2016 PERFORMANCE EVALUATION AND PLANNING PROCESS (PEP)
FREQUENTLY ASKED QUESTIONS
Q.What’s changing about the 2016 Performance Evaluation Process?
A.A new PEP process and form is rolling out university-wide starting this review period (reviews of 2016 performance delivered in 2016/7). This was piloted last year to 1600+ staff in more than 40 departments. Feedback from both managers and employees was very positive.
Q.Whatspecifically has changed?
A.Several things:
- Evaluation of Job Responsibilities options changed toSuccessful or Not Successful
- Goal evaluation rating options now Exceptional, Successful, Not Successful, and Deferred or In Progress
- Goal planning for the upcoming year now integral to the process
- No paper verification of completion of mandatory training required
- Guiding Principles replaced University Values per Regents’ Policy 2.18
- Changes to self-assessment requirements
Q.Who’s required to complete a self-assessment?
A.US-UNM eligible employees must complete a self-assessment in accordance with Article 36. Performance Review. For everyone else, self-assessments are optional unless required by an individual’s manager/supervisor.
Wehighly recommend that all employees review the new form, become familiar with the changes and use it to help them prepare for the discussion. Self-assessments need only be submitted if required by the manager; self-assessments used onlyto prepare for the discussion do not have to be submitted.
Q.Is there a separate self-assessment form?
A.No. Anyone who is required or chooses to complete a self-assessment uses the same form– just check the ‘Self-Assessment’ box in the ‘Review Type’ area.
Q.Is the evaluation timeline or submission period changing?
A.No. The timeline is the same as in previous years.
Q.Can I use the previous form to do my 2016 Performance Evaluations?
A.No – only new PEP forms will be accepted. Use of any other forms will require the manager to re-submit the evaluation using the most current form.
Q.Can the new form be completed and submitted online?
A.No. The form is available as a fillable Word documentand must still be submitted to Human Resources in hard copy format.We intendto establish an online process for completing, submitting, and routing of the form for future performance evaluation periods.
Q.If I check ‘Not Successful’ for one or more areas in Evaluation of Job Responsibilities, does that automatically mean that the individual’s overall rating becomes ‘Not Successful’?
A.No. There are legitimate reasons to check ‘Not Successful’. The individual may be relatively new to the role and hasn’t yet had the opportunity to demonstrate performance in a particular area. They may have struggled in an area for the majority of the year, but after coaching conversations, have recently experienced significant improvement. ‘Not Successful’ answer(s) must be explained in the comments area found before the Evaluation of Goals section.
No employee should be surprised by a ‘Not Successful’ rating in their evaluation! Conversations about progress and performance should occur throughout the year.
Q.I can’t add a field foran additional goal(s).
A.You can’t add fields to the form. Please see the following question concerning large numbers of goals. If, after reading it, you still need to address more than four goals, do so using a separate sheet of paper and attach it to the evaluation submitted to Human Resources.
Q.What should I do if I have 9, 10 or more goals?
A.A benefit of the process change is the opportunity to reassess the difference between goals and tasks. Goals are general and high-level; tasks support the goals.
For example, these items may be listed as separategoals: displayprofessional phone etiquette, resolve problems quickly, meet deadlines, follow department SOPs, etc. However, these tasks actually support the goal of ‘improving customer experience’ and are what gives you the ability to measure progress toward the goal.
If you have a large number of goals, you’re probablyworking with a combination of goals and tasks. Consider grouping them as in the example above, and use the discussion with the employee to reflect on how their task performance supportedachievement of the goals. This is also very helpful as you plan goals for the upcoming year.
Q.How do I know which rating in the Evaluation of Goals section is appropriate?
A.Reserve Exceptional for cases where an individual performed far above agreed expectations and added significantly increased value to the team, department and/or university.
Successful is used when an individual successfully accomplishes a project or goal based on the expectations agreed on with the manager/supervisor. It means that the individual did a thorough, effective jobin meeting expectations.
Not Successfulis used when the project/goal was unmet (e.g., was incomplete, turned in after the deadline, required significant last-minute rework, contained errors, etc.)
Deferred is used when action on an already established goal is still expected, but funding or priorities have temporarilyput it on hiatus.
In progress is used whenactivity toward the project/goal didn’t begin until late in the year and insufficient action has occurred to make a fair assessment of progress.
Q.What is the difference between comments in the Evaluation of Job Responsibility/Evaluation of Goals areas and the Acknowledgements area?
A.Specific comments describing performance should be included in the Evaluation of Job Responsibility and/or Evaluation of Goals section(s). The employee and supervisor fields in the Acknowledgement area are for recording comments from either party at the conclusion of the performance conversation.
Q.How do I use the Future Goal Planning section?
A.This section is used to discuss and agree upon the upcoming year’s goals, based on departmentneeds and priorities, ‘stretch’ assignments, and developmental opportunities. This conversation ensures both the employee and manager/supervisor are in clear agreement on expectations and the measures to be used to gauge success.
Q.Is paper verification of employee’s completion of mandatory training still required?
A.No. However, supervisors are still responsible for ensuring that the annual mandatory training has been completed timely by all his/her direct reports.
Q.Who do I contact with questions?
A.You can contact your manager, your HR Services Consultant, or Employee and Organizational Development (EOD) for help.
Q.What resources are available to assist me with the new form/process?
A.Information regarding the new PEP form isfound here. You may also contact Employee and Organizational Development if your department is interested in holding an informational session covering the new form and process.
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