Why do we do annual performance evaluations at Wright State University?
The performance evaluation process is a powerful tool to help employees understand the importance of their contributions and to better align their own work with their unit goals and the University strategic plan, Empower. Further, the process creates open communication and allows for feedback to flow between employees and their supervisors.
Both the Self-Appraisal Form and the Formal Performance Evaluation Form include elements that further an open, honest communication between employees and their supervisors about the employees’ strengths and areas for improvement as well as employee initiated development opportunities. It also features elements to encourage specific goals to be cooperatively set for the upcoming evaluation period.
Is there a model that can be followed for the performance evaluation process?
The recommended model can be found on page 4 of the Guidebook to the Wright State University Performance Evaluation Process.
What is the timeframe for this evaluation cycle?
The evaluation cycle runs from April 1, 2015 to March 31, 2016. Exceptions to this time period will only be considered for significant business reasons and will be granted on a limited basis. Any exception must be approved in advance by Human Resources.
Do we have to use the provided forms? What is the difference between the Self-Appraisal Form and the Formal Performance Evaluation Form?
Yes, Wright State University uses only two forms for the annual performance evaluation process – the Self-Appraisal Form and the Formal Performance Evaluation Form. For information about the purpose and differences between the two forms, please see the Guidebook for the Wright State University Performance Evaluation Process.
As stated in the guidebook, you may supplement the required forms if there is relevant information that would be useful to record. Exceptions to the forms will be considered only for significant business reasons and will be granted on a very limited basis. Any exception must be approved in advance by Human Resources.
What training is being offered?
Human Resources is offering limited in-person training sessions and on-line training will also be available.
Where are the university mission/vision/values and goals listed?
Wright State University’s mission, vision, values and goals can be found in the Strategic Plan.
Why is a self-appraisal part of the Wright State University performance evaluation process?
The Self-Appraisal Form is provided as an instrument for employees to share their perspective on their job duties and any challenges they might be facing in completing those duties. In addition, it provides a way for employees to document their accomplishments and strengths and to reflect on how their supervisor and other work relationships may have impacted their performance. Finally, it gives employees a venue to discuss their long-term career interests and to develop ideas for growth and professional development.
Is the self-appraisal mandatory?
While it is not required that any employee complete the self-appraisal, it is required that every employee be given the opportunity to complete one. Refusal to complete must be solely the employee’s determination.
What if I have more than five job duties to list in Section 1 of the self-appraisal form? Do they have to be ranked 1-5?
The Self-Appraisal Form is not intended to be a complete job description or a listing of every detailed job responsibility. It is intended to be a starting point for discussion of the primary job duties to make sure that the employee and supervisor have a similar understanding of the employee’s work.
Please try to group similar duties into the five sections listed. If absolutely necessary, the form should allow for additional lines to be added if you use the ‘tab’ function in the last line of the table. If that does not work, please use additional paper and attach it to the Self-Appraisal Form.
Additionally, please make an effort to use the numerical scale (1 being highest). If you are unable to rank them using each number only once, please discuss them with your supervisor to help you understand what priority should be given to each of your job duties.
What if I changed jobs during the course of the year?
You should complete the Self-Appraisal Form using any information that might be relevant to your current position. If there were challenges or achievements in your last role that would be applicable to your current role, please share them.
Formal Performance Evaluation Form
Do all employees, even new ones, need a performance appraisal completed?
All employees (including all staff and all non-bargaining unit faculty) are expected to have a Formal Performance Evaluation Form completed. This is because a significant part of the process is forward-looking and sets goals and objectives for the next evaluation period. All employees with a hire date prior to April 1, 2016 will be included on the compliance reports that are sent by Human Resources to the Deans/VPs.
Do adjuncts/“part-time on-call”/part-time employees need an evaluation?
It is encouraged that all employees of the university have regular communication about performance and the purpose of their position. However, employees who have a full-time equivalency (FTE) of less than 15% will not be included in the compliance reports that are sent from Human Resources to the Deans/VPs.
What if there are more than five Goals and Objectives to list in either Section 2 or Section 5 of the Formal Performance Evaluation Form?
Please try to group similar goals and objectives into the five sections listed. If absolutely necessary, the form should allow for additional lines to be added if you use the ‘tab’ function in the last line of the table. If that does not work, please use additional paper and attach it to the Formal Performance Evaluation Form.
Remember the Formal Performance Evaluation Form is not intended to be all-inclusive. Goals and objectives should be reviewed regularly for progress and relevance. They may change, grow or be removed as the evaluation period progresses.
Does every Core Competency/Expected Behavior have to be completed?
The core competencies and expected behaviors were specifically selected because they are ones that the university wants every position on campus to have the opportunity to exhibit for at least some portion of the employee’s time.
If employees are unsure of how a particular competency or behavior can be achieved in their role, they should ask their supervisors for input. If supervisors are unsure of how a competency or behavior could apply to their employees, they should contact Human Resources for input.
If the supervisor and employee agree that a particular competency/behavior cannot be exhibited in a particular position, and they can show that consideration was given to how it might be achieved, the field can be left blank.
How does a supervisor or employee know what behavior constitutes “Meets Expectations,” “Does Not Meet Expectations,” or “Exceeds Expectations”?
Explanations and examples of the level of performance expected for each of the rating categories can be found beginning on page 14 of the Guidebook for the Wright State University Performance Evaluation Process.
What is the difference between a Development Plan and a Performance Improvement Plan?
A brief explanation of the differences between a Development Plan and a Performance Improvement Plan can be found on page 19 of the Guidebook to the Wright State University Performance Evaluation Process.
What should be included in a goal or objective to make it most effective?
Information about setting goals and objectives can be found on page 20 of the Guidebook to the Wright State University Performance Evaluation Process.
Does the employee have to sign the evaluation?
While every employee must have the opportunity to discuss, read and sign their evaluation, there is no requirement that they actually sign it. If this occurs, the supervisor should note on the form that the employee refuses to sign and forward it to Human Resources after obtaining the second level signature.
The employee came to my department during this evaluation cycle. Or, I am a new supervisor who started supervising the employee during this evaluation cycle. Who does the evaluation for the first part of the evaluation period?
If the previous supervisor is still at the university, the previous supervisor should complete the pertinent sections of the form and transfer it to the current supervisor for completion and addition of the goals and objectives for the next evaluation period.
If the previous supervisor is no longer with the university, the current supervisor should complete the form with the information available and add the goals and objectives for the next evaluation period.
What is the process to appeal an evaluation I do not agree with?
The appeals process is listed in the Guidebook to the Wright State University Performance Evaluation Process on page 13.
Managing Employee Performance
What should a supervisor do from March 31 of this year to April 1 of next year (i.e. this should be a continuous process – how should I manage it)?
Supervisors should meet regularly with employees to provide feedback and discuss progress on an employee’s goals and objectives and other relevant performance. For further guidance on providing feedback and coaching employees, both for development and growth, please consider attending Human Resources’ Empowered Supervisor: Making a Difference program. Specifically, the session about Coaching Employees to Meet or Exceed Expectations. For more information and/or to register, visit our Training webpage.
If you have any other questions or concerns, please contact Jennifer Kostic, Director of Talent Management and Learning, in Human Resources at email@example.com or (937) 775-2919.