Empowering a Community of Excellence

FAQs for UPS and USS Evaluations

What type of “form” or process is used for the evaluation?

Staff Evaluations are completed in the University’s Performance Management System.  Annual evaluations and probationary evaluations are launched automatically by Human Resource Management (HRM). Special evaluations or Performance Improvement Plans are launched by HRM at the request of a supervisor.  To access the Performance Management System, please log in at mytalent.ku.edu. For more information about the Performance Management System, please see available Step-by-Step Instructions and Tutorial Videos

When should annual evaluations be completed?

Performance evaluations must be completed and acknowledged by the supervisor and by the employee by March 1 of each year. Although each University division may set an internal deadline, Human Resource Management requires evaluations be completed by March 1 to prepare for the annual merit recommendation process.

How are evaluation records maintained?

The Performance Management System is the system of record for staff performance evaluations. All performance evaluations and Performance Improvement Plans are a permanent part of the employee’s personnel record.

Are employees required to acknowledge their evaluation form?

It is recommended that the evaluation be acknowledged by both the employee and the supervisor upon the conclusion of the review. Employees who disagree with the evaluation may decline to acknowledge the evaluation; however the evaluation is still kept in Performance Management System, and the Performance Management System is the system of record for evaluations. If an employee declines to acknowledge the evaluation within the Performance Management System, the supervisor can request that Human Resource Management (HRM) move the form forward without the electronic acknowledgement, but the supervisor must have met with the employee and reviewed the evaluation with the employee first.  In the event an evaluation is appealed and overturned; modifications to the existing evaluation will be documented in the employee’s file as appropriate.

How does a staff member appeal a performance evaluation rating?

Staff members may appeal performance evaluation ratings as specified in the applicable process for USS (USS Evaluation Appeal Process Policy) or UPS (UPS Evaluation Appeal Process Policy).

What relationship exists between annual evaluations and merit increases?

Annual evaluations serve as one factor in determining merit increases. Other factors may include professional conduct, additional or different duties assigned, special projects, needed market, compression or other salary adjustments, skill acquisition, etc.  Staff who receive an overall rating of “unsatisfactory” are not eligible for merit. Additionally, if an evaluation is not completed for an employee for the most recent evaluation period, the employee may not be eligible for merit. The amount of merit awarded cannot be appealed.

Does an unsatisfactory evaluation preclude an employee’s ability to qualify for a merit increase?

A less than satisfactory evaluation rating disqualifies Unclassified Professional Staff and University Support Staff employees from receiving a merit increase for the upcoming fiscal year.

What role does HRM serve in the evaluations process for staff?

HRM consults confidentially with staff and/or managers regarding performance and/or communication difficulties to identify options for resolving conflicts. Upon request, HRM may facilitate discussions between employees and supervisors regarding clarification of goals or conducting the evaluation. HRM advises supervisors and managers on the processes for addressing inadequate performance. HRM will provide information from the Performance Management System, upon request from the Budget Office, to determine merit eligibility based on the most recent overall evaluation ratings.

How does the evaluation process relate to possible disciplinary action or termination of employment?

Inadequate performance, as documented by an evaluation, may be grounds for disciplinary action, subsequent off-cycle special evaluations or Performance Improvement Plans, or lead to a recommendation of employment termination as specified in the Disciplinary Action Policy for Staff. HRM must review all termination recommendations.

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