that may be saved and completed or amended at a later date. |
| Whom do I contact with further questions? | For additional information e-mail Employee Relations at emprelations@memphis.edu |
| Revision Dates |
| March 22, 2002 (Working Policy Number: 1242) |
| Subject Areas: |
| Academic | Finance | General | Human Resources | X | Information Systems | Student Services/Affairs |