University policy requires that all regular University employees be provided with “the opportunity to discuss job performance with supervisors in order to enhance effectiveness as University employees and to facilitate both the establishment and the accomplishment of goals and objectives.” When used effectively, the performance review can clarify expectations, identify opportunities for staff development, improve communication, enhance job satisfaction, and increase motivation. Regular University staff members who have completed their six-month probationary period should have a face-to-face meeting with their supervisor at least once annually to discuss their performance and identify opportunities for professional development and organizational improvement.
All non-faculty staff should receive a face-to-face review of their performance on an annual basis. Employees on approved leave of absence should be evaluated within one month of return from leave. Newly hired staff should receive an evaluation of their general performance and a review of prospective goals and development opportunities at the end of their six-month probationary period.
Members of the Chancellor’s Executive Team have established review periods and due dates for each division according to the schedule below:
|Unit:||Review Period:||Due Date:|
|Academic Affairs||January 1 – December 31||May 1st|
|Lupton Library||April 1 – March 31||May 1st|
|University Advancement||January 1 – December 31||May 1st|
|Student Development||May 1 – April 30||July 1st|
|Athletics||July 1 – June 30||Aug 1st|
|Chancellor’s Direct Reports||July 1 – June 30||Oct 1st|
|FOIT||July 1 – June 30||Oct 1st|
Department Heads, Directors and other unit supervisors seeking an alternative review period or due date, should consult with division Vice Chancellor and communicate such revisions to the Office of Human Resources.
Department Heads and Unit administrators should insure that all regular staff (exempt and non-exempt) in their area of responsibility complete Part I of the SPDR form (Staff Self-Assessment and Development Proposal) and that each employee has a personal interview with his/her supervisor to review Part II (Performance Review Summary) and Part III (Overall Evaluation and Individual Development Plan). During this face-to-face meeting there should be a discussion of performance during review period, goals, and opportunities for development. The original of the completed SPDR form with appropriate signatures should be forwarded to the Office of Human Resources.
The Optional Performance Improvement Plan can be used by supervisors after completing Part II – The Performance Review Summary section of the SPDR to address areas needing attention with employees receiving overall ratings of Sometimes Achieves Expectations or Rarely Achieves Expectations on the summary form. It also provides an opportunity to discuss specific improvements needed for employees to Fully Achieve Expectations.
The Optional Administrator, Supervisor or Peer Review Form allows supervisors to collect feedback about an employee’s performance from those who work with the employee. This document can serve as a 360- degree review instrument. The form should be completed at the supervisor’s request and returned to the supervisor.
The optional forms and the current version of the SPDR form for 2013 are posted on the HR website at http://www.utc.edu/human-resources/forms.php