Skip to Content

UPPS 04.04.20 - Staff Performance Management System

Staff Performance Management System

UPPS No. 04.04.20
Issue No. 11
Effective Date: 11/16/2018
Next Review Date: 6/01/2021 (E3Y)
Sr. Reviewer: Assistant Vice President for Human Resources

  1. POLICY STATEMENTS

    1. This policy and procedure statement establishes and describes the performance management system for all regular staff. The system consists of the three distinct processes of performance planning, mid-cycle review, and performance assessment and is designed to:

      1. help ensure that work performed by Texas State University staff members meets the needs of the university and supports the university’s core values;

      2. promote continuous and transparent communication between the supervisor and the employee in all aspects of job performance;

      3. offer the supervisor and the employee opportunities to set expectations for future performance and professional development;

      4. provide the opportunity for the supervisor and employee to assess the employee’s performance from that year’s performance cycle; and

      5. provide supporting documentation for pay decisions, promotions, transfers, grievances, complaints, disciplinary actions and terminations, and other appropriate personnel actions.

    2. It is the responsibility of each vice president and the director of Athletics to see that regular administrative, unclassified, and classified employees in their respective divisions receive a performance plan, mid-cycle review, and a performance review once a year covering the period June 1 to May 31.

    3. The chief diversity officer and director of Equity and Inclusion will review the staff performance management system and its results as needed, but no less than bi-annually, to ensure no discriminatory patterns or impacts are apparent.

  2. DEFINITIONS

    1. Online Performance Management System – The online software that Texas State uses to create, develop and implement the performance management process.

    2. Performance Planning – The collaborative process between the supervisor and the employee used to identify and ensure understanding of the employee’s expectations, goals, job duties, competencies, behaviors, physical demands, and work environment that appear in the employee’s performance.

    3. Performance Plan – The online document that resides in the performance management software that contains the employee’s expectations, goals, job duties, competencies, behaviors, physical demands, and work environment. This document is developed by the supervisor while in collaboration with the staff employee and is the basis for the performance assessment.

    4. Mid-Cycle Review – An informal collaborative process between the supervisor and employee that occurs at or near the midway point in the performance cycle that provides an opportunity for the supervisor and employee to see how the employee is progressing against the elements of the employee’s performance plan.

    5. Performance Standard – The collaborative process between the supervisor and employee to arrive at a formal determination of how well the employee performed against the elements of the employee’s performance plan.

    6. Performance Cycle – The annual June 1 – May 31 time frame for staff performance assessments.

  3. PROCEDURES FOR PERFORMANCE PLANNING

    1. Each staff employee is required to have a performance plan for each performance review cycle. The plan portion of performance management starts on June 1st of the performance cycle. An employee’s performance plan should be completed as early as possible in the cycle. The same is true for new employees hired during the cycle. The steps for creating a performance plan are as follows:

      1. Supervisor develops goal plan:

        1. Supervisor adds goals into employee goal plan from goal library.

        2. Cascade goal or add an individual goal to plan.

        3. Employees must have at least one goal in their performance plan.

      2. Supervisor adds work environment.

      3. Supervisor adds physical demands.

      4. Supervisor sends plan to employee for review.

      5. Employee reviews plan.

      6. Supervisor schedules 1:1 meeting with employee to discuss the plan and expectations for that performance cycle.

      7. Supervisor flows the plan to a completed status.

    2. Performance Plan Completion Timeframe – For employees that are hired on or before February 1 of the performance cycle, a performance plan must be completed. For employees that are hired after February 1, a performance plan will be created on the next performance cycle.

  4. PROCEDURES FOR MID-CYCLE REVIEW

    1. A mid-cycle review is required for all staff employees. The steps for conducting a mid-cycle review are as follows:

      1. Review performance plan with employee, determine progress against elements of the plan, and make any adjustments as appropriate.

      2. The mid-cycle review should include expectations, observations if applicable, and possible consequences if appropriate.

      3. The supervisor must document the mid-cycle review progress in the notes section of the employees’ profile in the online performance management system.

  5. PROCEDURES FOR PERFORMANCE ASSESSMENT

    1. Performance Assessment is a collaborative process between supervisor and employee to arrive at a formal determination of how well the employee performed against the elements of the employee’s performance plan. It provides for a self-assessment by the employee to be submitted to the supervisor prior to the supervisor’s final assessment determination. Each staff employee is required to have a performance review for each performance cycle. Human Resources will launch the assessment form on the first Monday of April for the current performance cycle. The steps for completing a performance assessment review are as follows:

      1. Employee completes the self-assessment for the performance plan goals, job duties, competencies, and behaviors.

      2. Employee sends self-assessment to supervisor for review.

      3. Supervisor reviews self-assessment and completes employee’s assessment.

      4. Supervisor schedules formal 1:1 meeting to discuss the assessment results and make any necessary changes.

      5. Supervisor sends final assessment to employee, employee acknowledges receipt, and supervisor acknowledges employee receipt.

      6. Performance management complete.

  6. TRANSFERS

    1. Assessment Responsibility – If an employee transfers from one department or division to another, the supervisor who has the transferred employee in their department or division at the time of the performance review launch (the first Monday in April) will be responsible for the employee’s performance review assessment.

      If the new supervisor would like to ask about the transferred employee’s previous performance, the supervisor may do so through the "Ask For Feedback" feature in the online performance management system.

    2. Position Change – In a transfer situation, the Personnel Change Request (PCR) will drive that position change. Once the PCR is posted in Human Resources and in SAP, then the receiving supervisor will be able to see the new employee in their online performance management system and team tile. The former supervisor will no longer have that team member in their profile tile located on the home page.

  7. PERFORMANCE IMPROVEMENT AND PERFORMANCE COMMENDATION

    1. Performance Improvement – On occasion, an employee’s performance may be below standard, and the supervisor will put the employee on a performance improvement plan using a Performance Improvement Form. The supervisor is required to indicate on the Performance Improvement Form the date for the employee’s performance re-evaluation, usually 60 or 90 days. A Performance Improvement Form can be used at any time during the performance cycle.

      When the required improvement date is reached, the supervisor will fill out the Follow-Up to the Performance Improvement Form.

      Originals of both to these forms will remain in the employee’s departmental personnel file with copies forwarded to Human Resources.

      NOTE: Performance improvement plans are not considered a disciplinary action or adverse action, therefore are not subject to the staff employee grievance process.

    2. Performance Commendation – If, during the course of the performance review cycle, the employee performs in an outstanding manner and the supervisor wishes to recognize the performance, the supervisor will fill out the Performance Commendation Form. This form can also be documented or attached in the online performance management system.

  8. PROCEDURES FOR APPEAL OF PERFORMANCE ASSESSMENT

    1. Once the supervisor and the employee acknowledge the performance assessment review, it is final and only the appeal process can alter the review results. Should an employee refuse to acknowledge the performance review, the supervisor should document in the employees’ note section that the employee refused to acknowledge. The supervisor will contact Human Resources to move the review to a completed status in the workflow.

    2. The employee may, within 10 working days of the performance assessment meeting with the supervisor, appeal the results to the department director if he or she disagrees with the performance assessment.

    3. If the appraiser is the department director, the employee may appeal to one level above the department director. If the appraiser is the divisional vice president, the appeal will be reviewed by the special assistant to the President.

    4. Employees must make appeals by submitting the performance appeal form, with a copy of the review attached, to the department director or department director’s supervisor, as appropriate, who will render a decision within five working days. When the appeal is submitted, copies must also be sent to the supervisor that issued the review and to Human Resources. The recipient (department director or department director’s supervisor, as appropriate) of the appeal is the only person authorized to alter a finalized performance review and his or her decision is final. The department director or department director’s supervisor, as appropriate, will provide the employee who has filed the appeal, their supervisor, and Human Resources a copy of his or her final decision, including a copy of the appeal and all attachments.

  9. PLAN AND PERFORMANCE MANAGEMENT CYCLE TIMELINES

    1. Phase I: Performance Planning – June 1 – Marks the beginning of a new cycle and the performance plans are launched to the university to complete. July 31 – Deadline for completing all performance plans.

    2. Phase II: Mid-Cycle Review – October through November – Informal 1:1 between supervisor and employee to discuss progress and relevant changes or updates to plan, as necessary.

    3. Phase III: Performance Review – April 1 – The performance reviews are launched to the university. May 31 – Deadline for completing all performance reviews in order to be considered eligible for merit.

  10. MANDATORY TRAINING

    1. All employees promoted or reclassified into supervisory positions and all newly hired supervisors must attend performance management training within the first six months of their hire, promotion, or reclassification.
  11. REVIEWERS OF THIS UPPS

    1. Reviewers of this UPPS include the following:

      Position Date
      Assistant Vice President for Human Resources June 1 E3Y
      Chief Diversity Officer and Director, Equity and Inclusion June 1 E3Y
      Chair, Staff Council June 1 E3Y
  12. CERTIFICATION STATEMENT

    This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

    Assistant Vice President for Human Resources; senior reviewer of this UPPS

    Vice President for Finance and Support Services

    President