PROBATIONARY PERIOD AND PERFORMANCE EVALUATIONS

Effective: August 15, 2024

Purpose: The purpose of this policy is to assess, provide feedback, and determine the suitability of University Support Staff (USS) employees during probation and annually to ensure accountability, development, and fair decision-making regarding promotions or dismissals.

Scope: This policy applies to all University support staff.

Responsible Office: Human Resources

Policy Statement: Initial employment in a University Support Staff (USS) position will generally be with a probationary status for the first six (6) months of employment. One or more feedback sessions will be conducted during the probationary period. Before each employee’s probationary period expires, a performance review will be completed.

Performance evaluations are required for all permanent USS annually.

One-on-one meetings between employees and supervisors are encouraged, as needed, throughout the review period.

When a probationary period is completed with a performance rating of “satisfactory” or higher, an employee will receive permanent status. Permanent employees are eligible for leave of absences for up to one (1) year when in the best interest of the University, for layoff rights, or for qualifying appeals. Continued employment is nevertheless at will and dependent upon receipt of a performance rating of satisfactory.

Failure to notify the employee of a performance rating or an approved extension by the end of any probationary period automatically grants the employee permanent status.

SUPERVISOR TRAINING

All USS employees in a supervisory position (i.e., those who evaluate other USS employees) are required to complete supervisory training before receiving permanent status unless an exception is approved by Human Resources.

PERFORMANCE REVIEWS

Although Human Resources notify supervisory staff when evaluations are due, supervisors are responsible for ensuring reviews are completed regardless of any notification or lack thereof.

Supervisors are required to provide performance feedback at least twice a year. This feedback must be documented in the evaluation form.

Prior to completing a performance evaluation, the supervisor and the employee should review and, if needed, update the position description. Performance feedback will formally be provided twice a year, including a mid-year review and an overall performance evaluation with a rating during the last quarter of the calendar year. A supervisor may evaluate an employee at any time if conditions warrant a higher or lower rating; such evaluations are called “special evaluations.” Those special evaluations must have goals in place at least 30 days prior to the evaluation. The special evaluation period can leave no “gap time” between its start date and the end of the last evaluation period.

The supervisor will rate the employee on performance factors that include, but are not limited to, position knowledge; attitude, cooperation and behavior; dependability, reliability, and attendance; care and use of equipment and technology; communication, training and development; leadership; quantity and quality of work, and adherence to agency values. Employee input on performance factors is encouraged.

The supervisor assesses the performance factors as being unsatisfactory, satisfactory, or exceptional, as defined in the performance review. Supervisors shall make comments about the performance factors. Supervisory comments are required for an unsatisfactory rating.

OVERALL PERFORMANCE

The overall rating will be unsatisfactory, satisfactory, or exceptional, as defined in the performance review. Supervisory comments are required; employee comments are optional.

An employee who, in the opinion of their supervisor, is not performing work at a satisfactory level will be counseled on ways to improve. Unsatisfactory work performance may necessitate a special evaluation.

Two performance review ratings of less than satisfactory may be utilized as a basis for demotion or dismissal of the employee.

DEMOTION

Demotion of an employee by a supervisor may be done for a variety of reasons. An employee with permanent status who is demoted must be given a written statement of the reasons and is entitled to a hearing before the USS Appeals Board upon the employee's request.

Definitions: All words and phrases shall be interpreted utilizing their plain meanings unless otherwise defined in University or Board of Regents policy or by statute or regulation.

Procedures: All procedures linked and related to the policies above shall have the full force and effect of policy if said procedures have first been properly approved by the University’s administrator in charge of Human Resources.

[Human Resources procedures - coming soon]

Related Policy Information: N/A