50.08 - Evaluations for Classified and Exempt Staff

Last updated November 20, 2006

A. General. Performance evaluation provides an opportunity for mutual goal setting, reinforcement, direction and communication. Evaluation based on the employees current job description is a justified expectation of employees, provided for in the [FSH 3340] and Idaho Code 67-5309. The University of Idaho Staff Performance Evaluation [See 50.08 (E)] was designed to encourage all non-faculty staff members to grow professionally and to reach full potential in their work.

A-1. Annual performance evaluations provide the basis for merit pay increase, career development, advancement, and/or performance-related probation and termination of employment.

A-2. Probationary performance evaluations document the performance of classified employees (1) during entrance probation at the time of initial hire or promotion or transfer to a new position in which the employee has not been previously certified [See FSH 3340 A-2], or (2) during the course of a performance-related probationary period [See FSH 3340 A-2.a. and 3340 A-4.] [See APM 50.21].

B. Process.

B-1. Annual Performance Evaluations. Annual performance evaluations are completed during December-February for staff. Instructions and due dates are circulated annually by Human Resources (HR) to deans and directors, and subsequently forwarded by them to managers and supervisors according to college or administrative unit procedures. Staff are afforded the opportunity to provide written comments on their evaluations. Evaluations are signed by the staff member being evaluated, the supervisor performing the evaluation, and the departmental administrator or designee. The evaluation procedure is designed to be interactive and include a conference between the employee being evaluated and his or her supervisor where performance during the evaluation period and performance plans for the following year are discussed.

B-2. Entrance Probationary Performance Evaluations. Entrance probationary performance evaluations for classified employees are performed twice--one after three months and one just prior to the conclusion of the six-month (13 bi-week) entrance probationary period. Upon successful completion of the entrance probationary period, the employee is certified in the classification.

B-3. Performance-related Probation Performance Evaluations. Performance-related probation performance evaluations for classified employees are performed three times--one at 30 days following placement on performance-related probation, one at 60 days and one at the conclusion of the 90 day performance-related probationary period. Upon successful completion of performance-related probation, the employee is restored to certified status. In some cases, the performance-related probationary period may be extended. If performance-related probation is not completed successfully, employment is generally terminated [See FSH 3340 A-9].

C. Procedure. In early January, HR mails current instructions and due dates to each college or division. Completed evaluations are returned to HR by the date specified in the distribution memo. Original evaluations for classified and exempt employees are logged-in and filed in HR. Departmental procedures are as follows:

C-1. Review the Employee’s Job Description. Refer to the current job description for the employee being evaluated. Draft answers to evaluation form questions and rate the employee’s performance based upon the expectations and guidelines stated within the job description in effect for the period during which performance is being evaluated.

i) If there is no job description, or if the job description is outdated, a results-oriented job description (ROJD) should be created for the next segment of employment. See APM 50.55 for information on writing results-oriented job descriptions.

C-2. Request Self-evaluations. Provide the employee with a blank evaluation form and ask him or her to complete a self-evaluation. Review the self-evaluation and make any desired changes to the performance evaluation prior to meeting with the employee.

C-3. Gather Information. Refer to observations of performance and/or collect information on performance throughout the evaluation period from co-workers, other supervisors, and/or clients of the employee. Provide comments and specific examples. Many supervisors find that maintaining a desk file for each employee for the evaluation period helps them focus their ratings and comments, and provide examples to illustrate or justify ratings.

C-4. Meet with the Employee. Schedule a private time to meet and discuss the supervisor’s draft evaluation and the employee's self-evaluation. Review the job description with the employee, discuss performance plans for the next evaluation period; inquire of the employee regarding his or her plans or objectives for professional or skills improvement.

C-5. Complete Final Evaluation. Complete the final evaluation form using input from the employee, yourself, your supervisor if appropriate, and other appropriate sources, and provide an overall rating of the employee’s performance during the evaluation period.

i) If a particular rating category does not apply to the employee--for example "Human Resource Management" will not apply to an employee who does not supervise other employees--check NA and proceed to the next category.

ii) Ratings often vary from category to category. This is normal and reflects the employee's strengths and weaknesses.

iii) Decide how the employee's performance ranks overall and check the appropriate block under Supervisor's Overall Ratings. The overall rating should reflect total performance; however, the overall rating may or may not be a precise average of all the individual ratings because the different rating categories may have differing levels of importance for the position being evaluated.

C-6. Discuss Evaluation with Employee. Schedule and conduct a private review with the employee to discuss the evaluation. The three primary goals of the evaluation discussion are:

i) To review what is expected of the employee (goals, standards and objectives).

ii) To communicate the supervisor's evaluations and receive the employee's input.

iii) To identify corrective or development activities for the future which are documented in the (revised) job description, a copy of which is also attached to the evaluation in addition to the job description which was in effect during the evaluation period.

C-7. Evaluation Signature and Distribution.

i) The employee signs and dates the form, and adds any comments desired. If comments exceed the space provided, the employee should sign or initial the extra page(s).

ii) The supervisor completes the evaluation by signing the form and forwards it to the departmental administrator for review and signature.

iii) The departmental administrator reviews and signs the evaluation and sends it, together with a current (and revised, if applicable) job description, to HR. Copies of the evaluation (with the current and revised job description) should be distributed to the employee and the supervisor, and a copy retained by the departmental administrator.

a) Depending on procedures of each department, college or administrative unit, the departmental administrator may be the dean, director, or the person supervising the manager who completed the evaluation. A second supervisory or administrative signature is required to ensure the evaluation has been reviewed by someone other than the supervisor who prepared it.

D. Information.

D-1. Due Dates and Effect of Failure to Complete Evaluation. Evaluation due dates vary according to the type and purpose of evaluation.

i) Annual Evaluations. Annual evaluations are due in January-February for staff. Regents’ policy requires a completed performance evaluation as documentation of satisfactory-or-better performance to support annual salary increases.

ii) Entrance Probationary Evaluations.

a) Entrance probationary evaluations are due in HR at both the three and six month employment anniversary for newly hired or promoted classified staff (by the seventh and thirteenth pay periods of probationary employment, respectively).

b) Six month evaluations which document successful completion of the entrance probationary period certify the employee into that classification.

c) Entrance probationary periods may be extended beyond 13 pay periods for 50% time employees or employees taking Leave Without Pay (LWOP), or for up to another 90 days by the supervisor with information regarding the reason for the extension and the effective dates provided both to the employee and to HR.

d) In cases where entrance probation is extended, due dates for subsequent performance evaluations will be as specified in the written notice to the employee. Extension of entrance probation is at the discretion of the University.

e) Both three- and six-month evaluations must be completed and placed in the employee's personnel file in HR as legal documentation of performance. If the six-month probationary evaluation is not received within 30 days of the end of the probationary period, the employee is legally considered to have satisfactorily completed probation and is certified into the classification de facto.

iii) Performance-Related Probation Evaluations.

a) Classified employees may be placed on performance-related probation for unsatisfactory performance. [See APM 50.21]

b) Performance-related probation evaluations are due in HR at 30 days, 60 days and 90 days following placement on performance-related probation.

c) Ninety-day evaluations which document successful completion of a performance-related probationary period re-certify the employee into that classification.

d) Performance-related probation periods may be extended beyond 90 days for 50% time employees or employees taking Leave Without Pay (LWOP), or by the supervisor, with information provided to the employee and to HR regarding the reason for the extension, and effective dates.

e) All of the 30-, 60- and 90-day evaluations must be completed and placed in the employee's personnel file in HR as legal documentation of performance. If the 90-day performance-related probation evaluation is not received within 30 days of the end of the probationary period, the employee is legally considered to have satisfactorily completed performance-related probation and is re-certified into the classification.

f) Extension of performance-related probation is at the discretion of the University.

g) Less-than-satisfactory completion of performance-related probation results in demotion or disciplinary action up to and including termination of employment [See APM 50.21].

E. Evaluation Forms. Available from Human Resources, (208) 885-3638. Forms can be downloaded from HR Website.