May 30, 2018
Written performance evaluations must be conducted annually at minimum using a university-approved system or method for all staff employees except those hired within the three months preceding fiscal year end. Departments are encouraged to provide rigorous feedback, coaching and performance assessments during the first 90 days of employment.
Information about the university’s standard performance evaluation system (Workday), available templates, requirements for schools/divisions using alternative methods, guidance for managers conducting an evaluation and additional links are all available on the performance management page of the Employee Gateway. Schools/divisions not using Workday are required to upload performance evaluation records and provide scores to be uploaded into Workday for recordkeeping purposes. Performance evaluations are generally conducted in the spring because annual staff pay increases are merit-based and take effect in July. Schools/divisions may determine the timing of annual evaluations based on particular business requirements, but all departments must meet the deadline imposed by their business unit. Whatever timing is used, the performance evaluation is required as a basis for the determination and justification of merit pay increases.
As referenced above, when a staff employee is hired, transferred, promoted, or given new duties, the manager must establish a foundation for future performance evaluations by reviewing with the employee the relevant job responsibilities, performance expectations, business objectives, training requirements, and any university and departmental policies and procedures that may affect his/her ability to succeed. Managers must provide the employee with rigorous feedback, coaching and assessments on performance during the first 90 days in the new position. Managers are encouraged to request feedback from co-workers, customers and others with insight into the employee’s performance. Help for both gathering feedback and viewing responses in Workday is available on the managers page of the Workday Help site.
Managers should provide performance feedback throughout the year and should immediately address significant failures to meet expectations through verbal and/or written disciplinary notices as outlined in the university’s Staff Disciplinary Practices policy. Managers are encouraged to maintain notes regarding specific performance observations to facilitate providing examples that substantiate performance scores on the annual evaluation. Managers are encouraged to also request feedback from co-workers, customers and others with insight into the employee’s performance. Help for both gathering feedback and viewing responses in Workday is available on the managers page of the Workday Help site. There may be exceptional circumstances that preclude a manager from completing an annual written performance evaluation. Managers should consult with Human Resources Administration if extenuating operational circumstances prevent the completion of an annual written performance evaluation.
Completing the annual evaluation
Both the manager and employee must sign (electronically or physically) the evaluation acknowledging each has reviewed the document and attesting to the accuracy of the ratings and comments provided. If the manager or employee disagree with the ratings or comments made by the other, each must have the opportunity to discuss, modify or provide clarifying comments that will be part of the official record. If the employee declines to sign the evaluation, appropriate notation should be made on the evaluation describing the circumstances. Disagreements regarding performance evaluations may be resolved through the Staff Complaint Process.
Performance evaluations must be maintained in the employee’s official file (Workday) for the duration of employment and a minimum of seven years after termination.
Human Resources Administration
Todd R. Dickey, Senior Vice President, Administration
University of Southern California