2. 2014-2015 Unrepresented Staff Evaluations Tips for an Effective Review

3. Evaluations are due June 15, 2015 Blank templates are available on the Faculty/Staff Shared drive >> HR Public Forms Folder or via the UCBA HR website: http://www.ucblueash.edu/resources/human-resources/staff- performance-evaluation-faq-guide.html This PowerPoint is also available for download on the website.

4. The Evaluation Template General Information & Instructions on Completing the Template. -Important Note: This template is for unclassified, unrepresented staff members only. If you are reviewing a member of a union or a faculty member, then there is a different process you must use. -Completed forms and questions can be directed to: UCBAHR@uc.edu

5. The Evaluation Rating Scale 4 Outstanding Employee's performance is of exceptional caliber and he/she has made a superior contribution. Employee's performance far exceeded expectations and job requirements through conceptualizing and accomplishing results, which significantly furthered goals. The employee's highly developed level of expertise and responsiveness has made a superior contribution to the organization. Supervisor will be able to define what work has exceptional and led to a superior contribution. What You Need to Know Before Giving a Rating of ‘4’ UCBA has some of the most proficient & accomplished staff members, however, everyone MUST have some room for improvement. Therefore, it may not be appropriate to score an Outstanding in every category. If a 4 is given, please provide a short, specific sentence or two about what the employee did to go above and beyond in the comments section.

6. 3 Accomplished Employee performed job responsibilities proficiently and skillfully. Employee's knowledge and job behavioral skills and initiative were applied consistently to meet job challenges. Goals and objectives were accomplished and competencies have provided a considerable contribution to the organization. What You Need to Know Before Giving a Rating of ‘3’ Remember, a score of "3" is a proficient and skillful employee. Try not to think of the rating scale in terms of a A, B, C, or D grade level. A three is a good rating to receive.

7. 2 Needs Improvement Employee's performance has not fully met expectations and job requirements. While some accomplishments may have been shown, a more consistent demonstration of increased job skills, initiative, attainment of goals and objectives; and/or performance behaviors is needed to fulfill expected job requirements and meet accomplished performance standards. What You Need to Know Before Giving a Rating of ‘2’ A score of “2” may be given if the employee has demonstrated that they could improve in certain areas.

8. 1 Unsatisfactory Employee's performance was well below expectations in performance competencies. Employee's attainment of goals and objectives, and competencies were well below identified expectations. A performance improvement plan (PIP) is required. What You Need to Know Before Giving a Rating of ‘1’ A comment must be written explaining why the low score was given. Also note that a performance improvement plan is required to be completed if the overall score of the performance review comes out to be unsatisfactory. If an employee scores unsatisfactory in just one competency and not the entire review, the supervisor can still complete a PIP if they wish to do so.

9. TN Too New to Evaluate The employee is still developing in a new position that has been held less than 6 months. There has been insufficient time to evaluation goals and objectives. What You Need to Know Before Giving a Rating of ‘TN’ You may type "TN" in some indicators if the employee has not yet demonstrated that skill. TN should not be used for all ratings. A numerical rating should be given for all other indicators when appropriate.

10. Blank It is also acceptable to leave the cell blank and type N/A in the comments box if a particular category does not apply to your employee. A blank cell will not count against their final score. What You Need to Know Before Leaving a Rating Blank. Not all employees have duties in each indicator category. The indicator may not be applicable to their job. In this instance, leaving the rating blank is more appropriate instead of giving a numerical score. Please type N/A in the comments so that we know you did not leave it blank on accident.

11. A rating of 1-4 or TN can be typed in the Rating box. A comment must be written if a score of 4 or 1 is given. Any other comments are optional. If an indicator does not apply to an employee, then the box can be left blank. Please type N/A in the comments box in this case.

12. This sections is for discussing LAST YEAR’S goals and their outcome. Goals & Objectives This is how it looks when filled out:

13. Conducting an Effective Evaluation

14. UCBA’s Most Important Operational Asset is its Employees

15. WHY EFFECTIVE EVALUATIONS ARE IMPORTANT Set and reach goals and objectives in alignment with Employee’s Role and Strategic Plans Support College Mission and Core Values Guide Progress Identify Challenges Improve Performance Recognize Accomplishments

16. Mission Statement The University of Cincinnati Blue Ash College provides an excellent and accessible education for students from a wide array of educational and cultural backgrounds. Our student-centered approach to teaching and comprehensive services engage students so that they can acquire the knowledge and skills needed to succeed academically, personally, and professionally. We promote innovative scholarship and creative works, free inquiry, lifelong learning, and service beyond the classroom. The faculty, staff, and students of the University of Cincinnati Blue Ash College work together to carry out the college’s mission and vision, guided by a special set of core values that are the foundation of who we are and what we want to become. We value... the individual talents of our students, faculty, and staff. student-centered teaching that challenges and inspires. comprehensive education that develops critical thinking and an engaged citizenry. rigorous, accredited programs of study. accessible and affordable education. diversity in experiences and perspectives. innovative scholarship and creative works. service to the broader community Core Values

17. SET SMART GOALS

18. KEY CONSIDERATIONS WHEN EVALUATING EMPLOYEES GOALS Goals Should Build a Sense of Ownership of the Organization’s Goals, Objectives and Vision All goals and objectives should be in alignment with organization’s strategic plan and… Develop and empower contribution Promote fiscal responsibility Identify ways you will support employee Strengthen delivery of services Develop clear lines of team and individual accountability

19. When Evaluating An Employee’s Job Performance Against Goals, Considering the Following: Quantity: Were Quantitative Goals Met? Quality: How well? Timeliness: Were Target Dates Met (or extensions reasonable)? Cost: Was Employee Fiscally Responsible for or mindful of time and materials use?

20. DOCUMENT PERFORMANCE Make Sure Documentation is Objective Make Sure Documentation is Relevant Provide Complete and Accurate Information Coach Performance on a Regular Basis Recognize Quality Performance

21. DOCUMENT PERFORMANCE, cont'd. Outstanding ratings must be justified with detailed documentation attached to evaluation Needs improvement areas are to be identified and discussed with a plan for improvement (this is less formal than the process for unsatisfactory performance) Unsatisfactory ratings must be justified with detailed documentation, including a draft performance improvement plan attached to the evaluation

22. IDENTIFY PERFORMANCE CHALLENGES Address Early Coach and Develop Acknowledge Growth & Improvements Discuss Continued Poor Performance

23. EMPLOYEE INPUT Employees Take an Active Role: Setting Goals and Objectives Designing Action Plans & Discussing Often Identifying Strengths and Needed Improvements Employees should participate in the performance evaluation meeting/process

24. PERFORMANCE MANAGEMENT OVERVIEW Communicate Standards/Expectations Give Timely Feedback Support employee’s efforts and development Provide Action Plan for Improvement when needed Allow Employees to Correct Deficiencies Acknowledge Quality Performance Measure Performance Consistently Document Performance Objectively Confirm Understanding

25. QUESTIONS?