Operating Policy and Procedure
HSC OP: 70.12, Values, Performance, and Development
PURPOSE: The purpose of this Health Sciences Center Operating Policy (HSC OP) is to establish the philosophy and policy governing our team members’ performance management and development.
REVIEW: This HSC OP will be reviewed by December 1 of each odd-numbered fiscal year (ONY) by the Vice President of Human Resources.
PHILOSOPHY: Texas Tech University Health Sciences Center (TTUHSC) recognizes all team members as essential to the strategic goals and overall mission of the institution. By fostering a supportive, values-based work environment, team members are empowered to utilize their strengths and talents, excel in performance, and pursue ongoing personal development, contributing to the institution’s growth and success.
Managers support this philosophy through ongoing performance management efforts, including enabling team member growth and development, encouraging values-based behaviors, communicating clear expectations, providing regular feedback on job performance, and acknowledging accomplishments.
POLICY: In alignment with the institution’s mission and vision, TTUHSC is dedicated to retaining a highly qualified and exceptional workforce that exemplifies our Values-Based Culture. This policy aims to standardize the method and frequency of the team member performance evaluation process and identify programs and events that support their development.
All steps in this process shall be administered by the manager without regard to a team member’s race, color, religion, sex, age, national origin, disability, or protected veteran status, in compliance with the laws and regulations of the State of Texas, Regents’ Rules, Title VII of the Civil Rights Act of 1964, Texas Tech University System Regulation 07.10, and all other applicable federal laws.
1. Values-Based Culture
Through its Values-Based Culture, TTUHSC is committed to cultivating an exceptional workplace community with a positive culture that puts people first. Accordingly, the defining behaviors of TTUHSC’s shared values shall serve as the prevailing code of conduct for all team members, regardless of location.
The TTUHSC values and guiding behaviors should be interpreted in a manner that is consistent with all federal and state laws and regulations, Regents’ Rules, and TTU System regulations, as outlined in HSC OP 10.00, Operating with Values.
2. Performance Evaluation Policy and Procedure
a. Provisions
i. All team members, except for student ("S" position class) employees, require an annual TTUHSC Performance Evaluation. This unique evaluation ensures a consistent approach to each team member's review process. Other evaluations cannot be substituted for the TTUHSC-required Performance Evaluation.
ii. Faculty members may have alternative or additional evaluative procedures and policies related to their appointments, as outlined in HSC OP 60.01, Tenure and Promotion Policy, and HSC OP 60.03, Comprehensive Performance Evaluation of Tenured Faculty.
iii. Performance Evaluations are an essential component of performance management strategies to support personal growth and professional success. Annual Performance Evaluations allow team members and managers to reflect, set goals, highlight accomplishments and strengths, and identify potential areas of improvement. Performance Evaluations must contain objective, measurable, and consistently applied criteria.
iv. Managers are encouraged to meet with a new team member within the first month of employment to discuss performance expectations, individual and team goals, institutional development opportunities, and values-based behavioral goals and document a training plan.
v. The annual Performance Evaluation shall be conducted each fiscal year for the current fiscal year’s performance between April 1 and August 31 to ensure consistency in the frequency and standards on which team members are evaluated. Human Resources may authorize extensions to this time frame on a case-by-case basis.
vi. The Performance Evaluation system can be accessed through the WebRaider portal: http://webraider.ttuhsc.edu/
vii. Departments may not create, develop, or implement separate performance evaluation tools that differ in format or frequency from the official TTUHSC Performance Evaluation.
b. Procedure
i. Team members have the opportunity to complete a Self-Evaluation that allows them to share their accomplishments, how they are living our values, growth areas, and work-related goals for the next year.
ii. Once the Self-Evaluation form has been completed, a copy will be electronically available to the manager and team members. The manager should read and consider the information submitted in the Self-Evaluation before completing the Performance Evaluation form.
iii. A rating of the individual’s work performance and, at minimum, feedback in the following
areas will be completed by the manager:
Job knowledge and ability;
Compliance with policies and procedures;
Quality and excellence in work;
Values behaviors;
Communication and team relationships; and,
Position-specific performance feedback.
iv. Managers shall provide feedback and have interactive discussions on how the team members can operationalize our values in their roles.
v. This process does not diminish the importance of ongoing and regular interactive communication to clarify and guide the performance of job duties, clarify expectations, recognize accomplishments, or share other feedback to ensure the successful performance of the team member or to meet business needs.
vi. The annual Performance Evaluation process is not meant to replace formal corrective actions governed by Texas Tech University System Regulation 07.07. Any questions related to performance or conduct concerns shall be directed to Human Resources.
vii. The manager must discuss the completed Performance Evaluation with each team member individually to ensure both parties have an opportunity for open, constructive dialogue. During the meeting, the manager will utilize coaching strategies to help move the team members toward closer alignment with TTUHSC’s core values, discuss opportunities to enhance skills and competencies to develop their careers and establish goals for the next evaluation period.
viii. Managers shall retain copies of their team members' Performance Evaluations and any notes from related discussions, including developmental notes. The retention of these documents shall comply with any policy, regulatory, higher education accreditation, or Human Resources requirements.
ix. Once signed by the supervisor and team member, the performance evaluation is finalized and submitted to the employee’s file for retention. Employee signature is preferred but not required; refusal to sign does not prevent the evaluation from being considered issued and retained.
3. Development
Team member development is the responsibility of every manager. Managers are encouraged to develop their teams to ensure professional growth, furthering the institution's mission, vision, and values.
a. HSC OP 70.14, Employee Training and Development
i. As an institution of higher education, TTUHSC recognizes the importance of promoting lifelong learning so eligible team members may gain job-related knowledge, behaviors, and personal and professional skills. TTUHSC may designate funding and other resources to enable team members to participate in training courses, education, or developmental learning experiences at no cost to the team members. This may include but is not limited to, short courses, workshops, seminars, conferences, technical or professional training, and higher education courses.
ii. TTUHSC provides additional training and development opportunities for all team members through the Office of People and Values.
b. New Team Member Orientation
i. All new team members are required to complete our New Team Member Orientation within five (5) days of their first day of hire. This orientation discusses benefits, TTUHSC, time reporting, and other pertinent resources to help team members acclimate quickly. Instructions on accessing the orientation are emailed to the new team member directly.
c. Values Welcome Event
i. The required Values Welcome Event is part of the developmental learning experience at TTUHSC. The Office of People and Values facilitates this regularly scheduled new team member orientation, introducing the TTUHSC Values-Based Culture to all new hires. This “Values Welcome Event" training is a mandatory experience for all team members within the first 90 days of employment. New team members will receive an invitation to attend within their first 30 days to allow them to understand the institutional cultural expectations within the HSC.
ii. Exceptions to event completion within the first 90 days of employment may be considered by the Assistant Vice President of People and Values for extraordinary circumstances.
4. Right to Change Policy
TTUHSC reserves the right to interpret, change, modify, amend, or rescind this policy in whole or in part at any time without prior notice to or consent of employees.