HR Policies: 6.10.6
Performance Dialogue
Subject: Encouraging Employee Growth
Number: 6.10.6
Issued: 10/1/80
Revised: 2/28/03
Purpose
The performance dialogue process provides an opportunity for an ongoing
exchange of views between a supervisor and the support staff regarding
job results and performance planning. The performance
dialogue process is designed to promote communication between supervisors
and staff, improve job understanding, promote more effective job performance
and on-the-job staff member development, and provide a basis for salary
improvement decisions.
Applicability
The performance dialogue process applies to all regular full-time
and regular part-time nonacademic staff of the university.
Responsibility
Deans or executive officers are responsible for the program within
their units.
Frequency
Each staff member's performance is to be formally evaluated by the
immediate supervisor at least once every calendar year. In addition,
discussion between a supervisor and staff member concerning job
performance should occur routinely and regularly throughout the
year. The staff member shall receive a copy of the completed performance
dialogue form.
Annual Dialogue
The performance appraisal process provides for an annual review
of position descriptions and an annual assessment of job responsibilities.
Individuals should be evaluated only for job responsibilities discussed
in advance and mutually understood by both supervisor and staff
member.
Each evaluation should include, at a minimum, a review of the staff member's job description and assigned responsibilities, and an assessment of the staff member's performance in the job, including strengths and areas in which improvement is needed.
Supervisory Review
The supervisor should review the results of all dialogues in detail
with his/her immediate supervisor. Such review should include a
summary of planned development efforts.
The Dialogue Interview
An interview should be scheduled between the supervisor and the
staff member. Where appropriate, specific steps to improve job performance
or promote staff member development should be stated. The interview
should be structured to encourage discussion of the dialogue, and
clarification of the written review.
Overall Ratings
An overall rating of "performance clearly below acceptable
levels" should be supported by attaching a letter documenting
specific examples of performance.
Supervisory Supplement
A Supervisory Supplement should be used to evaluate the performance
of staff who have supervisory responsibilities and who have been
identified as supervisors through the classification process.
Administration
The employing department should keep copies of performance evaluations
for three years.
Appeal Process
In the event a staff member disagrees with any part of the performance
dialogue, the staff member may attach supplementary, explanatory
materials to the dialogue form. These will become a permanent part
of that record. The staff member's signature on the dialogue form
simply acknowledges receipt of the dialogue and does not necessarily
constitute agreement with the content of the dialogue.
If, from the staff member's point of view, the dialogue form is not factually accurate, the staff member may request a review by the supervisor and department head. If the disagreement remains regarding facts noted in the dialogue form, the staff member may file a formal grievance using the university's grievance procedure.
Contact the local hr representative or designee or Organizational Development Services (607) 254-6400 for more information.