Performance Evaluations for Staff (VI.F.7)

Volume VI: Human Resources
Chapter F: Terms and Conditions of Employment
Responsible Executive: Vice President of Human Resources
Responsible Office: Office of the Vice President for Human Resources
Date Issued: January 1, 2012
Date Last Revised: N/A

TABLE OF CONTENTS

Statement of Policy
Reason for This Policy
Individuals and Entities Affected by This Policy
Who Should Know This Policy
Exclusions
Website Address for This Policy
Contacts
Definitions
Responsibilities
Procedures
Related Documents, Forms and Tools
History and Updates
Appendix

STATEMENT OF POLICY

Performance Evaluations are an integral part of the University's ongoing effort to encourage Staff to higher levels of achievement and service. Each Staff Member will receive a written Performance Evaluation at least annually. Performance Evaluations will be conducted within the context of a set of individualized performance goals and an individual professional development plan, which are periodically reviewed with the Staff Member during the evaluation period. Staff Members must provide a handwritten or electronic signature that acknowledges receipt of the Performance Evaluation; this signature does not imply agreement with the evaluation.

Performance Evaluations must meet the following minimum requirements:

• Establish mutually understood objectives for the coming Performance Evaluation period and identify how the Staff Member can contribute toward these goals.
• Capture the critical responsibilities of the position and identify the Staff Member's level of performance relative to those responsibilities.
• Capture key professional development goals and related accomplishments.
• Capture the Staff Member's skills and/or career interests as they relate to their position.
• Record the comments and signatures of the Supervisor and Staff Member.

Human resources will offer standardized Performance Evaluation forms and support tools. Each department has the option of using these forms and/or support tools or choosing its own. In the event the department chooses its own forms and/or support tools, the department must work in collaboration with human resources to ensure compliance with the aforementioned minimum requirements.

Each department will maintain the signed Performance Evaluations in a centralized, secure location. Performance Evaluations are classified as sensitive information under Purdue's Data Classification and Handling Guidelines, and as such, they must be maintained, shared and disposed of in accordance with said guidelines. A department must consult with human resources prior to sharing the written Performance Evaluation record with anyone other than the Staff Member, the Evaluator, the Staff Member's supervisor (if other than the Evaluator), the Unit Head, other individuals in the direct chain of command between the supervisor and Unit Head who have supervisory responsibility for the Staff Member, the departmental business office and human resources.

REASON FOR THIS POLICY

Purdue University strives to recruit outstanding Staff, provide them with timely and relevant evaluative feedback and encourage them to higher levels of achievement and service. Performance Evaluations are an integral part of the Staff development process. This policy helps to ensure that evaluations are conducted in a useful, feasible, accurate and equitable manner.

INDIVIDUALS AND ENTITIES AFFECTED BY THIS POLICY

• Staff Members
• Anyone supervising Staff or engaged in the Staff Performance Evaluation process

WHO SHOULD KNOW THIS POLICY

President
Vice Presidents
Chancellors
Vice Chancellors
Vice Provosts
Deans
Associate and Assistant Deans
Directors
Department Heads and Chairs
Supervisors
Staff
EvaluatorsStaff

EXCLUSIONS

This policy does not apply to faculty, students or non-benefits eligible staff.

WEBSITE ADDRESS FOR THIS POLICY

www.purdue.edu/policies/human-resources/vif7.html

CONTACTS

DEFINITIONS

Evaluator
The Staff Member's administrative supervisor. In the event the supervisor is unable to conduct the Performance Evaluation, the Unit Head may appoint an individual to be the Evaluator who has firsthand knowledge of the goals and requirements of the position and the Staff Member's job performance.

Performance Evaluation
The written assessment of a Staff Member's job performance during a specified period of time.

Staff or Staff Member
Benefits-eligible, full-time and part-time:

• Clerical/service employees as defined in Classification Definitions and Policies Regarding Clerical and Service Staff Members (Executive Memorandum No. VPBS 66) and
• Administrative/professional employees as defined in the policy on Terms and Conditions of Administrative Professional Staff Employment (VI.F.5).

Unit Head
An individual holding a position at or above the level of department head or director.

University, Purdue and Purdue University
Any campus, unit, program, association or entity of Purdue University, including but not limited to Indiana University-Purdue University Fort Wayne, Purdue University Calumet, Purdue University North Central, Purdue University West Lafayette, Purdue Cooperative Extension Service and Purdue University College of Technology Statewide.

RESPONSIBILITIES

Human Resources

• Provide Performance Evaluation training and policy implementation support.
• Ensure the availability of Performance Evaluation forms and tools.
• Analyze University-wide evaluation trends. Collaborate with Unit Heads to identify and resolve issues.

Unit Heads

• Ensure Performance Evaluations within his/her unit are conducted in consultation with human resources.
• Implement Performance Evaluations within their unit in consultation with human resources.
• Collaborate with human resources to identify and resolve any issues with the Performance Evaluation process or outcomes.
• When appropriate, appoint an Evaluator to conduct Staff Members' Performance Evaluations.

Evaluators

• Participate in Performance Evaluation training sessions offered by human resources and their department.
• Provide periodic feedback and coaching to the Staff Member.
• Ensure that all Performance Evaluation ratings reflect the Staff Member's job performance and are supported by objective documentation.
• Communicate performance results clearly, objectively, privately and sensitively in a way that helps each Staff Member see the value of the evaluations in relation to the expectations.
• If the Staff Member's performance does not meet expectations at any time during the evaluation period, address the issue with the Staff Member directly and in a timely manner.

Staff Members

• Participate in Performance Evaluation training sessions offered by human resources and their department.
• Initiate communication regarding their ongoing job performance with their Evaluator.
• Acknowledge receipt of their Performance Evaluation by providing a handwritten or electronic signature.

PROCEDURES

1. Evaluators provide an overview of the department's approach to Performance Evaluations and introduce the Staff to the evaluation forms and/or tools.
2. Throughout each evaluation period, the Evaluator and Staff Member work together to establish performance goals that are in line with University and department goals and institutional values and establish a staff development plan that takes into account the Staff Member's position responsibilities, skills and career interests.
3. The Staff Member initiates periodic communication with the Evaluator regarding the status of his or her performance goals. The Evaluator provides feedback and coaching relative to job performance and clarifies and updates expectations as necessary.
4. At the end of the evaluation period, the Evaluator generates the Performance Evaluation and shares the results with the Staff Member and affords the Staff Member the opportunity to append comments to the evaluation. The Staff Member provides a handwritten or electronic signature acknowledging receipt of the evaluation. A copy of the Performance Evaluation is provided to the Staff Member and the original is stored in a centralized, secure location.

Staff Members or Evaluators who believe that the procedural application of a Performance Evaluation did not meet the requirements of this policy may pursue remedies in accordance with the Grievance Policy for Administrative/Professional and Clerical/Service Staff Members (VI.D.1).

RELATED DOCUMENTS, FORMS AND TOOLS

Sample Evaluation Forms and Tools (available through HR)

Guidelines and Policies

• Classification Definitions and Policies Regarding Clerical and Service Staff Members (Executive Memorandum No. VPBS 66)
• Data Classification and Handling Guidelines
• Grievance Policy for Administrative/Professional and Clerical/Service Staff Members (IV.D.1)
• Terms and Conditions of Administrative Professional Staff Employment (VI.F.5)

HISTORY AND UPDATES

This is the first system-wide policy to address this issue.

APPENDIX

There are no appendices to this policy.