Empowering a Community of Excellence

Performance Evaluations for University Support Staff (USS)

Performance evaluations are required for all University Support Staff members on an annual basis. Information about the evaluation process and required forms are provided below. For additional information, please visit the Policy on University Support Staff (USS) Performance Evaluations ».
 

Objectives

The objectives of the performance evaluation process for USS are to:
  • Provide employees with feedback to improve or maintain job performance
  • Identify areas for employee development
  • Set performance standards and goals for the next review period
  • Recognize job-related accomplishments
  • Enhance communication and working relationships

Evaluation Forms

The University is currently implementing an electronic Performance Management System as a component of Goal 5 of KU's strategic plan, Bold Aspirations, which stipulates that "Developing Excellence in People" is a key to the long term success of the university.  The third and final phase of implementation will occur in 2017.  Departments included in the first two phases of implementation will use the performance evaluation form within the Performance Management System to evaluate performance of calendar year 2016.  To access the Performance Management System, please log in at mytalent.ku.edu.  For more information about the Performance Management System, including a listing of what departments are in the final phase that will begin 2017, please visit the Performance Management System Project Page. The forms listed below are available to departments awaiting implementation of the Performance Management System.

The paper evaluation process for USS employees consists of the following three forms:

Evaluation Process

To learn more about the evaluation process and associated forms, please refer to the step-by-step process below for both employees and supervisors:
  1. Review position Description
  2. Provide employee Input
  3. Provide rating
  4. Review Goals/Objectives
  5. Summarize evaluation
  6. Rate overall performance
  7. Sign Evaluation
  8. Appeal Evaluation
  9. Submit Evaluation

Step 1: Review Position Description: 

The first step in the performance evaluation process is for the supervisor and employee to discuss, review, and update the employee's position description. Duties on the position description are basic job requirements and should accurately represent the duties actually performed and their level of responsibility. This review is important because meeting job requirements listed on the position description represents at least satisfactory performance for purposes of the evaluation. Go to top

Step 2: Provide Employee Input

Supervisors are required to provide employees with the Employee Feedback Form and encourage employees to provide personal input. It is optional for the employee to provide personal feedback; however, the supervisor must indicate that the opportunity was offered on the performance evaluation form. Go to top

Step 3: Provide Rating

Supervisors are to use the Performance Evaluation Form and evaluate an employee's performance with one of the following ratings: 

  • Exceptional
  • Exceeds Expectations
  • Meets Expectations
  • Unsatisfactory

Please note, other job related factors may also contribute to the rating. Some examples of other factors which may be taken into consideration are listed below. Supervisors may make comments about these factors in the “Comments” section of the form.

  • Creativity/Innovation /Problem Solving: Demonstrated contributions to the job that are characterized by independent and resourceful actions, requiring minimal supervision; or by suggestions, changes or improvements in work that add value and efficiency of operations; or by identifying and acting upon appropriate alternatives to resolve problems.
  • Teamwork/Team Approach: The degree to which the employee demonstrates a team approach or teamwork by promoting cooperation and collaboration.
  • Management of Resources: The success demonstrated by the employee in managing resources for which the employee is responsible. For purposes of this rating factor, “resources” should be considered broadly and might include: unit funds and budget, human resources, personal work time, equipment, tools, etc.
  • Resource Person: Acts as the department's or the unit's “go to” person for information. Is an information source for areas within the employee's job duties and demonstrates ability to provide referral information as well with areas outside of the employee's job duties or expertise.
  • Communication: The success with which the employee communicates and receives ideas, messages, or information.
  • Additional Coverage: Recognition of an employee who consistently provides coverage in addition to their regular workweek for emergency situations or special events/projects.
  • University Service: Recognition of an employee who provides service to the University through governance or professional activities in addition to performing their job responsibilities.

If an employee receives either an "Exceptional" or "Unsatisfactory" rating, the supervisor must provide comments to further describe the employee's performance. Supervisors can provide comments for all other ratings, but it is not required. Go to top

Step 4: Review Goals/Objectives

At the end of the rating period, supervisors must assess the employee's progress for each of the goals/objectives established at the beginning of the rating period. The employee's progress can be assessed as “Goal Met,” “Not Met,” or “In Progress.” Comments are strongly recommended to track progress, and employees should submit the completed Goals/Objectives form to HRM. Please refer to Goals/Objectives Setting for more information. Go to top

Step 5: Summarize Evaluation

To summarize an employee's performance, the supervisor must provide a rating for the following work factors:

  • Quantity of work
  • Quality of work
  • Working Relationship with Co-worker(s)
  • Customer Focus
  • Leadership (required for some positions)

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Step 6: Rate Overall Performance

Supervisors should evaluate the employee's overall performance by considering input from the following:

  • The "Employee Feedback" form
  • The employee's overall job performance for all evaluation factors, including any evaluative comments, and goal progress as specified in the "Rating of Goal Achievement" for this rating period.

Supervisory comments on the employee's overall performance are required and must be consistent with the overall ratings for evaluation factors and goal achievement. The employee may add remarks in the "Comments by Employee" section after receipt of the performance evaluation.

Please note, evaluation ratings recorded with the State of Kansas will be condensed into one of two ratings allowed by the State: Satisfactory or Unsatisfactory. The KU ratings of "Exceptional", “Exceeds Expectations” and “Meets Expectations” will be condensed into the State’s rating of “Satisfactory.” A performance evaluation rating of "Meets Expectations" is required for employees to be eligible for any available salary step increase and longevity bonus. 

After completing the evaluation, the supervisor is required to establish appropriate goals/objectives for the next rating period. Go to top

Step 7: Sign Evaluation

The performance evaluation must be reviewed with and signed by the employee (or witnessed if the employee does not sign) before sending the signed form to HRM.  Signatures of the supervisor and reviewer are also required.   Please note, a reviewer signature is not required if the supervisor is a chair or department head. (A reviewer is either a department head, the supervisor/manager of the immediate supervisor, or designee as determined by the appointing department.) Go to top

Step 8: Appeal Evaluation

A regular employee may appeal an evaluation rating, other than "Exceptional", up to 7 calendar days after signing the evaluation. If you wish to appeal your evaluation rating, please complete the Appeals Form and submit it to HRM for review.​ Go to top

Step 9: Submit Evaluation to HRM

When the performance evaluation is completed, the unit should print off and submit the following signed forms to HRM:

  • Performance Evaluation for University Support Staff - including Summary of Evaluation
  • Goals/Objectives for the rating period being evaluated
  • Employee Feedback - if the employee chose to provide feedback

Be sure to retain a copy for departmental records and provide a copy to the employee being evaluated.

The department should retain the signed copies of the Goals/Objectives to use with the evaluation for the next rating period. Do not submit them to HRM. Go to top


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