(A)
Policy
statement
The university of Toledo strives to
have employees evaluated on at least an annual basis.
(B)
Purpose
The university of Toledo is committed
to providing timely and relevant feedback to employees about their job
performance, advancement opportunities, areas of strength and areas for
improvement.
(C)
Procedure
All management will have the overall
responsibility of ensuring that all evaluations are completed and submitted to
the human resources department
and talent
development "HRTD"
department in a timely
manner. Raters are expected to review the employee's past performance for the
entire reporting period.
Scores may be substantiated with
evaluator comments. The comments are to be as objective as possible.
Additionally, any rating that has a rating of one
two or less
of the values
or behaviors must have a performance improvement plan.
in any one of the pillars must have an action
plan.
The performance improvement
action
plan should include
dates of next review in those areas identified as needing improvement and
consequences for failure to meet expectations.
Each evaluation will include as part of
the process an interview between the rater and the employee giving an
opportunity for each to discuss the ratings. During the evaluation interview
the rater and the employee should discuss each dimension rated and the reason
for the rating. At this time the two parties should discuss and document any
future job performance expectations.
At the conclusion of the evaluation
interview the rater and the employee being evaluated will have the opportunity
to make additional comments on the form. At a minimum, the rater, and the
employee are required to sign the evaluation. Depending on the level of the
rater another level of review will be required. The signature memorializes the
date the evaluation procedures occurred, and does not indicate agreement by the
employee. The employee may submit a rebuttal to the evaluation to their direct
supervisor or to the human resources department
HRTD department
within ten
business days. The rebuttal shall be attached to the evaluation document. A
copy will be maintained in the department file as well.
(D)
Key foundational
elements for performance management
The university provides standardized
performance evaluation forms and support tools. Each department is required to
use these forms; however, additional evaluation aspects may be added after
consulting and collaborating with the human resources
HRTD
department. Performance
management is an on-going process that occurs during the rating period. Key
elements to this process include:
(1)
Performance
planning- Clear performance objectives are identified and communicated at the
beginning and throughout the performance cycle. These performance objectives
should align with unit and university goals and institutional
values.
(2)
Coaching- Coaching is a tool used to help develop the
employee and utilize their talents for individual and institutional success.
Coaching should occur on a regular basis and include a discussion of
professional development.
(3)
Feedback- Feedback is information about observed
behavior that is appreciative or constructive. Customers, peers and direct
reports can provide important feedback to supplement the supervisor's
observations. It is important to gather informal feedback as appropriate
throughout the year.
(E)
Responsibility
Human resources
The HRTD department
is
authorized and responsible for developing tools and procedures for effective
performance management. Departmental heads and supervisors are responsible for
developing a successful performance culture.
(F)
Types of
evaluation
(1)
Mid-probation: Hourly employees in a probationary status may receive an
evaluation at the mid-point of their evaluation period. The feedback maybe
informal (verbally) or formal (documented).
(2)
End of
probation
:
Hourly employees in a probationary status may, as
appropriate, receive a final probationary evaluation prior to the end of the
probationary period. Probationary periods may be extended by mutual agreement
of the appropriate parties.
(3)
Annual: All
employees are to receive an annual performance review.
(4)
Special:
Individuals may have their performance evaluated outside of the evaluation
schedule.
(G)
Annual due dates
(1)
Professional
staff
association "PSA"
and fraternal order of police ("FOP"): The annual evaluation
period
will be
is April first to March thirty-first. The annual evaluations
are due to human resources by June first. All performance evaluations will be
done according to this schedule, unless an evaluation was previously given to
the employee between October first and March thirty-first of the evaluation
period. If such an evaluation was issued, no annual evaluation is required
until the next evaluation period.
of the
following year, unless an evaluation was given within six months of the end of
the period being evaluated
.
(2)
Communication workers of America "CWA": CWA employees,
please refer to the collective bargaining agreement for the evaluation
period.
(2)(3)
University of Toledo police patrolman's association
("UTPPA"): The annual evaluation period is from January first through December
thirty-first.
(4)
American federation of state, county and municipal
employees "AFSCME": The annual evaluation due dates are to be staggered
throughout the course of the year. This is in an effort to offer relief to
departments with large numbers of employees. The staggered due dates will be
split alphabetically based on the last name of the employee. All performance
evaluations will be done on an annual basis unless an evaluation was given
within six months of the end of the period being evaluated and will be based on
last name. Please refer to the chart below for the evaluation due dates.
|
ALPHA
|
RATING PERIOD
Prior year
|
DUE DATE
Current year
|
|
A-D
|
1/1- 12/31
|
3/1
|
|
E-K
|
4/1- 3/31
|
6/1
|
|
L-P
|
7/1- 6/30
|
9/1
|
|
Q-Z
|
10/1 - 9/30
|
12/1
|
(H)
Evaluation
process responsibilities
(1)
The human resources
HRTD
department will track
evaluations received. It is the department director's responsibility to ensure
that all evaluations are completed thoroughly and timely.
(2)
It is the
responsibility of the evaluator to record their assessment of the employee for
the various values or behaviors
pillars
listed on the
performance appraisal tool. The evaluator's assessment will be based on
objective and demonstrated supportable data consistent with job duties
contained in the employee's job description. Consider the following:
(a)
Work product
documentation(s);
(b)
Written observation of job performance;
(c)
Significant job
related incidents;
(d)
Supplemental feedback- job related observations of
others who work closely with the employee including appropriate supervisors or
managers;
(e)
Goals and objectives as they relate to the employee's
responsibilities.
(3)
If the employee
has changed supervisors within the rating period prior to the due date of the
annual performance review, the new evaluator is to consult with the previous
supervisor and complete a joint performance review. If the previous supervisor
is not available, consultation with another person knowledgeable of the
employee's past performance should be made.
(4)
Where the
employee receives a rating of one
two or
less
in any one of the values or
behaviors
pillar
it is mandatory that comments are included on the
performance improvement
corrective
action
plan which indicates how the employee
can reach an acceptable level of performance.
(5)
It is the
responsibility of the evaluator to ensure that the employee's evaluation is
conducted in accordance with procedures outlined by human
resources
HRTD.
(6)
Mid and end
probationary evaluations are the overall responsibility of the department
directors. In the event that the employee is unsuccessful in their probationary
period the department director/designee is to contact the human resources
HRTD
department prior to the due date. Probationary removals must be authorized by
an appointing authority of the university.
(7)
The original
evaluation document is submitted to the human resources
HRTD
department for
processing. A signed job description is also to be attached to the performance
evaluation, if required.
Notes
Ohio Admin. Code 3364-25-45
Effective:
11/1/2018
Promulgated Under:
111.15
Statutory Authority: 3364
Rule Amplifies: 3364
Prior Effective Dates:
05/31/2018
