Performance Management Program

The performance management program is intended to help employees be successful in their jobs at Utah Valley University and participate in continuous feedback and support. Performance management also helps achieve individual, department and institution-wide results by:

• opening lines of communication;
• promoting a work environment in which goals are set and achieved through working together;
• coaching performance at different levels; and
• providing the tools to plan, maintain, and continuously improve future performance.

The performance management program applies to full-time, non-faculty staff.

Evaluation Cycle

• During the year - Effective and balanced coaching and feedback (performance feedback at least quarterly)
• January - Leaders meet with exempt employees for annual evaluation discussions and complete the Summation Form.
• February - Leaders meet with nonexempt employees for annual evaluation discussions and complete the Summation Form.
• March - Final reports submitted by HR to executive leadership
• For new, nonexempt employees - probationary evaluation discussions using the Summation Form held at 3 months of employment, 6 months of employment, and then annually thereafter.
• For new, exempt employees - probationary evaluation discussions using the Summation Form held at 6 months of employment, 12 months of employment, and then annually thereafter.

Evaluation Tools

• Summation Form - The main performance management tool that summarizes an employee's performance during a specific period of time (i.e., 3, 6 months or annual).
• Employee Performance Plan - An on-going plan that includes a set of clear expectations agreed to by supervisor and employee for the performance of a specific set of responsibilities as outlined in the job description. A plan includes major job requirements and added goals establishing long-term and short-term objectives, as well as projects appropriately assigned within the scope of the job. In essence, the Performance Plan along with any associated work plan becomes a portfolio of performance and forms the basis of the annual summation of performance.
• Preparing for a Performance Evaluation Discussion with an Employee - A guide to help leaders prepare for a performance evaluation discussion with their employees.
• Preparing for Your Own Performance Evaluation Discussion - A guide to help employees prepare for a performance evaluation discussion with their leaders.
• Performance Evaluation Discussion Checklist - Designed for leaders, provides a list of performance characteristics leaders may wish to address with employees during an evaluation discussion.
• Employee Performance Improvement Plan - A formal plan prepared to address performance concerns. The employee and supervisor agree upon and commit to a specific plan of action for improvement of performance, within a specific timeframe, that includes possible action to be taken if performance does not improve. Should be used when an employee is rated as "Does Not Meet Standard."

Evaluation Process

• All employees should have individual work plans that are the portfolio of employee performance. The individual work plan, along with additional supporting materials, may also be found on the UVLink. Work plans are not submitted to HR.
• Leader and employee evaluate the employee's performance based on the employee's work plan. The leader may also choose to use the Performance Evaluation Discussion Checklist as a guide. The leader records the employee's annual performance on the Summation Form.
• Leaders should discuss an employee's summation with the second level leader prior to meeting with employee.
• Employee and leader discuss and sign the completed annual performance summation.
• The employee, leader and second level leader's signatures are required.
• Forms with missing signatures will be returned.
• A signed, original copy of the performance summation should be returned to HR by the due date.
• Please do not send electronic copies of the Summation Form.

Reference:

Policy #331 - Performance Management System for Non-Faculty Staff

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Instructions

2009 Annual Performance Evaluation Announcement (pdf)
UVU Performance Management Program - Overview (pdf) - printable copy of text above
Performance Evaluation Discussion Checklist (pdf) - for Leaders
Preparing for a Performance Evaluation Discussion with an Employee (pdf) - for Leaders
Preparing for Your Own Performance Evaluation Discussion (pdf)

Summation Form

2009 Performance Management Summation Form (doc)
2009 Performance Management Summation Form - NCAA Version (doc)
(Athletics Department employees and NCAA required positions only)

Additional Resources

Employee Individual Work Plan - Template (xls)
Employee Performance Improvement Plan (doc)

Questions regarding performance evaluations may be directed to the Human Resources Department at extension 8207.