Performance Evaluations for Management/Confidential Staff

The Performance Evaluation is a tool for managers to provide feedback and documentation about an employee’s performance and can provide clear communication of job expectations and goals. All management / confidential employees must be evaluated annually by their managers.

Objectives
Performance reviews are vital for motivation and development of employees. Clear communication regarding expectations keeps employees positive and focused. The objectives of the annual performance evaluation process for Management/Confidential employees are to:

  1. Provide employees with feedback to improve or maintain job performance
  2. Discuss expectations, accomplishments, and employee’s general career objectives/goals.
  3. Enhance communication between managers and employees
  4. Identify areas for employee development

Confidential and Non-Academic Management Timelines
All confidential and non-academic management participate in performance evaluation on a calendar-year cycle.

ACTION DATE
Human Resources issues the performance evaluation form, guidelines, and Smart Goals information to all Managers regarding the annual employee performance evaluation process for Management Exempt and Confidential Exempt employees. Managers forward the forms to their employees to complete their self-evaluation and begin the smart goals process first. March 16, 2021
Employees complete the employee sections of the performance evaluation form as well as identify a minimum of three job-related goals on the Smart Goals Form and submit to their managers for review. April 15, 2021
Managers send their completed employees’ Performance Evaluation form and their input to the Smart Goals to their employees 1-2 days before performance meeting, and then hold confidential one-on-one sessions with each of their non-union staff members to discuss the previous year’s performance and Smart Goals for the upcoming year. June 15, 2021
Employees sign their performance evaluation and goals forms and return to managers with addendums, if applicable. June 22, 2021
Managers send all completed and signed performance evaluation forms to Human Resources for filing in the official personnel files. June 30, 2021

The University's deadline for receipt of final performance evaluations to the Office in the Office of Human Resources is June 30, 2021. The suggested timelines above provide guidelines to employees and managers to ensure they have ample time to complete their respective sections of the process. These are guidelines only and may be adjusted internally within each unit with the understanding that the final evaluations are due in HR by no later than June 30, 2021. It is not necessary to submit SMART Goals.

Academic Manager Timelines
Academic managers, including deans, associate and assistant deans, vice provosts, associate and assistant vice provosts, and regional campus directors and associate directors participate in program evaluation on an academic-year cycle.

Academic managers will undergo evaluation beginning on Fall 2021. Details and timeline to follow.

Frequently Asked Questions

Are annual performance evaluations/goal setting and career discussions required for all employees?

Yes, it is important for all Management Exempt and Confidential Exempt employees to receive annual performance evaluations. In addition, managers must assure that their employees develop Smart Goals annually. These activities provide an opportunity to receive written feedback on past performance, agree on goals for the upcoming year, as well as the ability to discuss career goals and aspirations with a manager. These activities can help improve efficiency and effectiveness and contribute to personal growth and job satisfaction.

How are employee ratings on performance reviews used by managers?

Ratings on performance reviews are indicators of overall performance and will guide managers on setting performance expectations and shared goals for the next evaluation cycle.

What performance factors are covered by this year’s performance review?

The key performance factors covered by this year’s performance evaluation review include: Job Knowledge and Competency, Leadership, Commitment to Civility and Diversity, Communication, Relationship Building and Teamwork, and Customer Service/Customer Satisfaction.

What is the process for conducting a performance review and goal setting session?

Human Resources suggests the following process to ensure consistency in the performance review process for Management Exempt and Confidential Exempt employees:

  1. The manager provides the employee with the performance review form and instructs the employee to complete the self-evaluation section of the performance evaluation form as well as the SMART Goal form, identifying at least three job-specific goals for the upcoming evaluation year. Both forms are then submitted to the employee’s manager.
  2. The manager completes the manager section of the performance evaluation form. The manager reviews and modifies, as appropriate, the SMART Goals Form to ensure the goals are job-specific and represent areas that would be consistent with departmental goals and objectives. The performance evaluation should be based on the employee’s performance during the review period, which is the previous calendar year, while the Smart Goals Form should reflect the goals the manager and employee agree upon for the upcoming calendar year.
  3. The manager schedules a meeting with the employee to discuss the written performance evaluation and the SMART goals and provides the employee with a copy of both forms 1-2 days prior to the day of the meeting.
  4. The manager and employee meet to discuss the employee’s performance during the previous review period and upcoming goals.

When should performance reviews and goal setting sessions be conducted?

Performance reviews and goal setting sessions for this evaluation year should be conducted between April 1 and April 30 and those evaluations and goal setting forms should be sent to Human Resources for filing in the official personnel files. Please note that managers are expected to monitor performance, discuss progress toward established goals, provide feedback and evaluate status of career and professional goals throughout the year. Employees also are encouraged to initiate conversations with managers as often as needed.

If a staff member transfers to a new University department in between reviews, are both supervisors required to conduct a performance review?

Only one performance review can be submitted per staff member. The person who supervised the employee for the greatest period of time during the year should complete the review with input from the other manager.

What if an employee has multiple managers in their current department?

Only one performance evaluation can be submitted for each employee. If an employee is evaluated by more than one manager, the managers must come to agreement on the performance evaluation ratings. In relation to SMART goals, managers should collaborate to ensure that the employee has no more than five goals that incorporate both areas of responsibility.

If a supervisor is new to a department or management role in the department and has little experience working with the employee, how should the evaluation process be handled?

The new manager should work with his/her senior staff in determining a review process for the employee.

What is the process for submitting evaluations and agreed upon smart goals to Human Resources?

After the employee has signed the performance evaluation, the manager provides a copy of the fully signed performance evaluation to Human Resources for review and for retention in the employee’s official file.

What if a staff member disagrees with or does not understand the evaluation rating from the manager?

The employee should discuss the evaluation rating with their manager to obtain clarification. If the employee still disagrees with the evaluation rating they may submit an addendum to the manager to be included in the final evaluation materials. If an employee refuses to sign the performance evaluation the manager should document this on the performance review and return it to human resources with the written addendum, if applicable.

Who should managers contact with questions about the performance evaluation and goal setting process?

Questions regarding the performance evaluation process for Management Exempt and Confidential Exempt employees should be directed to Renee Boggis.