2014 STAFF PERFORMANCE EVALUATIONS Review Period: January 1 , 2014 – December 31 , 2014 NEW THIS YEAR No separate login required! The online PE system is now available through myUK with just a single click. Process for completing PEs for Transferring Employees! It is the supervisor’s responsibility to complete the employee’s PE depending on where the employee worked for the majority of the calendar year. Campus Core Competencies were part of the PE process last year but we were not required to rate employees on these competencies. This year we are required to rate employees on the campus core competencies, however the ratings will not count towards the employees’ overall PE scores. TIMELINE December 2, 2014 – online 2014 PEs will be available December 22, 2014 – Deadline for A&S supervisors to submit position description updates to A&S HR/Payroll Office January 16, 2015 – Deadline for A&S HR/Payroll to submit updates to UK HR on position descriptions in order to be part of the 2014 PE process February 18, 2015 – A&S deadline for supervisors to submit completed online PEs to allow for second level approval March 2, 2015 – University deadline to submit completed online PEs PE PREPARATION 1. Once PEs are available on Dec 2, supervisors should check to ensure they have access to the PEs for their direct reports. - Contact A&S HR/Payroll Office with reporting issues 2. Employees and supervisors should review the MJRs and Essential Functions to ensure accuracy. Any discrepancies should be discussed with supervisor. - Contact A&S HR/Payroll Office to update/correct any MJRs and/or Essential Functions - Position descriptions requiring changes in duties of 50% or more will need prior review/approval from the Chief of Staff before changes can be submitted to the UK HR office. PE PREPARATION (CONTINUED) 3. Job Standards should be determined by the supervisor with input from the employee before the employee completes his/her Self Evaluation. Job standards from last year will not roll to this year’s PE. If job standards from the 2013 PE are appropriate for this review period, they can be copied from the 2013 PE which are still available. PE PROCESS OVERVIEW – FROM START TO FINISH Step 1 – UK HR releases PEs Step 2 – Direct reports and MJRs/Essential Functions are reviewed by employees/supervisors and updated by A&S HR/Payroll if necessary Step 3 – Job standards are determined and entered on PE (or copied from previous year if appropriate) Step 4 – Employee completes and submits Self Evaluation Step 5 – Supervisor reviews, adds comments, rates performance, and advances to the “Send to 1:1 Meeting” status PE PROCESS OVERVIEW (CONTINUED) Step 6 – PE is parked at the 1:1 Meeting step to allow second level management review before the 1:1 Meeting is held Step 7 – Supervisor will meet with each employee to review the PE after the second -level review/approval Step 8 – Supervisor can make edits to the PE after the 1:1 Meeting and then “Send to Employee for Signature ” Step 9 – Employee can add comments and sign electronically which sends the PE form back to the supervisor Step 10 – Supervisor can add final comments and sign electronically RATING SCALE 1 = Does Not Meet Expectations - employee did not consistently meet the job standards - performance needs improvement in areas of consistent weakness - employee requires close supervision to meet expectations - if employee fails to improve, corrective action may be recommended 2 = Meets Expectations - employee consistently met the job standards - results were timely and accurate and were produced with minimum supervision - employee recognized and adjusted well to changes in work situations and assignments - solid, good performance was the employee's norm 3 = Occasionally Exceeds Expectations - employee periodically exceeded the job standards - employee achieved results above expectations - employee showed exceptional performance and effort from time to time - performance is sustained and uniformly high with thorough and on time results 4 = Consistently Exceeds Expectations - employee clearly and consistently exceeded the job standards - exceptional performance and effort was the employee's norm - employee achieved results well beyond expectations - employee contributed unique, innovative and workable solutions to projects and/or problems RATING CONSIDERATIONS While Self Evaluations are required for each A&S staf f, it is up to the supervisor whether or not their direct reports are required to self-rate themselves. As in previous years, perfect overall ratings of 4.0 require a letter of justification from the supervisor ( and possibly second-level supervisor if appropriate ) to the Dean. If an employee receives a rating of “1” on a specific MJR, a Performance Improvement Plan (PIP) must be completed. Please work with the A&S HR/Payroll Of fice on this process. RESOURCES / REMINDERS A&S HR/Payroll Office: [email protected] PE Website: http://www.uky.edu/pe/ Step-by -step guides for employees and supervisors: http://www.uky.edu/pe/resources-guides Training is available through UK HR, however we will schedule special training sessions specifically for A&S supervisors and employees. Reminder: Please contact A&S HR/Payroll with reporting changes and position updates.