Ohio University Performance Management Guidelines
Policy 40.005: Performance Management for Administrators requires“Supervisors shall establish and record annual performance goals and expectations with their direct reports as early as possible in the performance cycle or when directed by their department or planning unit. Before the end of the performance cycle, supervisors, including temporary or interim supervisors, shall complete a formal year-end evaluation. Excluding executive level positions, all evaluations shall be reviewed and signed by the supervisor and the second level supervisor or designee as specified in operational guidelines.”
These guidelines are designed to provide detailed information and guidance regarding the performance management cycle.
Evaluations shall be completed annually for each employee. The official form that shall be used for all staff in annual goal setting and evaluation is located at https://www.ohio.edu/hr/hire-manage/performance-management . Other important information such as the measurement period, links to training, and other resources can also be found on UHR’s Performance Management webpage.
Recommended Steps to Follow:
The following steps are highly recommended to follow during the performance management cycle.
Goal Setting:
Refer to “ Writing Performance Goals ” for tips and guidance on writing goals. The performance management form shall be used to record formalized goals.
- Step 1: Leadership shares department goals and priorities for coming year with employees, asks employees to identify ways in which they can help the department meet goals, based on their job duties.
- Step 2: Employees identify 3-5 individual goals that will help the department meet its goals for the coming year. Using SMART guidelines will help to ensure that goals are Specific, Measurable, Attainable, Relevant and Timebound.
- Step 3: Supervisors provide input and guidance on content and structure of employee goals. The supervisor ensures that employee goals support department goals and that the employee is focused on the “right things”. It is acceptable for supervisors to prescribe goals or focus areas. All goals are to be reviewed and approved by supervisors.
- Step 4: Supervisors and employees should review employees’ job description to make sure it is consistent with the work that is required to achieve goals. Goals do not need to reflect all elements of the job description, but they do need to align with the primary nature and scope of the employee’s job.
Ongoing: Coaching and Feedback:
The Tool “ Performance Check-In Discussion Planning Worksheet ” is an optional way to help plan and guide coaching and feedback discussions.
- Supervisors and employees monitor performance throughout the year. Employees ask questions as needed to ensure consistent understanding of expectations. Supervisors provide regular feedback on what is going well and what could be improved. Using BEST or another simple feedback model helps improve feedback quality.
- In addition to ongoing communication and feedback, supervisors and employees participate in periodic “check- in” meetings to discuss progress, recognize accomplishments, identify opportunities for improvement, provide support, and/or clarify/reassign priorities if needed.
Year End Evaluation:
- Step 1: At least two weeks prior to the scheduled evaluation meeting with the supervisor, the employee will complete the Employee Performance Self-Assessment form, including upcoming goals, and submit to the supervisor.
- Step 2: Supervisors review self-assessment, ask for additional information from employees, clients, indirect supervisors, etc. as needed, then provide ratings and evaluations based on employee performance throughout the year.
- Step 3: Upon completion of written year-end evaluations, ratings and appraisal forms are consolidated and reviewed as determined by Planning Unit Leadership prior to being discussed with employees. Planning Units and Departments conduct Performance Calibration Discussions and supervisors make any appropriate adjustments to the final evaluation.
- Step 4: Supervisor discusses Year-end Evaluation with employee. Employee and Supervisor acknowledge discussion by signing the evaluation form. Employees who disagree with comments or ratings can express concerns in writing.
- Evaluations are sent to the supervisor’s supervisor or second-level reviewer designee for review and signature.
- Completed performance evaluations:
- A signed copy should be sent to University Human Resources no later than April 15th.
Corrective Action, Discipline and Termination Post-Probationary Period:
While it is anticipated that most employees will be successful in their positions through regular goal setting, coaching, and evaluation as recommended above, it is recognized that there may be instances in which employees fail to meet expectations despite these efforts. If a supervisor finds that an employee is failing to meet expectations after providing feedback and coaching, the supervisor should contact their HR Liaison.
The HR Liaison will help the supervisor analyze the situation at hand and recommend appropriate actions that may be taken to help improve performance and achieve an outcome in the best interest of the university. The HR Liaison may recommend and guide the supervisor through any or all of the following activities:
- More intensive or regular 1-on-1 sessions with the employee
- More effective and clear ways to communicate and provide clarity around expectations, deficiencies, progress, and results
- Formal Performance Improvement Plans
- Disciplinary Action
- Termination
It is important to note that if an employee has directly violated a work rule, policy, or law, the unit’s HR Liaison should be contacted immediately to explore the appropriate disciplinary action.