Chris Chiron, Interim Senior Director, Employee & Management Relations Jessica Moore, Senior Director, Classification & Compensation

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1 TO: FROM: HR Officers & Human Resurces Representatives Chris Chirn, Interim Senir Directr, Emplyee & Management Relatins Jessica Mre, Senir Directr, Classificatin & Cmpensatin DATE: May 26, 2015 RE: Annual Perfrmance Rating & Cmpetency Assessment Data Entry The current perfrmance management cycle fr SPA permanent emplyees ends June 30, This memrandum utlines the prcedures and deadlines fr entering perfrmance ratings. UNC-Chapel Hill must cmplete its reprting f ratings t UNC General Administratin n later than June 30, SPA ANNUAL REVIEW DATA ENTRY IN INFOPORTE **NEW THIS CYCLE** Supervisrs must: (1) Use the paper Perfrmance Management and Cmpetency Assessment Frm (Wrd dc) t cnduct the annual review fr signature and recrdkeeping; (2) Meet individually with each SPA permanent emplyee t review the emplyee s annual perfrmance appraisal and emplyee cmpetency assessment (ECA); and (3) **NEW** This year, supervisrs must enter the verall perfrmance rating and the verall ECA rating directly int InfPrte fr each f their emplyees n later than June 30, We ask that supervisrs d the data entry fr these tw verall ratings because later this summer, the University will launch an entirely web-based perfrmance management mdule in InfPrte fr use in the next perfrmance cycle that starts July 1, Entering the verall ratings int InfPrte fr the current cycle shuld assist supervisrs in becming familiar with the InfPrte envirnment as well as help t cnfirm that their direct reprts are appearing crrectly fr them in the system. Supervisrs autmatically receive access t the perfrmance management mdule when they lg int InfPrte. (If the supervisr is lgging int InfPrte fr the first time, then the perfrmance management mdule may nt appear until the fllwing day.) HR representatives als can access the perfrmance management mdule in InfPrte after access is granted t the Evaluatins and Perfrmance Management functins by their InfPrte Administratr. (The InfPrte Access Request Frm is attached; check the bx listed as Evaluatin in the HR sectin f the frm. These requests d nt require the supplemental HR System Access Frm.) Representatives shuld crdinate with their Schl/Divisin HR ffice (if applicable) t cnfirm wh will be respnsible fr mnitring and cmpleting the data entry. Instructins fr cmpleting the InfPrte wrkflw are attached t this mem. WHO MUST RECEIVE EMPLOYEE COMPETENCY ASSESSMENTS Emplyee Cmpetency Assessments (ECAs) must be cmpleted fr all SPA permanent and prbatinary emplyees (full-time, part-time, and time-limited) wh are regularly scheduled t wrk 20 r mre hurs each wrk week and wh have wrked at least three mnths in their current psitin. Even if the emplyee s verall r cmpnent cmpetency ratings have nt changed, verall cmments are expected t be included n the assessment frm. Fr emplyees wh started in their psitins n r after April 1, 2015, the ECA must be cmpleted at the time the emplyee has wrked 90 days in the psitin. Equal Opprtunity Emplyer Page 1 f 5

2 WHO MUST RECEIVE ANNUAL PERFORMANCE APPRAISALS Annual perfrmance appraisals must be cmpleted fr all SPA permanent and prbatinary emplyees (full-time, part-time, and time-limited) wh are regularly scheduled t wrk 20 r mre hurs each wrk week, and by June 30, 2015, will have wrked fr at least three mnths. This wrk may have been perfrmed in mre than ne department r institutin (see chart belw). FOR CONTINUING EMPLOYEES: Emplyees in a prbatinary r permanent SPA state psitin as f March 31, FOR NEW STATE EMPLOYEES: Emplyees wh are new t prbatinary r permanent SPA state emplyment and began wrk n r after April 1, FOR TRANSFER EMPLOYEES: Emplyees wh transferred frm anther University r State Agency psitin befre January 1, Emplyees wh transferred frm anther University r State Agency psitin between January 1, 2015 and March 31, Emplyees wh transferred frm anther University r State Agency between April 1, 2015 and June 30, **Cmpleting the annual appraisal is a shared respnsibility f bth supervisrs wh supervised the emplyee during the perfrmance cycle.** **Cntact Emplyee & Management Relatins fr guidance.** Cmplete an annual perfrmance appraisal by Select Override in InfPrte and then select the reasn Emplyee has been wrking as a prbatinary/permanent state emplyee fr less than 3 mnths. Wrk perfrmed n r after April 1 will be cnsidered part f the perfrmance cycle. Supervisrs shuld cmplete a quarterly review fr these emplyees at the time f the required 90-day cmpetency assessment. Cmplete an annual perfrmance appraisal by The current supervisr des nt need t cnsider the wrk perfrmed in the previus psitin. Cmplete an annual perfrmance appraisal by The current supervisr may request a mid-cycle review r its equivalent frm the previus supervisr t be cnsidered in determining the verall rating fr the emplyee this cycle. Cmplete an annual perfrmance appraisal by Optin 1: The current supervisr may request that the previus supervisr cmplete an annual perfrmance appraisal fr wrk cmpleted in the perid prir t the date f emplyee s transfer. This rating wuld be entered as the emplyee s annual appraisal fr this cycle. A previus UNC supervisr shuld be able t access the emplyee by including Inactive emplyees in the HR Status filter n their InfPrte emplyee list. All wrk perfrmed by the emplyee in the current psitin wuld be reflected in next year s perfrmance appraisal. (This creates a slightly lnger perfrmance cycle fr the emplyee fr the cming cycle.) Optin 2: The current supervisr may request a mid-cycle review r its equivalent frm the previus supervisr fr the current supervisr s cnsideratin in determining the verall rating fr the emplyee this cycle SPA Perfrmance Management Annual Data Entry Page 2 f 5

3 DETERMINING PERFORMANCE RATINGS Supervisrs will assign individual perfrmance ratings fr each perfrmance gal and each rganizatinal value n a 3-pt scale: Exceeding Expectatins Meeting Expectatins Nt Meeting Expectatins Supervisrs will then assign an verall perfrmance rating n a 5-pint scale: Outstanding Cnsistently perfrming abve expectatins Very Gd Cnsistently perfrming at r abve expectatins Gd Cnsistently meeting perfrmance expectatins Belw Gd Cnsistently perfrming at r belw expectatins Unsatisfactry Cnsistently perfrming belw expectatins THREE-COLUMN ORGANIZATIONAL VALUES CHART A three-clumn chart is available n the OHR website in the Perfrmance Management Tlkit that includes descriptins f perfrmance at the nt meeting, meeting, and exceeding levels f expectatin fr each rganizatinal value. Supervisrs can use these as benchmarks in deciding the level f perfrmance achieved by each emplyee. ADDITIONAL FACTORS AFFECTING PERFORMANCE RATINGS Plicy Requirement Disciplinary Actins: Emplyees wh received any disciplinary actins during the perfrmance cycle: (1) must receive a rating f Nt Meeting Expectatins fr the perfrmance gal(s) and/r rganizatinal value(s) relevant t the disciplinary actins, and (2) cannt receive an verall rating f Outstanding. Plicy Requirement Overall Rating: If an emplyee receives any individual rating f Nt Meeting Expectatins (with r withut an active disciplinary actin), then the emplyee cannt receive an verall rating f Outstanding. Cnverting 3-Pint Scale t 5-Pint Scale: The verall rating must cnsider all f the emplyee s individual ratings. Althugh there is n exact delineatin fr cmbinatins f individual ratings, the fllwing shuld prvide sme general guidance in determining the verall rating. Fr an Outstanding verall rating, the emplyee shuld have n mre than three individual ratings f Meets Expectatin, and the rest f the ratings shuld be Exceeds Expectatins. Fr a Very Gd verall rating, the emplyee shuld have a fairly balanced cmbinatin f Meets and Exceeds individual ratings. It is pssible that an emplyee with a single individual rating f Nt Meeting Expectatins culd receive a Very Gd, depending n the verall impact f ther ratings fr the cycle. Fr a Gd verall rating, the majrity f individual ratings shuld be at the Meets Expectatin level, taking int cnsideratin the guidelines fr the ther ratings levels prvided here. Fr a Belw Gd verall rating, the emplyee might have up t three individual ratings f Nt Meeting Expectatins with sme cmbinatin f Meets and Exceeds fr the ther ratings. Fr an Unsatisfactry verall rating, the emplyee shuld have mre than three individual ratings f Nt Meeting Expectatins, regardless f the ther ratings achieved. Relative Impact f Gals/Values in Psitin: If particular perfrmance gals r rganizatinal values are cnsidered especially critical in the psitin, then the supervisr shuld factr that int determining the verall rating fr the emplyee. Fr additinal guidance n determining ratings, cntact Emplyee & Management Relatins SPA Perfrmance Management Annual Data Entry Page 3 f 5

4 OVERRIDE RATINGS FOR APPRAISALS NOT COMPLETED If an emplyee appraisal culd nt be cmpleted fr ne f the fllwing reasns, then the supervisr r HR representative shuld select the verride buttn n the data entry screen in InfPrte and select the applicable reasn: Emplyee is n an extended paid leave. Emplyee is n an extended leave withut pay, n disability, r n wrkers cmp leave. Emplyee has been wrking as a prbatinary/permanent state emplyee fr less than three mnths. Emplyee ended permanent emplyment with the University befre the evaluatin prcess culd be cmpleted. NO SELF-REPORTING OF RATINGS Individuals cannt enter their wn ratings. The HR Officer fr the Schl/Divisin can enter the rating fr any HR representatives whse supervisrs cannt enter their ratings. If the HR Officer is als an SPA emplyee, then the HR Officer s supervisr must cmplete the Perfrmance & Cmpetency Rating Manual Entry Frm (attached) then either fax ( ), as a signed PDF (t [email protected]), r mail t Emplyee & Management Relatins in the Office f Human Resurces, CB #1045. Emplyee & Management Relatins will enter the rating fr the HR Officer. Emplyee & Management Relatins must receive the Manual Entry Frm fr these emplyees n later than June 26, TIPS FOR USING EMPLOYEE LIST FILTERS IN INFOPORTE Wrapping/Overlapping Filter Fields: Depending n yur screen reslutin, the rws f filter fields may be wider than yur screen allws, which may make sme f the filter fields wrap arund and verlap n ther fields. Yu can adjust the size f the fnts n the screen t get filters t appear crrectly. Use Cntrl Key / Minus Key (Ctrl - ) t shrink the fnt, and Ctrl + t enlarge it. PM Status Filter: Yu can add tw perfrmance-related clumns t the emplyee list by clicking the PM Status and PM Review filter buttns and then clicking n the Search buttn. Yu can then srt by the PM Status clumn t see which reviews have been cmpleted and which have nt. Yu can als exprt the emplyee list t excel s that yu can perfrm additinal srting r tracking. Filter Refresh: If any perfrmance infrmatin des nt appear r disappears in the emplyee list, yu may need t click the Clear buttn t refresh the filter and then perfrm yur Search again. WHAT IF A PERFORMANCE RATING IS GRIEVED? Emplyees can file a grievance nly fr an verall annual perfrmance rating f Belw Gd r Unsatisfactry. Emplyees must submit the grievance filing frm t Emplyee & Management Relatins within 15 calendar days f the perfrmance review sessin. Even if a grievance is filed, the riginal perfrmance rating must be entered int InfPrte. Any adjustment t the rating, if necessary, will be entered nce the appeal is reslved. Emplyee Cmpetency Assessments are nt grievable. Please nte that the Perfrmance Management & Cmpetency Assessment Frm may cntain a reference t the Career Banding Dispute Reslutin Prgram; hwever, the Office f State Human Resurces has discntinued this prgram. Emplyees wh have questins abut their appeal rights r alternative dispute reslutin prcesses may cntact Emplyee & Management Relatins at r [email protected]. RECORDKEEPING Final dcuments must include signatures frm the emplyee, the supervisr, and the secnd-level supervisr. Emplyees shuld be given a cpy f their cmpleted and signed perfrmance appraisal. Perfrmance appraisal dcuments must be maintained at the Schl/Divisin r department level SPA Perfrmance Management Annual Data Entry Page 4 f 5

5 ANNUAL REVIEWS FOR EPA NON-FACULTY EMPLOYEES EPA Nn-faculty annual reviews are als due June 30, There is n required frmat fr the EPA Nn-faculty annual review. There are tw ptinal frms available n the Office f Human Resurces website. EPA Nn-faculty ratings will nt be entered int InfPrte fr the perfrmance cycle. WORK PLANS FOR CYCLE Develpment and testing is being cmpleted n the full perfrmance management mdule in InfPrte, which, when cmpleted, will allw supervisrs t establish wrk plans and enter perfrmance evaluatins directly int InfPrte and will replace the current paper prcess. Emplyees will als have access t the new system. The revised mdule is scheduled fr release this summer. Until the full mdule is cmpleted, department management is encuraged t begin discussins n perfrmance gals fr the fiscal year. Supervisrs can dcument their wrk plans when InfPrte mdule is available. WHAT IF I HAVE QUESTIONS? Fr questins abut the perfrmance management prcess r assigning apprpriate ratings, cntact yur Emplyee & Management Relatins Cnsultant. Fr questins abut the cmpetency assessment prcess r assigning apprpriate ratings, cntact yur Classificatin & Cmpensatin Cnsultant. If yu experience technical difficulties when entering the ratings in InfPrte, initiate a webbased Remedy ticket. (Refer t the attached CnnectCarlina reference sheet fr general instructins.) T dwnlad frms r t review sample dcuments and ther help aids, g t the Emplyee & Management Relatins sectin f the Office f Human Resurces website (hr.unc.edu/emplyeemanagement-relatins) then select Perfrmance Management Frms r Perfrmance Management Tlkit frm the ptins n the right side f the page. Fr additinal infrmatin and tips regarding ECAs, g t: Attachments: InfPrte Reference Sheet InfPrte Access Request Frm Perfrmance & Cmpetency Rating Manual Entry Frm SPA Perfrmance Management Annual Data Entry Page 5 f 5