Overview
CIT wishes to ensure that all CIT employees benefit from effective, appropriate and regular evaluation by their immediate supervisors. Further, CIT wishes to ensure that supervisors have the skills necessary to conduct performance evaluations in a manner that is consistent, equitable, reasonable and supportive to the individual being evaluated.
The performance evaluation process is designed to promote communication between supervisors and employees, improve job understanding, promote more effective job performance and on-the-job development, and provide a basis for salary improvement decisions.
Applicability
All regular or term, full- or part-time university employees are required to have an annual performance evaluation with their immediate supervisor.
Responsibility
Directors, in collaboration with their Assistant Directors, managers, and supervisors, are responsible for the program(s) within their respective division.
Frequency
Each employee's performance is to be formally evaluated by their immediate supervisor on an annual basis. CIT's annual performance review period is based on a calendar year (e.g. January 1 through December 31 of any given year).
In addition, it is expected that on-going discussions between the immediate supervisor and employee occur on a routine and regular basis throughout the year. This involves setting performance expectations, checking-in, and providing on-going feedback.
6 Month Program Contributions
The Program Contributions component of the performance evaluation process is intended to capture concrete deliverables/outcomes, the quality of accomplishments, and establish some objectives for a six month time period.
The goal here is not only to ensure that concrete contributions are explicitly incorporated into the annual evaluation process, but also to align an employee's efforts with CIT's strategic and program goals, and to introduce a greater level of accountability for outcomes.
This form will be reviewed and updated by the employee and supervisor every 6 months beginning in January of any given year. The form is incorported in the annual performance evaluation form which reviews the previous 6 month objectives (July to December) and captures the upcoming 6 month objectives (January to June). In June of any given year, supervisors will be expected to meet with their employees to review the previous 6 months contributions and develop objectives for the next 6 months (July to December). The completed form is to be sent to CIT HR.
Annual Evaluation Process
A memo to CIT-All will be sent from Polley McClure, Vice President, Office of Information Technologies late October/early November outlining CIT's annual performance evaluation process.
Generally, an information gathering phase is to be conducted through the month of November where CIT employees are encouraged to share feedback on their experiences with other CITers. This includes providing feedback on peers, internal CIT suppliers and customers, and/or CIT management. Employees who are not comfortable sharing feedback directly to another employee, may send their feedback to CIT HR who will forward it anonymously to the appropriate individual.
CIT's Senior Management (SRM) team will meet to discuss the organization's talent in early to mid-December. SRM calibrates rating criteria across the organization. SRM then refines and distributes rating criteria to the organization after the meeting.
Supervisor Responsibilities
Supervisors are expected to write final reviews and conduct discussions between mid-December and the end of January. This includes:
- Contacting individuals whom each employee worked most closely with for review period (may want to ask employee for names)
- Collecting e-mails, value cards, or other feedback received about the employee for the year
- Asking employees to complete a self-evaluation (optional); it is at the discretion of the supervisor to determine when delivered (e.g. before or at review discussion) — must be consistent for all employees
- Writing first evaluation draft
- Reviewing draft with manager before discussion
- Scheduling a mutually convenient discussion time with employee
- Having the discussion
- Discussing any job-related development next steps
- Revising document, if necessary, based on conversation with employee
- Attaching employee rebuttals, if provided. Employees have the right to include a rebuttal which will become part of their permanent file; rebuttals must be attached to the employee's evaluation either by the supervisor or by CIT HR
- Obtaining signatures on final evaluation form (requires signatures from employee, supervisor, and next level of management)
- Providing employee a copy of final signed evaluation
- Sending signed originals to CIT HR, 200 CCC by January 31
All performance evaluations are due to CIT/HR no later than January 31.
Supervisors are expected to contact CIT/HR as soon as possible if they are unable to meet the January 31 deadline.
Needs Improvement Ratings
Supervisors must contact CIT HR before meeting with an employee who will receive an overall performance rating of "2" (Needs Improvement) or lower.
A development plan is required that includes:
- Specific examples of performance, behavior, or skill that must be improved to meet established expectations;
- Specific, measurable results that must be demonstrated consistently (e.g. "we expect no unauthorized absences within the next 90 days");
- Actions to be taken to correct performance;
- Defined, reasonable timeframe during which improvement must occur (generally 60 to 90 days).
- Written statement of next steps to be taken if employee does not make required improvements with the designated timeframe.
Follow up reviews should be conducted and documented during the designation timeframe. If development plans are not resolved within 90 days, the supervisor will consult with CIT HR to determine next steps.
Employee Responsibilities
Employees are encouraged to:
- Provide supervisor with list of people whom employee has worked closely with for the review period
- Provide supervisor with any performance feedback received throughout the year (e.g. values cards, e-mails)
- Provide feedback about supervisor and/or others within the organization
- Complete a self-evaluation before meeting with supervisor (optional). The employee may fill out the review form or write a narrative version.
- Attend and actively participate in the discussion
- Include rebuttal, if appropriate, which will become part of permanent employee file. Employee can:
- Provide the rebuttal to his/her supervisor before signing the final evaluation
- Send the rebuttal directly to CIT/HR for inclusion in the file
- Contact CIT HR for any concerns or issues
- Discuss strategies and expectations with supervisor in regards to areas for development
- Sign evaluation (acknowledging review occurred - refer to FAQ/Examples section below for questions related to disagreements with evaluation)
Each employee will receive a signed copy of their final evaluation.
Evaluating CIT Internal Employee Transfers
If a CIT employee transfers to a new position within the organization on or before July 1st of any given year, the hiring supervisor will be responsible for conducting a full performance review which will be based on 6 months of performance in the new role.
The hiring supervisor should review the position description with the new employee as well as establish and communicate performance expectations within the first few weeks of hire.
For internal transfers that occur after July 1st of any given year, the hiring supervisor should contact CIT HR for guidance regarding the performance evaluation process.
Evaluating New Employees including University Transfers
All regular or term full- or part-time employees hired before February 28th of any given year will be eligible to receive SIP.
If a new CIT employee is hired before October 15th of any given year, a full, formal evaluation is required.
If a new CIT employee is hired between October 15th and February 28th of any given year, it is recommended that a provisional evaluation be conducted. This could include completing the CIT performance evaluation form or at the minimum, completing the program contributions section with an attached memo assessing the employee's performance. In these situations, a performance rating of "3" which indicates the employee is meeting the expectations of the position is appropriate. However, if there are extenuating circumstances where the employee is either not meeting expectations or exceeding expectations, the hiring supervisor should consult with CIT HR.
SIP will be based on the hiring supervisor's evaluation of the employee's performance in their current position.
New University Non-Exempt Employees
Non-exempt employees who are new to the university are required to have a 90 day probationary review completed and on file with CIT HR.
90 day probationary reviews are not required for non-exempt staff who transfer to CIT from another university department.
Roll-out Schedule
| Dates of Importance |
|
| late October/early November |
CIT-All memo from Polley regarding 2006 Performance Management process |
| November |
Information Gathering |
| December , 2007 |
SRM to send all proposed ratings to CIT HR |
| December 5, 2007 |
SRM Talent Review Meeting |
| TBD |
CIT HR send out Talent Review Meeting results to each Director |
| December 11, 2007- January 31, 2008 |
Supervisors write final reviews and conduct discussions |
| January 31, 2008 |
Performance Reviews Due to CIT HR |
Administration
CIT HR will log and file all signed original performance evaluations. All rebuttals are reviewed by CIT/HR.
CIT HR is required to complete and submit attestation of performance evaluations completed and received to the university.
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