Policy on performance management

Effective: 01/01/05

Policy

The College of Biological Sciences (CBS) encourages regular, ongoing communication and feedback between supervisors and employees to promote excellent job performance and employee development through a clear understanding of work assignments, performance expectations, and performance accomplishments. The CBS Performance Management Program provides a more formalized process to guide supervisors and employees through the specific steps required to regularly assess and document employee performance. Written documentation of established performance goals and accomplishments is used for administrative decisions relating to salary, promotion, transfer and termination.

Purpose of regular performance reviews:

• Help employees clearly define and understand their responsibilities, provide criteria by which employee performance will be evaluated and suggest ways in which they can improve performance.
• Identify employees with potential for advancement within CBS and the University.
• Assist in employee growth and development.
• Help supervisors distribute and achieve departmental goals.
• Provide a fair basis for awarding compensation based on merit.

Guidelines

Informal communication & feedback

Informal performance communication and feedback should be an ongoing part of the dialogue between supervisors and employees throughout the daily work process. Supervisory coaching and counseling should occur regularly to help employees continuously improve, become more productive in their current positions, and to prepare them for future responsibilities.

Generally, it is a good idea to schedule a face-to-face meeting at least quarterly to informally review annual work plans and discuss progress towards the employee’s work goals and personal development.

Formal annual review

Formal performance reviews are conducted annually. Employees receive at least one formal performance review each year in the last half of the fiscal year (between January and May). Supervisors are required to regularly assess performance using standard CBS performance review forms. These forms provide written documentation of established performance goals and accomplishments, which are used for administrative decisions relating to salary, promotion, transfer and termination.

Employee performance is assessed based on defined job responsibilities, work goals, defined dimensions of behavior, and established performance standards. The Performance Management Guide contains guidelines for conducting a formal performance review.