4.19.4 Performance Evaluation Program

A. Purpose

The purpose of this policy is to provide for the administration of an effective performance evaluation program for staff. Performance evaluations are to be used in decisions concerning promotion; to help improve work performance, in merit salary reviews for each fiscal year, and for disciplinary actions where applicable.

B. Persons Affected

The University of Texas System Board of Regents’ Rules and Regulations Rule 30501, Employee Evaluations

The University of Texas System Board of Regents’ Rules and Regulations Rule 30103, Standards of Conduct

The University of Texas System Board of Regents’ Rules and Regulations Rule 30601, Discipline and Dismissal of Classified Employees

Texas Government Code Chapter 552, Public Information

Persons Affected: This policy applies to all regular staff employees of the University of Texas at Tyler (UT Tyler). 

C. Definitions

Rating Period: January 1st through December 31st of each year. 

Regular staff employee: Includes any non-faculty employee hired for a period of at least 4 ½ months and for at least 50% full time equivalent and who is benefits-eligible. 

D. Policy and Procedures

The policy of UT Tyler is that supervisors will conduct performance appraisals on all regular staff employees under their supervision in accordance with this policy and guidelines established by the Office of Human Resources. The Office of Human Resources shall develop an effective performance appraisal program that is based on lawful, job-related, and nondiscriminatory criteria and shall distribute guidelines for use by managers in the appraisal of regular staff employees. Adherence to the provisions of this policy and to the guidelines promulgated by the Office of Human Resources will be considered in the evaluation of supervisory personnel.

PROCEDURE

  1. Evaluation Criteria

    1. The supervisor is expected to develop standards for each position and may consult with the employee in that process.  Performance appraisals will be based only on lawful, job-related, and non-discriminatory criteria.
    2. The standards for each position should be communicated to the employee by the supervisor when the employee is hired and at the onset of each evaluation period.  Evaluations will be based on specific, objective, measurable and consistently applied criteria.
    3. Supervisors will provide appropriate documentation during the performance year, recognizing any significant improvement or deterioration in performance from the prior written performance evaluation.
    4. Supervisors should utilize the standard performance evaluation review form provided by Human Resources to evaluate employees.
  2. Procedures

    1. The employee’s immediate supervisor will conduct the annual appraisal.  The supervisor will discuss with the employee his or her job performance in a formal evaluation interview. This evaluation interview can also include discussion of changes in standards and/or essential job duties for the coming review period.  However, discussion of performance standards for the coming year may also be covered in a separate meeting, to occur early in the new performance year.

    2. A supervisor must consult with the Office of Human Resources as soon as possible after deterioration in the employee’s performance which may result in an overall rating of “Below Expectations” in the performance appraisal. A draft of the performance appraisal should be provided for review by the supervisor to the Office of Human Resources prior to the appraisal being issued to the employee. 

    3. A copy of the completed performance evaluation must be placed in the employee’s personnel file in the Office of Human Resources and a copy must be provided to the employee.  

    4. Salary increases related to promotions and merit awards will require that a current performance appraisal be on file with the Office of Human Resources.

  3. Probationary Employees.  

    Supervisors will evaluate newly appointed regular classified staff (non-faculty) during the first six months of employment. A formal evaluation will be conducted on the 90th and 180th day of employment. Results of these evaluations will be the basis for retention or release of the employee. If an employee is terminated prior to the 90th day of appointment, no performance appraisal will be required. A copy of the completed performance evaluation must be placed in the employee’s personnel file in the Office of Human Resources and a copy must be provided to the employee.  

E. Responsibilities

  1. Supervisor

    1. Conducts annual written performance evaluations for all applicable employees.
    2. Timely completion and submission to Human Resources of all applicable employees’ performance evaluations by submitting completed evaluations by the deadline. 
    3. Conducts written performance evaluation updates, or makes performance notes in the employee’s file if, at any time, an employee’s performance reflects a significant improvement or deterioration.
  2. Human Resources
    1. Sends a general reminder to complete the evaluations.
    2. Ensures that all applicable employees have been evaluated.
    3. Maintains a record of when all employee evaluations are completed.

F. Review

This policy shall be reviewed by Human Resources every five years or as legislation changes.

ORIGINALLY APPROVED:  12/01/2001

LAST AMENDED:  02/2019