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UT System Administration Policy Library -- Policy INT107
Performance Appraisals |
Responsible Officer: Associate Vice Chancellor for Employee Benefits and Services
Sponsoring Office: Office of Employee Services
Effective Date: September 24, 2002
Last Reviewed: December 9, 2008
Next Scheduled Review: September 1, 2010
Errors or changes to: policyoffice@utsystem.edu
CONTENTS
Policy Statement
Rationale
Scope
Website Address For This Policy
Related Policies, Requirements Or Standards
Contacts
Definitions
Responsibilities
Procedures
Forms Tools/Online Processes
Appendix
POLICY STATEMENT
The Rules and Regulations of The University of Texas System Board of Regents provide for a performance appraisal to be conducted annually for all employees of The University of Texas System.
Supervisors will conduct appraisals for all employees appointed for at least 20 hours per week for a period of four and one-half months or more. The performance appraisal process is designed to assess and provide feedback to an employee on the employee’s job performance and demonstrated attributes/behaviors, recommend employee developmental activities, and establish goals for the next appraisal period.
Performance appraisals will be based only on lawful, job-related, and non-discriminatory criteria.
RATIONALE
The purpose of this policy is to provide for the effective performance appraisal of UT System Administration employees.
SCOPE
All Offices of UT System Administration
WEBSITE ADDRESS FOR THIS POLICY
http://www.utsystem.edu/policy/policies/int107.html
RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS
UT System Administration Policies & Standards |
Other Statutes, Policies & Standards |
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CONTACTS
If you have any questions about UT System Administration Policy INT 107, Performance Appraisals, contact the following offices:
Subject |
Office Name |
Telephone Number
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Email/URL |
Human Resources/ Employee Benefits |
Office of Employee Services |
512-499-4587 |
esc@utsystem.edu |
DEFINITIONS
Regular Employee
An employee appointed to work twenty hours or more per week for a period of four and one-half consecutive months or longer (135 calendar days).
Classified Employee
An employee occupying a position that does not entail significant instructional responsibilities or responsibilities for the administration of instructional or research organizations.
RESPONSIBILITIES
Supervisors
- Prepare an annual performance appraisal for all regular employees by using the performance management system.
- For regular classified employees only, evaluate each probationary employee 90 days after commencement of employment and again prior to the end of the sixth month of employment using the performance management system.
- Provide appropriate documentation recognizing any change in performance if at any time an employee’s performance warrants a written appraisal due to significant improvement or deterioration.
- Initiate documentation in accordance with INT101, Discipline/Dismissal of Employees and/or INT131, Probationary Period for Classified Employees, if an employee’s performance fails to meet expectations for their job assignment.
- Supervisors are accountable for the timely completion of performance appraisals.
Employee Services
- Ensures the performance management system is available via the OES website.
PROCEDURES
1. APPLICATION OF POLICY
1.1 Appraisal Preparation
Supervisors will conduct a performance appraisal for employees utilizing the performance management system at https://www.utsystem.edu/perfprologin.
1.2 Appraisal Schedule
Annual Appraisal
Supervisors will appraise each regular employee annually between January 1st and February 28th.
Probationary Employee Appraisals
For probationary classified staff, supervisors will conduct appraisals 90 days after commencement of employment and again prior to the end of sixth month of employment. Although appraisals are conducted twice during the period, supervisors should keep the employee advised of performance progress on an on-going basis throughout the probationary period. Thereafter, supervisors are to evaluate each classified employee annually between January 1st and February 28th.
Out-of-Cycle Appraisals
Supervisors will complete an out-of-cycle performance appraisal when the supervisor ceases to supervise the employee as a result of a reorganization or transfer of the supervisor or employee and at least 90 days have elapsed since the date of the employee’s last performance appraisal period.
If at any time an employee’s performance warrants a written appraisal due to significant improvement or deterioration in performance, the supervisor will complete appropriate documentation recognizing the change in performance. Improvements in performance can be acknowledged by a memorandum to the employee’s personnel file. If an employee’s performance fails to meet expectations for their job assignment, documentation should be initiated by the supervisor in accordance with INT101, Discipline/Dismissal of Employees and/or INT131, Probationary Period for Classified Employees.
1.3 Appraisal Techniques and Criteria
Appraisal sessions should be conducted privately in a location free from interruptions.
The performance management system and all appropriate documentation to support the appraisal and goal setting activities should be available for review by the supervisor and employee.
1.4 Performance Appraisal Support and Documentation
The Office of Employee Services (OES) will ensure that the performance management system is available via the OES website. Representatives of OES are available to provide information and counsel about the appraisal process.
1.5 Equal Employment Opportunity (EEO) Review
The Office of Employee Services will review each performance appraisal for EEO compliance.
FORMS AND TOOLS/ONLINE PROCESSES
Performance Management System: https://www.utsystem.edu/perfprologin
APPENDIX
None
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