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1. PURPOSE
This PS sets forth the process for semi-annual performance reviews which culminate in
annual performance evaluations of all administrative staff reporting directly to the
president and the administrative staff reporting to members of the president's Executive
Council, with the exclusion of deans. (A separate policy, PS 03.28, deals with the
annual evaluation of deans.) This process is designed to promote accountability, enhance
professional growth, and supply information which will assist management in the assessment
of strengths and weaknesses of administrative performance. |
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2.1 POLICIES/PROCEDURES |
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2.1 Administrative staff will be evaluated according to their employment
status; probationary or non-probationary, as outlined below: |
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2.1.1 Probationary Employees: It is the policy of the University of
Houston-Downtown (UHD) to provide periodic informal performance feedback and a formal
performance evaluation to all administrative staff at the conclusion of their initial six
months probationary period. (If the employee's performance is observed to be less than
satisfactory prior to the conclusion of the first six months, the manager may perform the
evaluation at that time.) |
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The manager may perform more frequent and specific evaluations, if deemed
necessary, and/or extend the initial six months probation if it is determined that more
time is needed to determine whether the employee can perform the job satisfactorily. This
extension shall not exceed 90 days and is subject to the approval of the Assistant Vice
President of Human Resources. Written notice of such extension must be provided to the
affected employee. |
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An employee may be subject to termination at any time during the
probationary period. |
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2.1.2 Non-Probationary Employees: A semi-annual performance review (Exhibit
A) shall be performed in October of every year culminating in an annual performance
evaluation due in March. The standard UHD performance rating forms shall be used
(Exhibit B). |
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2.2 Each administrative staff member will be evaluated by the manager to
whom the employee reports. In case of multiple managers, the evaluation may be conducted
by the person who oversees the majority of the work; or, separate and independent
evaluations may be made by each manager. |
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2.3 The annual performance rating form consists of six parts, all of which
shall be completed prior to the evaluation session with the employee. These parts may be
defined as follows: |
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2.3.1 Part 1. Summary Statement, summarizes the entire evaluation.
The supervisor shall review the employee's performance for the previous year based on the
semi-annual evaluation and the employee's accomplishments since the last evaluation. The
supervisor will also specify the employee's potential for additional responsibilities, if
applicable. |
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2.3.2 Part II. Behavioral Standards, evaluates the employee’s
performance, on a scale of I (poor) to 5 (excellent). The supervisor shall explain, in the
Comments section, each score given. |
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2.3.3 Part III, Performance Standards, is completed by the
supervisor outlining the employee's major assignments and their target date for the
upcoming evaluation period. These tasks will be discussed in detail with the employee, to
insure understanding and agreement has been reached, before the evaluation session is
over. |
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2.3.4 Part IV, Action Plan, outlines the employee's needs in order
for the employee to successfully perform all assignments. Specialized training, seminars,
workshops, and conferences may be recommended. |
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2.3.5 Part V, Development Plan, is an optional form which the
employee may utilize to communicate his/her career goals. This form shall be completed by
the employee and forwarded to the supervisor two weeks prior to the end of the evaluation
period, allowing the supervisor the opportunity to address the employee's career interests
during the evaluation session. |
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2.3.6 Part VI. Performance Standards Annual Summary. Employees
shall receive a copy of the current evaluation period's Performance Standards form, which
was completed at the end of the previous year, along with this form. The employee will
then evaluate his/her performance based on these standards and forward the summary to the
supervisor two weeks prior to the end of the evaluation period. |
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The supervisor will utilize this input to conduct the employee's
performance evaluation. |
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2.4 After completing the evaluation rating forms, the manager shall
conduct a private discussion with the employee, as part of the evaluation process, so that
the employee clearly understands the duties of his/her job and the manager's assessment of
the employee's performance of the job. The employee will be allowed to give input and
provide written comments on the evaluation form. Both the manager and the employee will
sign all rating forms which will be forwarded to the Human Resources Department, with a
copy remaining in a secured, confidential departmental file, for as long as the employee
is employed in that department. |
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2.5 The Human Resources Department shall file the completed performance
evaluation form in the employee's official permanent employment file. |
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2.6 Completed performance evaluation forms shall not be disseminated to
other employees or managers except as required for the performance of specific and
necessary duties involving the rating or as required by law. |
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2.7 Administrative staff may appeal the performance assessment as follows: |
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2.7.1 Administrative staff reporting to the president may submit an appeal
to a designee named by the president for resolution. A decision will be rendered in
writing within 10 working days. |
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2.7.2 Administrative staff reporting to a member of the president's
Executive Council may submit an appeal to the president for resolution. A decision will be
rendered in writing within 10 working days. |
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3. REVIEW AND RESPONSIBILITIES |
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Responsible Party (Reviewer): Vice President for Administration |
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Review: Biennial |
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Reprint of original policy statement. Signed original on file in the
President's Office. |
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