Current through all regulations passed and filed through September 16, 2024
(A)
Policy. It is the
policy of the university to provide unclassified employees with a performance
management system, which includes:
(1)
Job descriptions reflecting a full range of
responsibilities as well as knowledge, skills and abilities;
(2)
Communicated
performance standards and goals for the unit;
(3)
A performance
appraisal process as referenced in paragraph (B) of this rule for assessing an
individual's ability to meet the unit's performance standards, perform the job,
as well as maintain and acquire knowledge, skills and abilities;
and
(4)
Recognition opportunities.
(B)
Eligibility. This
policy applies to all unclassified full-time or part-time employees with an
appointment of six months or more.
(1)
Align employee performance with unit's and university's
mission and goals;
(2)
Enable two-way communication regarding job performance
and to periodically re-assess goals and opportunities for the unit and the
individual;
(3)
Establish a mutually-understood set of performance
expectations;
(4)
Recognize contributions of employees;
(5)
Discuss
opportunities for growth and development; and
(6)
Provide necessary
feedback when performance does not meet expectations.
(C)
Performance appraisal. The performance appraisal process
achieves the university's goals to:
(1)
Align employee performance with unit's and university's
mission and goals;
(2)
Enable two-way communication regarding job performance
and to periodically assess goals and opportunities for the unit and the
individual;
(3)
Establish a mutually-understood set of performance
expectations;
(4)
Recognize contributions of employees;
(5)
Discuss
opportunities for growth and development; and
(6)
Provide necessary
feedback when performance does not meet expectations.
(D)
Performance appraisal standards. Performance appraisal
standards acknowledge and reaffirm the university's commitment to essential
behaviors and values expected throughout the organization. For purposes of
maintaining consistency and flexibility, the following standards will
apply:
(1)
Every unclassified employee will receive a performance
appraisal at least once annually.
(2)
The appraisal
will be in person and summarized in writing, a copy of which is provided to
human resources for the employee's file.
(3)
The appraisal
will include a discussion of all of the following, but is not limited to these
topics.
(a)
Performance over the past year.
(b)
Progress on
specific goals assigned in the past year.
(c)
Identification of
competencies (knowledge, skills and abilities) that are particularly noteworthy
and those that may be developed.
(d)
One to three
specific examples of successful outcomes in performance.
(e)
Recognition of
service to the university that is not normally a function of the
job.
(f)
Discussion of future goals and
expectations.
(g)
Discussion of training needs (to perform current job)
or developmental needs (to prepare for future assignments or future
appointments).
(4)
If the unclassified employee has supervisory
responsibilities, two additional factors will be added to the review:
(a)
The ability to
attract, retain, and develop a diverse pool of talent.
(b)
The ability to
set and meet goals for the unit.
(E)
Performance
appraisal methodology. Supervisors and employees are encouraged to discuss
performance regularly throughout the year, and a written assessment will be
completed once per year. Supervisors may use an open interview format,
documented in narrative format per the outline as set forth in paragraph (D)(3)
of this rule, or select from one of the university's approved formats from the
forms library. Any new formats must be reviewed with human resources prior to
implementation. In addition to the requirements above, the following options
are available:
(1)
Employees may prepare a self-assessment on their own or
at the request of the supervisor.
(2)
Employees may
submit work product to go with their review.
(3)
Employees and
supervisors may add criteria to the review process that relate to essential
parts of the job such as financial performance, process improvement and project
management.
(4)
Supervisors may request support from HR to receive a
more complete 360 degree evaluation on their own performance.
(5)
Deans may solicit
faculty feedback in order to prepare other evaluations using an appropriate
format.
(F)
Responsibilities. The following shared responsibilities
apply to the on-going administration of this policy.
(1)
Human resources
division: responsible for announcing the review cycle, providing a set of
forms, offering training, and monitoring compliance with the review. Human
resources is also available for consultation on performance issues during the
review period and during the year.
(2)
Managers and
supervisors: responsible for maintaining accurate records on performance
throughout the year, scheduling in advance the review interview, meeting with
the employee and documenting the evaluation interview.
(3)
Unclassified
employees: responsible for managing their performance throughout the year,
monitoring their progress on goals, and identifying areas of improvement in the
unit or in their own performance.
(G)
Alignment with
other university policies and practices. The implementation of the evaluation
process is linked with other human resources processes to integrate the overall
strategy for positive employee relations. Timely and appropriate completion of
evaluations will assist in future decisions regarding: compensation, employee
re-assignments, interim appointments, affirmative action development plans,
succession planning, and waivers of posting.
(1)
The policy of the
university to conduct annual performance updates does not constitute a
commitment to future employment.
(2)
Rule
3342-6-05 of the Administrative
Code prevails with regard to the university's right to continue or terminate an
appointment.
Replaces: 3342-6- 05.4
