UNIVERSITY OF NORTH TEXAS Planning Guide/Performance Agreement and Review Position Data

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1 UNIVERSITY OF NORTH TEXAS Planning Guide/Performance Agreement and Review Position Data Sample Use Classification Title or both Working and Classification Title Employee Name: Salim Brown EMPL ID Number: Department / DeptID: College of Nursing Official Position Title: Assistant Director III Position Number: 1234 Job Code: 002 Date: 22-May-11 Purpose of Position: This position provides academic and career advising to students in the College of Nursings; assists with registration, and orientation. This position assist with processing of student degree plans, degree audits, andgraduation applications. Outline the purpose of the job. It could be the formal job description or it could be the more Supervision specific detail of that Received: Reports to the Associate Dean of Advising. job Supervision Given: Four professional staff members. Two student hourly employees and one GA (graduate assistant) Indicate number and type of individuals supervised: manager/ supervisor, professional staff, administrative staff, skilled trades etc... If uncertain just indicate number and staff or student. *To continue please select the "Planning Guide" tab at the bottom of this worksheet.

2 Results/Rating Scale (1-5) Ratings are as follows: 1 Poor (Unsatisfactory). Does not meet goals and objectives. Improvement is needed in most aspects of position. Corrective performance plan must be outlined and monitored, and timelines for improvement established. 2 Fair (Needs Improvement). Fails to meet expectations in one or more of the significant/essential position requirements. Improvement is needed. A plan to correct performance must be outlined and monitored, and timelines established to improve performance. 3 Good (Satisfactory). Consistently fulfills performance expectations and periodically may exceed them. Work is of high quality in all significant areas of responsibility. 4 Excellent (Exceeds Expectation). Always achieves performance expectations and frequently exceeds them. Demonstrates performance of a very high level of quality in all areas of responsibility. 5 Superior (Exceptional). Far exceeds performance expectations on a consistent and uniform basis. Work is of exceptional quality in all essential areas of responsibility. In addition, makes an exceptional or unique contribution in achievement of unit, department, and University objectives.

3 Can be a specific job duty or competency. KEY RESULT AREAS/TASKS I. Work Factors/Job Skills Effective Planning PLANNING GUIDE/PERFORMANCE RATING FORM (UPO-31) Typically not fewer than 4 or 5 Performance Plan/Rating Scale: *Ratings other than "3" must include comments in the justification column. PERFORMANCE STANDARDS Develops strategies and work plans for accomplishing goals; organizing tasks in a logical sequence and identifying resources required. Capable of managing several assignments at the same time. Seeks new tools, job training, and learning opportunities. WEIGH T (1-3) RESULT S JUSTIFICATION 3 3 Salim looks for ways to capitalize on the skillset of her team. She is learning more about them and their strengths. Salim is effective at prioritizing projects and completes her assignments on schedule. If all weights are the same then nothing is more important than anything else. Make sure the more important aspects of the job have higher weights. TOTAL Comments on all areas helps staff know how they are doing and creates a learning, engaged environment. Judgment/ Problem-Solving Identifies problems and analyzes causes; takes or recommends actions after evaluating alternative solutions; follow-up to ensure problems are corrected. Generates alternative solutions when solving problems. 2 3 Salim looks at situations and analyzes what is happening to determine the best solution. Sometimes her analytical nature is a hindrance as there are times decisions need to be made quickly. This would make her even more effective.salim needs to improve on making a contingency plan if the initial solution does not work out. 6 Provide positive feedback as well as opportunities for improvement. The goal is to help staff get better. Example of a Competency Communication Writes reports, letters, etc. using appropriate style, format, spelling and grammar, writes in a clear, concise manner. Clear when communicating ideas orally. Exhibits listening skills and ensures the message is understood. Receptive to feedback and constructive criticism. 3 3 Salim has good written communication skills. She writes clear, concise research proposals and grant requests. Salim actively seeks feedback from supervisors and co-workers and makes any adjustments for positive change. Comments should be specific to the key result area. In this case it should be about communicaiton.

4 Job Knowledge Understands job procedures, policies and responsibilities; keeps up-to-date technically; acts as a resources person on whom others rely for assistance. Accepts accountability for actions. 3 3 Salim understands her job and is technically very good at the grant research and proposal writing. She is growing in her management skills. Salim is viewed as dependable by her teammates. Attendance & Punctuality Leadership Comes to work regularly, maintains assigned work schedule. Follows procedures requesting leave and reporting absences, and provides necessary documentation/releases to work if necessary. Uses positive techniques to motivate employees. Sets and achieves high standards with the team. Properly delegates tasks and projects. Provides appropriate feedback to subordinates. 3 1 Salim has missed work repeatedly which casues serious challenges with managing the office in her absence. Salim needs to address her medical issues so she does not need to use as much FMLA thereby causing a negative imact on the department. 2 3 Salim is a positive contributor to the team. Salim needs to improve on delegating more tasks to her team and allowing them to be the lead on projects and be a source of encouragement, instead of always taking the lead role. A key part of being a successful supervisor is allowing employees an opportunity for growth. 3 NEVER address any FMLA or ADA issues related to performance or attendance. If you have ANY questions call your HR Manager to discuss. 6 TRY THIS: When Amy is tardy or absent, she does not always follow the proper call-in procedures. Amy must remember to follow all required procedures for absences/tardies. II. Primary Job Responsibilities Manages a functional area in the College of Nursing Example of Task/responsibility Demonstrates effective team management skills, develops business proposals for justification of CON related initiatives, ability to develop and execute short and long-term departmental goals. 3 3 Salim has had the opportunity to develop business proposal in her area. She has looked at the goals of thecon and is working to link her department goals to them.

5 Research and Research liaison Oversee the research leaders projects and plan management. Identify the goals and objectives for the department. Provide systems and processes for the team to use. Build relationships and work closely with the various departments/functions in the CON and the agencies. Manage process and communications. 3 3 Salim has worked with her team to determine the goals and objectives of the research group. She has put processes and systems in place to manage all aspects of the research side of her team. Grants Ensure team has needed administrative tools, Ensure requests are accurate and complete. Manage the review process. Support faculty and staff in the submission of proposals for and the administration of federal, state, and private industry grants. 3 3 Salim has had the opportunity to put processes and systems in place for this college. She sets a high standard for accuracy and timeliness. Her team works closely with their respective departments to ensure their proposals are correct and submitted on time. Training You can add detail on employee goals here to evaluate last year's goals Develop and present workshops to the CON on the Grant process and what is needed by your team to assist them in their requests. 3 4 Salim worked closely with Sam, the lead grant writer, to develop the workshop. It has been presented to all department leaders. Workshop was well-received and her peers have made comments on how helpful this was to them. 12 Comments are required on any score other than 3 III. Goals Develop an automated Research and Grant Request System Research systems other Universities are using. Create and implement a system for our CON. 3 3 This is a project that will continue on this year. The initial research has been completed and Salim is now working on the development of the system. Total Weight: 103 tal Score: 285

6 KEY RESULT AREAS/TASKS PLANNING GUIDE/PERFORMANCE RATING FORM (UPO-31)- Additional Guidance PLANNING GUIDE/PERFORMANCE RATING FORM (UPO-31)- Additional Guidance PERFORMANCE STANDARDS WEIGHT (1-3) Use this RESULT JUSTIFICATION JUSTIFICATION of results other than 3 S DO NOT Use this of results other than 3 Written Communication Write reports, letters, etc. using appropriate style, format, spelling and grammar. Writes in a clear, concise manner. 3 5 Mira communicates well through written reports and memos. Her reports are clear, concise, and contain the necessary details. She rarely makes grammatical and spelling errors. We have starting using Mira as a proof reader for documents in the department due to her excellent written communication skills. Mira s writing is fine. Her reports and memos are good. Timeliness Completes work in a timely manner. Meets deadlines consistently. Provides appropriate and timely responses to both internal and external customers. 3 4 Joan consistently meets deadlines. She understands the importance of prioritization within the department and the needs of our external customers. Even when assignments change she remains calm and figures out a way to make it work. She is sensitive to time constraints on certain projects and never puts the department in the position to appear unfavorable or unresponsive. Always meets deadlines Attendance and Punctuality Comes to work regularly, maintains assigned work schedule. Follows procedures requesting leave and reporting absences, and provides necessary documentation/releases to work if necessary. 3 3 Justin follows the policies regarding leave requests. He follows the call in procedures if he Rarely Absent is not going to be in to work. Justin is always on time and maintains an acceptable work schedule. Teamwork Puts the department s success ahead of personal goals; shares information and resources with others; gives timely responses to requests made by others; promotes teamwork. 3 4 Jael demonstrates very strong teamwork. She is very knowledgeable about her job and the department and her supervisors rely on her to train new hires. She is always willing to help others, she is well-respected by others in the department and outside of it as well. She serves as a mentor to new employees in the department. Team player Teamwork Puts the department s success ahead of personal goals; shares information and resources with others; gives timely responses to requests made by others; promotes teamwork. 3 1 or 2 Erik is unwilling to help others, saying he is too busy. This has caused discord amongst the team. Erik finishes his own projects usually on time but Not a team player not always which can and has, caused others to not be able to get their work completed. Customer Service Understands the needs of internal and external customers; makes a special effort to be responsive in meeting their needs and in building customer satisfaction. 3 4 Jael is excellent at customer service. She has received many compliments from students, parents, and staff about how helpful she is to others. Because she is so strong in this area she has been training new employees. Good with all customers

7 PERFORMANCE AGREEMENT AND REVIEW (UPO-35) This is the document used to develop a plan and agree on the goals and objectives for coming year. PART A: PERFORMANCE AGREEMENT - Complete Part A within first two weeks of employment; after the initial probationary performance review is conducted; and annually thereafter. Employee Name: Official Position Title: Date: Salim Brown Assistant Director III May 1, 2012 EMPL ID Number: Department: Review Due Date: College of Nursing June 1, 2012 NOTE: The Performance Agreement consists of three items: * The supervisor and employee review the Planning Guide/Performance Rating Form (UPO-31 ), discussing the duties assigned during the review period, the standards for performance, and the relative weights assigned to each duty. * The supervisor and employee agree on any specific goals and objectives, development needs, and an action plan designed to assist with meeting these goals/objectives and development needs. * The supervisor and employee document their discussion and agreement by completing and signing PART A of this form. (7) GOALS AND OBJECTIVES: List any specific goals and objectives, special projects, major changes, etc. which will affect the employee's position during this review period. **Align staff goals with departmental goals which are aligned with the Four Bold Goals. ** Work with staff member and use open questions to help employee set own goals. ** Make the goals SMART ( Specific, Measurable, Attainable, Relevant and Time bound) **Use a separate sheet if necessary (8) DEVELOPMENT NEEDS: List any areas in which employee needs to develop to meet current job responsibilities and/or enhance career opportunities. Think about your employee's tomorrow and what he or she needs to improve to be more successful today or in thier next role at UNT. You could be more effective if you Development spent more comes time in many working forms: on role team enlargement, building on the and job understanding training, project member/ your team leader, members stretch assignments, better. job rotation, temporary transfer, filling in for a colleague, coaching, mentoring, job shadowing. Consider these as means to develop your staff members. () ACTION PLANS: List specific actions, courses, training, etc., planned to meet the goals and objectives and/or development needs outlined above. Indicate when the action is to take place and who is responsible for the action plans. This now becomes a part of the performance plan. (Use additional sheets if necessary.) (10) DOCUMENTATION: I have participated in this Performance Agreement discussion. Ensure all names and signatures are in place and dated. Employee Signature and Date Supervisor Signature and Date Note: this requests the Suprvisor EMPLID- not the staff member's. Supervisor EMPLID Supervisor Printed Name

8 PART B: PERFORMANCE REVIEW PERFORMANCE AGREEMENT AND REVIEW (UPO-35) NOTE: The Performance Review consists of three items: * Using the Planning Guide/Performance Rating Form (UPO-31) the supervisor assesses employee performance by assigning number ratings to the performance of each duty, using a 5 point scale: (ratings other than 3- met standard require written justification). 1 - usually did not meet standard (poor) 4 - often exceeded standard (excellent) If overall rating is Fair or Poor you 2 - occasionally did not meet standard (fair) 5 - always exceeded standard (superior) should contact human resources 3 - met standard (good) to discuss corrective action. * The supervisor and employee meet to discuss the employee's performance and the performance evaluation ratings, documenting their discussion by signing Part B of this form. Comments may be indicated in Item 3. * The supervisor and employee schedule a meeting to establish another Performance Agreement (Part A) for the next review period. (1) Formula for Overall Number Rating: Sum of All Totals: 285 Sum of all Weights: 103 Overall Rating: 2.8 (2) Single Word Rating: Good Scale: Poor (usually did not meet standards) Excellent (often exceeded standards) Fair (occasionally did not meet standards) Superior (always exceeded standards) Good (met standards) You or your staff member may need to use an attachemen t to (3) COMMENTS: (attach additional sheets if necessary) provide additional comments. If so, then simply note "See attached" Supervisor's Comments: Salim, I enjoy working with you and your team. You are very knowledgable and professional. Employee's Comments: Ensure all names and signatures are in place and dated. (4) DOCUMENTATION: I have participated in and have received a copy of this performance review. Employee Signature and Date Supervisor Signature and Date Supervisor EMPLID Supervisor Printed Name Note: this requests the Suprvisor EMPLID- not the staff member's.

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