Mid-Year Performance Review Process University System of New Hampshire System Office | 5 Chenell Drive, Suite 301, Concord, NH 03301

Mid-Year Performance Goals Review Process Introduction 2016 Timeline Supervisor Responsibilities Tips on Providing Constructive Feedback Staff Member Responsibilities Coming Soon Preview 2017 Timeline Questions? 2

Introduction As part of the USNH’s pay for performance culture, we must support the high performance of our staff through clear communication of goals and objectives. We specifically target this communication twice per year through: Mid-Year Review – meeting to discuss status of performance goals Annual Review – competencies and final performance goals review The following slides are an in-depth discussion of the Mid-Year Performance Review which occurs in June, approximately half-way into the performance year. No ratings are given at this time. The purpose is to ensure that there is an opportunity to discuss progress to date towards goals and expectations, provide performance feedback, and determine whether any adjustments to the current year’s goals are needed. Through regular, ongoing feedback there should be no surprises for either the manager or employee while conducting performance reviews. This mid-year review reinforces this by providing a formal check-point prior to the annual performance review. 3

2016 Timeline Performance Review Cycle Timeline The USNH performance review process operates within a calendar year timeframe. The specific components of this process and the associated dates are shown below. JanFebMarchAprilMayJuneJulyAugSeptOctNovDec Step 1: Prepare goals for upcoming year. Step 2: Review goals with supervisor. Step 3: Final goals worksheet to HR by January 31 st. Step 4: HR provides supervisory training. HR provides Goals Form via to supervisor. Step 5: Supervisor schedules employee Mid-Year Check-In. Step 6: Supervisor and employee meet for Mid-Year Check-in to discuss job and review and/or or update goals. Step 7: Submit goal sheet to HR by July 15 th. Step 8: HR provides performance management training for supervisors and/or employees. Step 9: Employee completes self- assessment. Step 10: Manager reviews self-assessment, prepares evaluation, and assigns rating. Step 11: Supervisor schedules/conducts employee performance review meetings. Step 12: Employee reviews forms completed and submitted to HR by December 18 th. HR prepares performance report for Chancellor and Executive Team. Data used to inform salary increase process. *Reminder: Submit original, signed performance forms to Human Resources – Susan Poole 4

Supervisor Responsibilities Schedule a mid-year performance review meeting. Provide a copy of the previously approved goals form and ask your employees to come prepared to discuss briefly the major accomplishments achieved so far and their priorities for the rest of the year. Meet and discuss performance to date. Share with the employee what goals you think they have met effectively so far this year. Also, confirm what goals you'd like them to focus on for the rest of the year and adjust goals as necessary. Provide specific, behavioral examples of what the employee is doing particularly well, and examples of anything that needs to change. Ask the staff member how the job is going. Questions like "What's going well?" and "What needs to be improved?" can foster a productive conversation about the work and their performance. 5

Supervisor Responsibilities, cont. Agree on how goals should be prioritized for the remainder of the fiscal year. Ensure a shared understanding of performance expectations to minimize unpleasant surprises at the year-end performance review. Find out what challenges or roadblocks are faced by the employee. Ask how you can help eliminate roadblocks, and then follow through. Complete the discussion. Thank the employee for their hard work and encourage them in their work for the remainder of the year. Document the discussion on the mid-year goals worksheet and give a copy to the employee and Susan Poole/Human Resources. 6

Tips on Providing Constructive Feedback In the workplace, constructive feedback occurs between a supervisor and an employee about an employee's performance. The discussion may focus on a specific incident, a particular aspect of an employee's performance which the supervisor has identified as in need of improvement, or in some instances, the employee's overall performance or behavior. The goals of the discussion are to communicate the supervisor's concerns to the employee to determine the cause of the employee's actions, and to identify avenues for improvement and/or development to improve the employee's performance. Feedback is a positive and constructive supervisory tool. Especially when it involves face-to-face communication between the supervisor and the employee, it is the most direct means available to a supervisor to have a positive impact on the performance of an employee. 7

Feedback – Share, Seek and Continue Regularly meeting with your employees gives you a chance to build trust and engagement. Having a set schedule of 1:1 meetings (either weekly, bi-weekly or monthly) allows for a consistent approach. When conducting a 1:1 meeting consider the following: Share - When supervisors share enough accurate information with employees about the quality and quantity of their work, they are more likely to fully understand what is needed to continue good performance, correct poor performance or improve mediocre performance. Seek - Supervisors who actively solicit feedback from their employees discover obstacles to their success and are able to remove them in a timely fashion. Continue - Periodic feedback sessions give the supervisor and employee multiple opportunities to calibrate and recalibrate their joint efforts. Continuous feedback is required for increased productivity and successful partnerships. 8

Employee Responsibilities Review your approved annual goals and prepare for the discussion—what you have accomplished to date as it relates to your goals. Ask for feedback from your supervisor on what you are doing particularly well, and what you might improve upon. Make the discussion easier by asking questions like, “What else could I have done to improve X?” or “Do you have any suggestions for me?” Discuss and confirm what goals are to be achieved by the end of the year, and confirm what your supervisor expects you to achieve in this timeframe. If you walk away unsure of what is required, you haven’t gotten the clarity that you need. Make your supervisor aware of any issues or roadblocks you are facing as it relates to your goals and discuss how they might be overcome. Let your supervisor know what you need from him/her during the remainder of the year to be successful. 9

Coming Soon… New online Performance Review Process via PeopleAdmin This online system is designed to gain efficiencies in our Performance Review process and recordkeeping. Some of the new benefits: Forms and materials readily accessible for both employees and supervisors. Ability to make notes/reminders to be included as part of in-person review meetings. Performance Review process will be documented electronically with the 1st step of goals being entered electronically – beginning January

Preview 2017 Timeline NEW ONLINE Performance Review Timeline The USNH performance management process operates within a calendar year timeframe. The specific components of this process and the associated dates are shown below. JanFebMarchAprilMayJuneJulyAugSeptOctNovDec Step 1: Employee prepares goals for upcoming year in NEW online system. Step 1a: Supervisor schedules meeting to review goals. Step 1b: Review & finalize goals with supervisor. Step 1c: Submit final goals by January 31 st. Step 2: HR provides supervisor training for Mid-Year Check-In. Step 2a: Supervisor schedules employee Mid-Year Check-In meetings. Step 2b: Supervisor and employee meet for Mid-Year Check-in to discuss job and review and/or or update goals. Step 2c: Submit goals worksheet by July 30th Step 3: HR provides performance management training for supervisors and employee. Step 3a: Employee completes Self- Assessment form. Step 3b: Supervisor reviews self-assessment, prepares evaluation, and assigns ratings. Schedule employee meetings. Step 3c: Performance and goals reviews, employee meetings completed and submitted by December 18 th. HR prepares performance report for Chancellor and Executive Team. Data used to inform salary increase process. 11

Questions