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Performance Management Process

Frequently Asked Questions Concerning:
Position Descriptions, Self-Assessments and Evaluations

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All Employees

 
 

Supervisors

 
 

Organization Managers

 

All Employees

  • *NEW* What is the new PM Electronic Signature Process?
  • Why is Performance Management important to me as an employee?
    • Performance management allows an employee the opportunity to understand their job duties, responsibilities and associated performance standards through the establishment of mutually understood standards for measuring performance; plus receiving feedback on how they are performing as well as areas for improvement. Employees will further enhance their job performance and professional development.
  • How do I get to the Performance Management System?
  • I think my Position Description needs to be changed. How do I do that?
    • Ask your supervisor to sit down with you and review your Position Description and decide on any changes that need to be made to the document.  When your supervisor makes the changes in the online system, submits, and signs the new PD, you will receive an email instructing you to access the system and electronically sign the new PD.  You will then get an email with a copy of the signed PD attached. The updated PD will be automatically sent to your personnel file.
  • What time period is the evaluation for?
    • Evaluations are for a calendar year time period, January through December.
  • Do I have to do a self-assessment? What should I write about?
    • Employees are highly encouraged to take the opportunity to complete a Self-Assessment, although it is not a mandatory part of the Evaluation process. Look for tips on how to complete your self-assessment on the Performance Management website. Your self-assessment should not be a copy of your job functions from your Position Description. Look back over the year and write about the portions of your job where you excelled or highlight the completion of special projects. This is also your opportunity to let your supervisor know about any improvement suggestions you have as well as any training classes you would like to attend or new skills/functions you would like to learn.
  • What if I have not had time to accomplish the goals set last year? Will that keep me from getting a merit increase?
    • The eligibility for a merit increase is based on the overall score of your Evaluation. Your supervisor can extend your goals period if circumstances of your job kept you from being able to successfully complete the goals set during your last Evaluation. In that case, the non-completion will not affect your overall score.
  • What if I do not get an overall score of "4"? Will I not get a merit increase?
    • The guidelines for eligibility for merit, if announced, will be set in the budget prep instructions. It is anticipated that an overall score of "4" will be a factor in merit eligibility.
  • If I do not get at least a "4", can I appeal my Evaluation?
    • An employee may submit a written statement concerning their Evaluation to Human Resources. That statement will become a permanent part of the employee’s personnel file. An employee may also follow the complaint procedure found in OP 70.10. However, this will not change your overall score.
  • How is this years’ rating going to be influenced by last years’ rating?
    • This year’s rating is not influenced by last year’s rating.
  • Is any increase/decrease in overall rating legitimate and justified?
    • An increase or decrease in an overall rating compared to the previous year may be justified by the performance of the employee over the past year as determined by the supervisor.
  • Can my supervisor’s assistant complete my Evaluation?
    • No, only the supervisor can complete and submit their employee’s Evaluation.
  • Is there anything else I need to do this year along with my evaluation?
    • No, just enjoy using the online submission and electronic signature process.

Supervisors

  • Why is Performance Management important to me as a supervisor?
    • Performance Management provides supervisors with a process to establish and communicate performance standards and job-related expectations with their employees. This will increase organizational effectiveness by developing employees’ potential and provides documentation that supports employment related promotion, retention, discipline, and salary decisions.
  • The system is not working right for me, who should I contact?
    • Please contact your local Human Resources office for assistance with system issues.
  • What if I don’t have to update a Position Description, do I need to have another one for this cycle?
    • No, the employee’s 2013 Evaluation will populate with the job functions from the latest completed Position Description in the system. If there was not an update to last year’s Position Description, those job functions, etc. will fill this year’s Evaluation form.
  • When should an employee’s Position Description be updated if their role changed in December?
    • The employee should be evaluated using the position description up to the change in duties in December. When you open an evaluation for an employee, the most recent completed Position Description will populate the evaluation form. So, do not complete/submit a new Position Description for that employee until after you have submitted the evaluation for the job held up to the change in December.
  • Where do I find an organization chart?
    • Most departmental administrators have an organization chart of your department for you to use with Position Descriptions. There are templates for organization charts available in Word and other software applications.
  • How do I clone and update a Position Description?
  • I want my admin person to do the Position Description updating, how do I accomplish that?
    • You may set your admin employee as a reviewer on a Position Description to help with editing. However, only the supervisor can complete, submit, and electronically sign a Position Description.
  • How will my employee know what they will be evaluated on?
    • The supervisor should review employees’ Position Descriptions with them routinely throughout the year. There should not be any surprises to the employee when they see their evaluation.
  • Is a score of "4" going to be the breaking point for a merit increase this year?
    • It is not known at this time if a merit program will exist for FY 15. However, if merit is available, the eligibility will be a score of "4" or higher.
  • How is this years’ rating going to be influenced by last years’ rating?
    • Last year’s rating does not affect this year’s rating. The only sections of the Evaluation that are carried over from the previous Evaluation are the education plan and the performance improvement plan.
  • What should I do if I started an Evaluation form but the information from the Position Description did not transfer over?
    • Be sure that the Position Description has been completed and submitted before opening an Evaluation form for an employee. If you opened the Evaluation form before there was a submitted Position Description, you must delete the Evaluation form and begin again.
  • Do I still send a printed copy of the Evaluation to my Human Resources office?
    • No, the PM system is now enhanced with the ability to accept online signatures.  Once the Evaluation has been signed by the supervisor, employee and admin level, it will be electronically sent to the employee’s personnel file.
  • Will it be possible for administrative assistants to enter in the Position Description and Evaluation information on behalf of faculty/chairs?
    • An administrative assistant can be designated as a reviewer by the faculty/supervisor on the Position Description or an Evaluation and then may edit the Position Description at their instruction, but cannot complete, submit, or sign the document. Only the faculty/supervisor should work on an employee’s Performance Evaluation from the beginning to submission.
  • When are staff Evaluations due in 2014?
    • Staff Evaluations will be accepted beginning January 1, 2014. Evaluations are due on February 28, 2014.
  • Can the Evaluation be submitted electronically this year?
    • YES!  The supervisor, employee and admin level supervisor will sign the evaluation online.  When all signatures are completed, the form will automatically be sent to the employee’s personnel file.  Do not send a hard copy to your HR office.
  • What other employment actions would/could be affected by the annual Evaluation?
    • Staff Evaluations are used in many HR processes, such as promotion, reclassification, wage determination, and discipline.
  • Should I just ensure that all my employees at least get a 4.0 overall score on the evaluation if that is the cut off to receive a merit increase?
    • No. Remember that the evaluation should be an accurate reflection of the employee’s performance. This tool should be used as a communication between the employee and supervisor for coaching the employee. It should be as objective as possible. It is the supervisor’s responsibility to ensure this form is accurate and often that means having difficult conversations about the employee’s performance. Also remember, that this form will be looked at in considering all the actions addressed in the question above.
  • Who is responsible for an evaluation when an employee has dual reporting lines for one job?
    • Where dual reporting lines exist, the primary supervisor is responsible for ensuring the inclusion of the secondary supervisor in the evaluation process. The primary supervisor is identified as the one who approves the employee’s web time entry. The primary supervisor is responsible for conversing with the secondary supervisor on the employee’s performance prior to the completion of the evaluation. Throughout the year, should performance concerns occur, the primary supervisor must share performance concerns with the secondary supervisor, and vice versa.

      Both supervisors are mutually responsible for holding regular performance discussions and align performance expectations and development plans. Secondary supervisors should be involved and provide input in all phases of the performance management process.

      Areas for improvement and development opportunities from both supervisors should be included in the employee’s evaluation.

Organization Managers

  • Why is Performance Management important to me as an ORGN Manager?
    • The purpose of Performance Management, which includes the performance evaluation, is to optimize the talent of our most important resource, our employees, in support of the mission and vision of TTUHSC. Performance Management supports an ORGN Manager’s responsibilities for ensuring that the reporting relations between supervisors and employees in their department are correct in the PM system, confirming and maintaining the reporting relationships throughout the year and consulting with the HR Workforce Relations office on proposed re-organizations within the department.
  • What should I do to get the process started for this cycle?
    • A suggested approach is to first meet with departmental supervisors to set a timeline for completion of this year’s evaluation process. Include:
        • Position Descriptions: Review and update PD’s so that employees will be evaluated on correct job functions;
        • Self- Assessments: Encourage all employees to complete self-assessments and then supervisors follow-up and use it appropriately in the evaluation process;
        • Evaluations: Discuss fair, accurate and equitable scoring of evaluations throughout your department. Review the rating scale with the supervisors who will be completing evaluations:
          1 – Consistently below expectations
          2 – Frequently below expectations
          3 – Occasionally below expectations
          4 – Meets expectations
          5 – Occasionally above expectations
          6 – Frequently above expectations
          7 – Consistently above expectations
        Then, establish your department’s goals and objectives for rating employees, especially for scores of 4 through 7.
  • How do I change the supervisor for an employee?
    • You can change the supervisor of any employee in your orgn by accessing the Supervisors and Staff Relationship link from the Performance Management System menu. Then "Search" and select the supervisor, and "Search: and select the employee, and "Add Entry". To make this change permanent, click on "Notify HR" in the message box. For step-by-step instructions, see "ORGN Manager's How to Set Temporary Supervisor/Employee Relationship" on the Performance Management webpage at http://www.ttuhsc.edu/hr/performance.aspx.
  • How can I see the documents (Position Descriptions and Evaluations) for my whole department?
    • Access the "Existing Forms Created by you, about you, or that you review" link on the Performance Management menu. Under Organizational View Options are two radio buttons, click "View my documents and the documents for the orgs I manage". You will then see all documents for your orgn.
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