Professional
Staff Evaluation
Kelley
School of Business
Bloomington/Indianapolis
This document discusses the objectives and procedures to be
followed in the annual review procedure for professional staff members in the
Kelley School of Business.
The annual review procedure is intended to meet several key
objectives:
1.
It provides a regular method for staff to receive feedback
regarding their performance and their positions.
2.
It provides a regular opportunity for the staff member to
discuss personal career objectives and aspirations.
3.
It provides an opportunity for periodic review of job
content in professional staff positions by the incumbent, the immediate
supervisor and the Dean’s Office.
4.
It provides a regular opportunity to incorporate the career
objectives of particular staff members into the overall organizational plan.
5.
It provides for systematized review by the Dean’s Office of
activities and staffing in various administrative offices.
6.
It provides for documented record of the review of
professional staff. The record will be useful to new supervisors and to
existing supervisors should professional staff change positions and
supervisors.
7.
It serves as a Development Instrument for the staff
member.
The staff evaluation
system is intended to be a vehicle for positive, constructive discussion with
regard to employee performance and job content. It is intentionally separated
from the annual salary process in order to improve objectivity and increase the
breadth of discussion. It is expected that benefits from this process will be
received by the staff member, by the immediate supervisor, and by the
organization as a whole. The achievement of these goals obviously requires a
consistent view of what is intended as well as the cooperation of those who
participate in the process. The procedure for managing the annual review
process is designed to proceed as follows:
1.
During the spring semester of each year the Dean will
distribute information related to the annual review to each employee and to the
employee’s immediate supervisor. This information will describe the process and
deadlines for use in that particular year; job descriptions will be evaluated
periodically to ensure consistency with current job content. As part of the
process of notification the Dean’s Office will ask:
A.
Immediate Supervisors: who will be this year’s
evaluation of staff in your area of responsibility?
B. Individual Employees: who is best suited to judge
your job performance? For some positions the evaluation may be a joint responsibility
of more than one supervisor.
The
Dean’s Office will collect the responses to these questions and make decisions
as to responsibility for the evaluation where differences are noted between
supervisor and employee.
2.
By the end of the spring semester the Dean shall
distribute to supervisors and staff members copies of the evaluation form and
instructions to be used for that year. Staff members and administrators shall
independently fill in all parts of the evaluation form without consultation
with each other. It is important that the supervisor think about each
employee’s job and performance prior to discussing that performance with the
individual. A procedure of requiring two forms to be completed ensures that
both parties treat the procedure seriously.
3.
The supervisor schedules a meeting with each employee
to discuss the evaluation. Such meetings should take place no later than July
15th of that year. The employee and supervisor discuss their
independently-prepared conclusions and evaluations during this meeting. The
meeting should be structured to permit the employee to express a sense of
accomplishments, strengths, and weaknesses. The supervisor should respond to
each of these evaluations and initiate discussion of additional factors. The
discussion process should include elements of job content as well as job
performance. Suggestions for improvement in either job content or job
performance should be offered by either the supervisor or the employee. The
discussion is intended to be open and frank. The range of topics to be
discussed is intentionally broad to permit a balanced discussion of employee
strengths, weaknesses, and of job content. At the option of either the employee
or the supervisor the evaluation process may be supplemented by the addition of
one or both of the following:
A.
The employee may provide the supervisor with a set of
planned accomplishments for the next year, as a way of focusing the discussion
and the following year’s evaluation on the set of activities of particular
importance to the employee. In the discussion of these plans the supervisor
should indicate the extent to which he/she considers the employee’s plans to be
consonant with the organizational goals and the supervisor’s own view of the
needed achievements for the next year. Additionally, the supervisor may prepare
a statement of his/her goals for the employee or the organizational unit for
the next year. Either of the items discussed in this paragraph may be included
as a part of the formal evaluation; in addition, they should be retained by
both parties to the evaluation to assist in subsequent appraisals.
B. At the option of either the supervisor or the
employee a neutral third party can be invited to participate in the discussion.
This option should be followed when a staff member has significant interaction
with more than one supervisor, or in any instance where the employee or the
supervisor would feel more comfortable with a third participant in the
evaluation. The inclusion of a third party in the process requires the consent
of both the supervisor and the employee.
4.
Following the discussion, the supervisor completes
the cover sheet of the performance appraisal form based on the discussion with
the employee and attaches the evaluation form prepared by both evaluator and employee.
This cover sheet is signed and sent to the employee for review. If the employee
desires, he/she may choose to write an additional commentary on the cover
sheet. The evaluation is signed by the employee and returned to the evaluator.
The employee should retain a copy for his/her records.
5.
When the steps above are complete, the Dean’s Office
collects copies of the completed evaluation form from the responsible
supervisor. Once the information is complete, the Dean schedules a meeting with
the supervisor to discuss the evaluations and organizational plans for the
coming year. This additional level of review provides current information to
the Dean’s Office regarding organizational needs and structure, and job
performance of individual staff members.
6.
Experience has shown that there are occasional
instances where either the staff member or the supervisor (or both) chooses not
to participate in the evaluation process. In such instances the following
procedures will apply:
A.
Both parties choose not to participate: Both parties
should so indicate at the time that evaluation materials are distributed by
returning a brief note of explanation to the Dean.
B. Employee chooses not to participate: The employee
should notify the Dean as in A above who will, in turn, notify the supervisor
of the employee’s choice. The supervisor may elect to submit his/her evaluation
to the Dean without the employee’s self-evaluation or the discussion session.
The Dean will be responsible for reading the supervisor’s evaluation, sending
it to the employee for additional comment and deciding if additional action is
required, based on the content of the evaluation.
C. Supervisor chooses not to participate: In this
instance, the employee should submit his/her self-evaluation direct to the Dean
who will, in turn, read it and submit it to the supervisor for additional
comment. As above, the Dean will decide if any additional action is necessary
based on the situation.
7.
Information included in these appraisals is
considered to be confidential. Such information is not to be shared with other
staff members, or with faculty without the approval of the staff member
involved. Information collected for this process will similarly be treated as
confidential at the Dean’s level.
8.
Should the employee desire, a copy of the evaluation
will be sent to the University Human Resource Office. Lacking a specific
request to do so, copies of the evaluation will be retained by the employee,
the supervisor, and the Dean’s Office.
The specific evaluation
form to be used is attached. It is comprised of three parts:
A.
A summary worksheet that permits the employee to
express feelings about individual strengths, areas for improvement, the job,
and goals for the coming year.
B. A similar summary worksheet that permits the evaluator
to express similar feelings about the individual’s strengths, weaknesses, and
job performance.
C. A cover sheet to be prepared upon the completion of
the meeting between evaluator and staff member. The cover sheet provides
opportunity for additional commentary and the signatures of both parties.
Additional instructions to
complete this process may be included with the forms that are sent out. Once
completed, each of the three items is to be included in the performance
evaluation sent to the Dean. As indicated above, supplementary material may
also be provided.
To be effective, this
procedure requires a seriousness of purpose and consistency over time. To
encourage such seriousness and consistency, the procedure will be administered
and supported by the Dean’s Office. A Task Force of staff and supervisors will
meet annually to evaluate the recently completed evaluation system.
Responsibility for coordinating both of these activities lies with the Dean’s
Office.
Professional Staff Evaluation
Kelley School of Business
Supervisor’s Assessment
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Staff Member: |
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Supervisor: |
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Employee’s
particular strengths
in areas noted |
Areas for
Evaluation |
Items
needing improvement in areas noted. |
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Planning
& Organizing Initiative Creativity Judgment
& Decision
Making Adaptability &
Attitude Dealing
with People Skills: Oral, Written,
Technical |
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My goals and
expectations for this staff member for the coming year:
Other comments:
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Supervisor’s Signature |
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Date |
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Please take this assessment to the meeting with the staff
member. It will be included with the staff member’s evaluation.
Kelley
School of Business
Professional Staff Evaluation Summary
Report
of Meeting
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Staff Member: |
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Date of Meeting: |
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Supervisor: |
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Supervisor Comments following meeting:
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Signature: |
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Date: |
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Staff member comments following meeting (if any):
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Signature: |
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Date: |
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This report, with copies of staff member self assessment and
supervisor assessment is due in the Office of the Dean by July 15, XXXX.
Professional Staff Evaluation
Kelley School of Business
Staff Self-Assessment
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Staff Member: |
|
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Supervisor: |
|
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Employee’s
particular strengths
in areas noted |
Areas for
Evaluation |
Items
needing improvement in areas noted. |
|
|
Planning
& Organizing Initiative Creativity Judgment
& Decision
Making Adaptability &
Attitude Dealing
with People Skills: Oral, Written,
Technical |
|
My goals and directors
for this coming year:
I feel the following
changes in my job environment and/or work assignments would help me improve my
performance:
Things I like best
about my job:
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Staff Member Signature |
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Date |
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Please take this assessment to the meeting with the staff
member. It will be included with the staff member’s evaluation.