TIMELINES

The performance evaluation cycle for management and confidential employees is a fiscal year, and the current evaluation period is July 1, 2024 through June 30, 2025. Performance evaluations, including performance evaluation sessions between managers and employees, must be completed no later than July 31, 2025.

The following suggested timelines provide guidelines for employees and managers to ensure they have ample time to complete their respective sections of the evaluation process. These are guidelines only and may be adjusted internally within each unit with the understanding that the final evaluations are completed by the end of July.

While the content of the evaluation form is similar to previous years, Human Resources has developed an online form in Kuali Build. The form and evaluation process follow the following workflow:

1. Employee completes self-evaluation/goals and submits. The evaluation will route automatically to the employee’s manager (employees with incorrect managers in Kuali Build should work with appropriate colleagues in their department or HR to update their manager via SmartHR).
2. Manager completes/reviews employee evaluation/goals and submits. The manager will receive two automated emails: 1. A copy of the evaluation in PDF and 2. Instructions on returning to the evaluation after the one-on-one employee meeting.
3. Manager sends PDF of evaluation to employees prior to the one-on-one meeting, and the manager and employee then meet one-on-one either virtually or in person.
4. Manager adds optional comments to the evaluation, enters the date of the one-on-one meeting, and digitally signs the evaluation. The evaluation will route to the employee.
5. Employee adds optional comments to the evaluation and digitally signs.
6. The employee, manager, and HR received PDF copies of the completed evaluation.

Performance reviews are of vital importance to the motivation and professional development of employees. Following are tips to help managers prepare and conduct evaluations.

Schedule Thoughtfully:
Schedule reviews when it is most convenient for the employee – not on Monday mornings or the end of the day. This helps to ensure that the employees will be present and as ready and open as possible.

Plan the Evaluation Carefully:
Create a clear agenda for the evaluation. Before delivering the performance review think about the person you are delivering it to and how they will react. Consider how the employee may respond to the evaluation ratings and comments to avoid conversations for which you are not prepared. If you have concerns about delivering the evaluation contact Human Resources for guidance.

Be Transparent:
Be open and honest with the employee. It is critical to tell employees what they are doing well and areas where they need to improve. It is common for managers to try to deliver constructive feedback by beating around the bush, i.e., ‘sandwiching’ a negative comment between two good ones. Be direct in a respectful way; employees value your feedback more when you are being transparent.

Be Specific:
When delivering feedback (positive or constructive), be specific and provide examples. Each example should acknowledge the situation, the behavior you observed, and the impact you feel it had on others.

Point Out the Positives:
Identify three positive attributes about the employee and articulate with examples how they demonstrate those attributes. Talk about their initiative to take on new assignments or how well they work with others on the team. If the employee has been with you for the entire year, you can identify ways the employee has developed and grown. Feedback on areas of growth can be provided by pointing out their performance in a certain area of their job at the beginning of the evaluation period and how it has improved.

State Areas for Improvement:
Before you provide your assessment of areas in need of improvement, ask the employee how they feel they have grown and in what areas they feel they need to improve. In an open and direct manner provide employees with the areas of their job that need improvement. Though difficult to hear, constructive feedback is incredibly important. Most importantly, be supportive and demonstrate that you care and want them to be successful.

Allow for Employee Feedback:
This may be one of the most important aspects of the evaluation session. Allow employees the opportunity to provide you with feedback and ask you questions about their performance. You can also use this time to ask the employee what you can do better to help support them.

Employees and managers should agree upon up to four goals for each evaluation cycle (one goal is required within the form). To ensure that goals are clear and attainable, each goal should be:

1. Specific
2. Measurable
3. Achievable
4. Relevant
5. Time-Bound