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Campus Policy-Covered Staff Performance Appraisal Project Updates

Learn about the Staff Performance Appraisal Project: Phase 1 for non-represented staff.

Campus Policy-Covered Staff Performance Appraisal Project  - Project Updates

Last updated August 24, 2018

The primary goals of the Staff Performance Appraisal (SPA) project are to simplify and standardize the performance appraisal process for supervisors and make performance appraisals more meaningful and transparent for staff.  This project is in response to the feedback received from a Campus Human Resources IdeaWave campaign conducted in late 2015;  the project was launched in September, 2016, starting with Phase I.

Phase I of this project focuses on policy-covered (non-represented) staff, excluding Health Sciences and Medical Center.  

The following are the project outcomes of the Staff Performance Appraisal (SPA) Project:

  • Standardized appraisal process  - all VC areas will adopt and use the same appraisal process and model when conducting performance appraisals with career policy-covered (non-represented) staff.  

  • Updated performance standards (Core Values)Customer Service, Principles of Community, Health & Safety, and Leadership/Management/Supervision are the Core Values that define the general performance criteria  for policy-covered positions.  Key performance indicators (KPI’s) have been developed for each Core Value to allow for more transparency and consistency of definition and application.

  • Redesigned rating scalea new 5-point rating scale has been designed to include competency-based performance descriptors assigned to each rating level.  The descriptors allow for broader supervisory conceptualization and interpretation of how each rating level can be applied and allows for more transparency, consistency of application and meaningful discussion with staff. 

    • Outstanding Achievement – Demonstrated outstanding achievement in performance standard expectations and goals throughout the entire appraisal cycle.
    • Achieved More than Expected - Exceeded performance standard expectations and goals consistently throughout the entire appraisal cycle.
    • Achieved Expectations and/or Results - Achieved performance standard expectations and goals consistently throughout the  performance cycle.
    • Partially Achieved Expectations and/or Results - Achieved some, but not all, performance standard expectations and goals. There is need for improvement in some areas of performance.
    • Did Not Achieve Expectations and/or Results - Did not achieve performance standard expectations and goals.
    • An additional assignment of Not Applicable (N/A) can be applied to any areas of responsibility that the employee had been previously directed not to perform AND to any of the leadership definitions and criteria that do not apply to that particular position.
  • Electronic appraisal form – electronic form replaces paper-based format; form is to be completed online, using Single Sign On for signature.  Form is integrated with the JDOnline and MyTime systems so that areas of responsibility (job duties and responsibilities) and supervisory hierarchy are automatically associated with each applicable position.

  • Optional appraisal cycle – two appraisal cycle options are available that each VC area can choose from:

    • Winter Cycle: January 1st through December 31st . Appraisals are to be electronically submitted to Campus Human Resources in mid-February.
    • Spring Cycle: May 1st through April 30th Appraisals are to be electronically submitted to Campus Human Resources in mid-June.
  • Online supervisory training – supervisory training focuses on the basic principles of performance management and elements of conducting a performance appraisal.  Adopting a more conversational approach in conducting informal and formal appraisals and using the key performance indicators to identify and describe behavioral examples of demonstrated performance is highlighted.  Quarterly informal performance conversations are recommended as a best management practice. 

  • Campus-wide communications – email notices, town hall meetings, department meetings, and online form demonstration sessions will be provided for all policy-covered staff and supervisors of policy-covered staff on an ongoing basis.