- Performance Management System
- Position Description Connection
- Performance Evaluation Forms
- Performance Evaluation Due Dates
- Roles: Who Does What?
- The Process: Suggested Steps for Evaluators
- Tips and Resources
- Need Help?
The performance management system is an on-going and interconnected process designed to:
- Link individual contributions to organizational direction
- Provide a vehicle for on-going feedback and dialogue
- Ensure standards and expectations are communicated
- Acknowledge employee contributions and efforts
The position description and previous evaluation goals are the basis of the performance evaluation. The position description sets the expectations for duties and responsibilities, prioritizes tasks, and should be reviewed annually. (It no longer needs to be attached to the performance evaluation form.)
The evaluator should review the employee’s position description prior to completing the performance evaluation. This is a best practice and complies with language in the collective bargaining agreements. For assistance obtaining a current position description and/or revising an existing position description, please contact Classification and Compensation (email firstname.lastname@example.org).
The performance evaluation form is an important tool that encourages continued dialogue between supervisor and employee. It is important to use the correct form agreed upon by the bargaining unit covering the employee. Current forms for staff and management are listed below.
- CSUEU staff evaluation form (Word)
- University Police Department form (Word)
- APC (Unit 4) Form (PDF)
- Confidential Form (PDF) rev. 5/20/2014
- Management (MPP) Form (PDF) rev. 3/11/2013
- For SETC (Unit 6), SUPA (Unit 8), UAPD (Unit 1) and Confidential staff
- Advantages of the updated form:
- Easier to use and includes spell check
- Categories and ratings (with definitions) that are applicable and flexible enough to cover staff under most collective bargaining agreements
- Designed with input from all campus divisions
- Instructions include updates to the evaluation process
- Permanent Employees: Annual Review Periods and Due Dates
- Probationary Employees:
- Shall be evaluated at periods defined by the Collective Bargaining Agreement (see CBA Information below)
- Temporary Employees:
- Shall be evaluated a periods defined by the Collective Bargaining Agreement (see CBA Information below)
- At least once during appointment (typically by the end of the appointment), not less than once per year
The following provides an overview of performance evaluation roles.
- Lead (Optional)
- A Lead may be in the same collective bargaining unit as the employee.
- A Lead may be asked to provide input to the performance evaluation.
- For CSUEU employees, the lead may be present when the evaluator presents the evaluation to the employee.
- Lead work direction involves organizing, scheduling, and assigning work; training and orienting employees; and providing input to employee selection and performance evaluations.
- Typically, an MPP or the Chair.
- The evaluator should not be in a collective bargaining unit, with the exception of department chairs and sergeants.
- Appropriate Administrator
- The appropriate administrator must be an employee classified as an administrator which is, by default, part of the CSU Management Personnel Program (MPP).
- The appropriate administrator is a position to whom the employee has accountability within the unit, department, school, college, or division.
- Supervisory Signature Authority
- Two different signatures--two levels of supervisory signature authority--should occur on all performance evaluations, one of which must be an appropriate administrator.
- This “one-over-one” approval process is designed to protect the University and its managers from unintended liability/compliance issues and to ensure accountability.
- Exception: For the second signature, Deans have been authorized to sign as the Provost's designee.
- At the beginning of the new evaluation period, tell the employee you're going to give feedback on performance.
- Give feedback throughout the period.
- Take notes on performance throughout the period.
- Ask employee for accomplishments and challenges for the period.
- Prepare a draft evaluation.
- Give your administrator a chance to review the draft. Edit as requested.
- Setup a meeting with the employee.
- Present draft evaluation to employee. Offer to go through the content.
- Give employee period of time to review draft, as defined by their CBA.
- See if employee has input. Consider. Create final evaluation document.
- Present final evaluation to employee for signature.
- Evaluator signs.
- Make copies. Give a copy to the employee.
- Appropriate administrators signs.
- Forward to employee's VP office for tracking. VP's office will forward to Human Resources.
- The CSU Collective Bargaining Agreements (CBA) require that employees receive performance evaluations at different intervals during probation and then annually.
- The CSU Collective Bargaining Agreements (CBA) define the processes for performance evaluations, including periods for draft reviews.
- On a periodic basis, the Performance Management team provides lists to division heads noting evaluations due in the future 3 months and any overdue evaluations. This list allows executive level management to provide accountability within the division for the completion of evaluations.
|Bargaining Unit (Represented Employees)||CBA Article Number||Employee Status||Evaluation Frequency, [Draft Requirements] & Probationary Information|
|1 (Physicians) CBA||13 - Evaluation||Eval: Periodic|
|11 - Employee Status||Probationary||Period: 2 years|
|2, 5, 7, & 9 (CSUEU) CBA||10 - Employee Performance||Permanent||Eval: Annual [5 days draft (date) required]|
|Probationary||Eval: 3 mon, 6 mon, 11 mon|
|9 - Employee Status||Probationary||Period: 1 year|
|3 (Faculty) CBA||Contact Faculty Affairs|
|4 (APC) CBA||18 - Evaluation||Eval: Annual [14 days draft (date) required]|
|14 - Probation & Permanency/Tenure||Probationary||Period: 1 year|
|6 (SETC) CBA||12 - Evaluation||Permanent||Eval: Annual [input from employee]|
|Probationary||Eval: 6 mon, 11 mon (within 2 weeks of period end)|
|Temporary||At least once during appointment, not less than once per year|
|11 - Probationary Period||Probationary||Period: 1 year|
|8 (SUPA) CBA||29 - Performance Evaluation||Permanent||Eval: Annual|
|11 - Probationary Period||Probationary||Period: 1 year Eval: 6 mon, 9 mon, 12 mon|
|Employee Group||Policy||Evaluation Information|
|Confidential||Policies and Programs - Evaluation Plan||Eval: Annually and as deemed appropriate|
|MPP||Policies and Programs - Evaluation Plan||Eval: 6 mon and 1 yr of service, then annually thereafter|