Administrative and Professional Faculty
Performance Management Policy and Procedures

Policy

It is the policy of the University to provide an effective means for managing the work and performance of administrative and professional faculty.  This is achieved through a consistent, well defined, and documented process.  The annual performance cycle is from June 25 to June 24.

Performance management is the responsibility of the appropriate supervisor. Each supervisor develops a performance plan for his or her administrative and professional faculty and conducts an evaluation of performance based on that plan at the beginning and end of the performance cycle, respectively.  Performance evaluations are conducted primarily for developmental purposes and also to provide input for annual salary increases.

Specifically, the performance management process should:

• Improve the understanding of departmental and university goals and objectives
• Identify actions, attitudes, and behaviors that are consistent or inconsistent with furthering the goals and values of the department and the university
• Identify competence
• Identify and correct deficiencies
• Promote professional development
• Increase administrative accountability
• Provide information needed for personnel decisions and pay actions

Administrative and professional faculty serve at the pleasure and will of the President. This policy, and the procedures set forth herein, do not limit or abridge the President’s authority to discharge any administrative or professional faculty member, as he shall deem proper for the administration and operation the University.

Performance Plan

The administrative and professional faculty performance plan form consists of three parts as listed below :

• Performance Elements set forth specific performance objectives on which performance will be measured.  The elements may include annual projects, components of long-range projects, routine duties, and/or special assignments.  Measurements should emphasize quality, quantity and/or timeliness.
• Performance Characteristics include a description of performance characteristics and personal attributes.  These should reflect unique qualities necessary to the position.
• Performance Evaluation on individual Performance Elements, Performance Characteristics/Personal Attributes and Overall Performance Level comprise the actual evaluation of the individual’s performance during the review period.

Establishing Performance Elements

• The performance elements must be established at the beginning of the performance cycle no later than June 25th of each year. Supervisors are encouraged to establish performance elements for the next performance cycle in conjunction with the year end annual evaluation (NOTE:  For new administrative and professional faculty members, performance elements should be established, signed and forwarded to the Office of Human Resources within 30 calendar days of employment.)  The development of the performance plan should include specific performance objectives, and performance characteristics and personal attributes which are essential to effective performance.
• This process should be a cooperative effort between the supervisor and the administrative or professional faculty member and should be guided by the responsibilities assigned to the position.
• The supervisor should discuss and review the performance elements with the employee, obtain the proper signatures at the end of that section of the form, give a copy of the form to the employee, and forward the original to the Office of Human Resources by no later than July10.

Performance Evaluation

• The annual performance evaluation must be completed and forwarded to the Office of Human Resources by June 1, but not before March 10 of each year.
• The evaluation is conducted annually by the immediate supervisor and the reviewer.
• The evaluation should assess the individual’s level of performance of the performance elements and characteristics established for that performance cycle.  For administrative and professional faculty who have work unit or departmental accountability, the evaluation should also consider overall unit accomplishments
• The supervisor may ask the employee to complete a self assessment prior to the completion of the evaluation. A self assessment form is available from the Office of Human Resources.

The immediate supervisor, and, if desired, the reviewer, will conduct an annual performance evaluation conference with the administrative or professional faculty member to discuss the evaluation.  The purpose of this conference is to promote the exchange of ideas, perceptions, and other relevant information.

• The reviewer, supervisor and the administrative or professional faculty member should sign the evaluation.  The administrative or professional faculty member may attach comments to the evaluation.
• The completed evaluation must be submitted to the Office of Human Resources by June 1 of each year. 
• Supervisors are expected to manage employee performance throughout the performance cycle and to address unsatisfactory performance as it occurs.  In cases of unsatisfactory performance, ongoing performance management includes clear articulation and documentation of the performance deficiencies, corrective and developmental measures, coaching and interim reviews. All measures should be documented and acknowledged by the administrative or professional faculty member. If there is no evidence of improvement, the appropriate senior vice president should be consulted for assistance to address the performance concerns.

Contract Renewal Considerations

• Contract renewal letters will be sent to administrative and professional faculty on June 10.
• Overall unsatisfactory performance may be grounds for non renewal of contract.  See the guidelines for notice of non renewal below.  Recommendations for non renewal for performance reasons should be supported by documentation described above in Section IV (H).
• In order to provide an opportunity for appropriate review, supervisors should begin consulting the Office of Human Resources about potential recommendations for non renewal no later than Feb 24.

Guidelines for Notification of Non-Renewal of Contract:

Years of Service	Notification
Less than 1 year and up to 3 years	3 months prior to expiration of contract
More than 3 years and up to 6 years	6 months prior to expiration of contract
More than 6 years	12 months prior to expiration of contract