Shepherd University

Performance Management

Training

Spring 2021

Presented by:

Tammy GillAssistant Director of Human Resources

Donna ShipleyHRIS Specialist

Shepherd University

• Summary of Changes in Performance Management

Program

• Goal Setting

• Importance of Feedback and Documentation

• Performance Evaluation Competencies, Goals & Ratings

• Performance Improvement Plans

• Employee Self Evaluations

• Preparing for the Performance Discussion

• Steps of Performance Evaluation Process

• Using the new HR System (People Admin) to complete

Performance Evaluations

Agenda

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Summary of Changes in

Performance Management Program

• Changes were initially announced in

spring 2019 and have evolved.

• Renewed emphasis on supervisors’

responsibility for carefully and accurately

evaluating employees’ performance.

• Program ties performance to salary

increases or other rewards for classified

and non-classified staff, if funding is

available.3

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Summary of Changes in

Performance Management Program

(continued)

• The evaluation cycle is May 15 to

May 14.

• Each employee must have a

minimum of 3 goals.

• Competencies have been modified

and reduced from 7/8 to 4/5.

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Summary of Changes in

Performance Management Program

(continued)• Ratings for competencies and goals are

on a scale of 1 – 10.

• Competencies and goals are weighted

equally.

• Overall rating will be total number of points

assigned in proportion to number of points

achievable.

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Summary of Changes in

Performance Management Program

(continued)

• 50 possible points for non-

supervisors

• 60 possible points for supervisors

Total points include competencies and

completion of prior goals.

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Summary of Changes in

Performance Management Program

(continued)

• Updated Performance Management

Program document is posted on the

HR webpage.

• Performance evaluations will be

completed in the new module of

PeopleAdmin – SelectSuite 7.

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Setting SMART Goals

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Purpose of Required

Performance Goals

• Creates a focus for performance

evaluations.

• Sets measurable standards.

• Provides a pathway to improvement,

growth, and opportunity.

• Motivates employees to perform at their

best.

• Targets training and coaching needs.

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Development

• Employees don’t always know what they are not doing well.

• Even when they do know their deficiencies, they may not

know how to fix them.

Encouragement

• Recognizing the right behaviors will encourage more of the

same.

Redirection

• Helping employees find a better way to do things can

improve future results.

• Feedback can help correct a poor habit – behavior, attitude,

competency.

Importance of Feedback

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• Employees should not learn about deficiencies for

the first time on their annual performance

evaluation.

• Conversations and documentation should occur

throughout the year.

• Disciplinary documents should be signed by the

employee and must be given to HR for the

employee’s personnel file.

• Disciplinary write-ups should be taken into

consideration when completing the annual

performance evaluation.

Importance of Documentation

Throughout The Year

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Performance Evaluation Competencies

Supervisors will rate each competency on a scale

of 1 - 10:

• Quality of Work/Excellence

• Quantity of Work/Productivity

• Civility and Cooperation

• Reliability and Accountability

• Supervisor and Management Skills (scored only

for staff with supervisory responsibilities)

*Please refer to Performance Management Program

document for definitions. 12

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Ratings for Competencies

• 1 = Unacceptable performance

• 5 = Meets expectations

• 10 = Outstanding performance

• Ratings of 1 - 3 or 8 – 10 require the

supervisor to include a justification in the

comments.

• Supervisors are encouraged but not

required to include comments for all ratings.

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Ratings for Completion of Prior

Goals

Supervisors will rate the completion of goals

on a scale of 1 - 10:

• Fully Completed Goals = 10 points

• Partially Completed Goals = 5 points

• Did Not Complete Goals = 1 point

*Reminder – total points for non-supervisors is 50

and total points for supervisors is 60.

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Approval of Second Level

Supervisors• Second Level Supervisors – the

supervisor of the supervisor completing an

evaluation.

• Must review and approve the ratings and

performance goals established for next

evaluation period before it is discussed

with an employee.

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Performance Improvement Plans

• Required for an employee who receives

any individual competency rating of 1 – 3.

• Improvement Plan can be entered in the

Performance Improvement Plan tab of

evaluation.

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Improvement Plans

At defined period

Explain potential consequences

Schedule regular follow-up to track

progress

Improvement must be sustained

Follow-Up/Guidelines

Describe specific action items

required

Include a timeline,

generally 60 – 90 days

Summary of Improvement

Needed

Summarize reasons for the

Improvement Plan

Include examples and why they

present problems

Be clear and concise

Detail of Issue(s)

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Employee Self Evaluation

• Self evaluations are required for all

employees.

• Set aside adequate time to complete.

• Primary goal is to reflect and highlight your

accomplishments over the year.

• Critically assess areas that need to be

developed or improved.

• Keep the focus on you.

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Employee Self Evaluations

• Make note of professional development

and training activities or needs.

• Think about career goals and what you

need to attain those goals.

• Be as objective, honest and realistic as

possible.

• Be comprehensive, but concise and

specific.

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Preparing for the Performance

Discussion - Supervisors

• Set aside adequate time.

• Gather information as needed and analyze

performance.

• Develop talking points.

• Schedule meeting in a confidential

location.

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Preparing for the Performance

Discussion - Employees

• Review your self evaluation and job

description.

• Share with your supervisor what you

need to do your job more efficiently.

• Provide your ideas on how to resolve any

concerns/problems.

• Prepare any questions.

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Steps of Performance

Evaluation Process

May 1 – May 31

1. Supervisor creates performance evaluation

and submits it to each direct report.

2. Employee completes and submits self-

evaluation to supervisor.

3. Supervisor completes evaluation ratings and

establishes goals for new performance

period.

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Steps of Performance Evaluation

Process (continued)

June 1 – June 20

4. Supervisor submits evaluation to second-level

supervisor for their review.

5. Second-level supervisor reviews evaluation and

either changes or approves evaluation and

sends back to supervisor.

6. Supervisor submits completed evaluation to

employee.

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Steps of Performance Evaluation

Process (continued)

June 1 – June 20 (continued)

7. Supervisor holds meeting with employee to

review performance evaluation and new goals.

8. Employee acknowledges evaluation.

Comments can be included by employee, but

are not required.

9. The evaluation is marked as completed.

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Steps of Performance Evaluation

Process (continued)

June 21 – 30

• HR will review each evaluation to ensure

justifications are included of highest/lowest

ratings, second-level supervisor approval,

and PIP plans are completed, where

necessary.

• All overall ratings for employees will be

compiled and submitted to ELT for review of

merit pay decisions and rewards, if available.

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Probationary Performance

Evaluations• Conducted at 3 and 6 months respectively.

• Probationary evaluations are automatically

triggered based on employee’s hire date.

• Steps in process are similar but exclude

approval by second level supervisor.

• We are tentatively planning for

probationary evaluations to be generated

from SelectSuite7 starting May 1.

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Using the HR System

(People Admin – SelectSuite

7) to complete Performance

Evaluations

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The initial password and

username are the same.

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The password must be reset after the initial login.

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The supervisor will receive an e-mail with an action item to create a

performance evaluation for their employee(s).

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Supervisors can view the “Reviews Dashboard” to see the status of all

performance evaluations.

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Remember to save often!

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Employee receives e-mail with action item to

complete their self evaluation.

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Supervisor receives e-mail with action item to

complete supervisor evaluation.

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A Performance Improvement Plan is only required for employees who receive

any individual rating lower than 4 on a competency.

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Shepherd University

The evaluation has now been sent to the second level supervisor for review

and approval.

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The second level supervisor receives e-mail with action item to review/approve

evaluation.

*Supervisors cannot review/share the performance evaluation with the employee

until after this step is completed.*

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Shepherd University

If changes are required, the second level supervisor should select “Return” and

enter comments as to what needs to be changed by the supervisor. Comments

entered here are not visible by the employee.

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Shepherd University

If the second level supervisor returns the evaluation to the supervisor,

comments are shown at the top of the page.

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Once the second level supervisor has approved the employee’s performance

evaluation, the supervisor will receive an e-mail with the action item to complete

the “Review Meeting”.

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Shepherd University

Once the supervisor has reviewed the performance evaluation with

the employee, click on “Complete”. The performance evaluation is

then submitted to the employee for acknowledgement.

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Shepherd University

The employee acknowledges the performance evaluation by clicking the

“Acknowledge” button found on the Performance Improvement Plan tab.

Comments can also be entered in the comment box, but are not required.

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Shepherd University

Shepherd University

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Instructions

• Click here for Performance Evaluation

Instructions for Employees.

• Click here for Performance Evaluation

Instructions for Supervisors.