Middlebury College Annual Performance Summary Reference Guide - Please contact Human Resources with questions -

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1 Contents: The Process The Timeline The Annual Performance Summary Pay Increases Middlebury College Annual Performance Summary Reference Guide - Please contact Human Resources with questions - The Process: An Annual Performance Summary for each staff position must be completed between January 1 st and March 31 st Signed and completed summary forms must be delivered to Human Resources by March 31st Summaries are based on the prior 12 months of service or date of hire (if hired within the past year) Summaries should include goals fro the next 12 months Informal performance review meetings should occur within 6 months of the Annual Performance Summary meeting as a check in for the current year Supervisors are expected to provide continuous coaching and feedback as needed throughout the year The Timeline January March 31 st : Complete Annual Performance Summary including goals for new year April May: Board of Trustees approves funds available May June: Pay increases determined June: Letters mailed to staff detailing new pay based on performance July: Pay increases are implemented at the beginning of the fiscal year 1

2 The Annual Performance Summary Click link to access the form: Supervisor responsibility: 1. Complete page 1: Names, dept, ID, job title, dates and band/level (HR will provide supervisors with a list of all their staff s band/level designations) Paste department mission 2. Provide entire blank document to staff member (so it is clear what the supervisor will complete as well). Include their job description for guidance. 3. Provide instructions to staff member to read the entire form, review their job description and complete page two in preparation for the performance summary meeting. Set a due date for receiving the staff ember s section prior to the so you have time to review it. 4. Provide a date and time for the meeting so the staff member can prepare. Employee s Name: Employee s ID #: Department: Job Title: Band/Level: Middlebury College Mission Statement At Middlebury College we challenge students to participate fully in a vibrant and diverse academic community. The College's Vermont location offers an inspirational setting for learning and reflection, reinforcing our commitment to integrating environmental stewardship into both our curriculum and our practices on campus. Yet the College also reaches far beyond the Green Mountains, offering a rich array of undergraduate and graduate programs that connect our community to other places, countries, and cultures. We strive to engage students' capacity for rigorous analysis and independent thought within a wide range of disciplines and endeavors, and to cultivate the intellectual, creative, physical, ethical, and social qualities essential for leadership in a rapidly changing global community. Through the pursuit of knowledge unconstrained by national or disciplinary boundaries, students who come to Middlebury learn to engage the world. Overview and Expectations Middlebury College Annual Performance Summary Page 1 Supervisor s Name: Supervisor s ID #: Feedback Period: Feedback Date: Department Mission Statement The responsibility for a successful performance summary process is shared between the supervisor and staff member. The supervisor should establish clear job expectations with their staff members. These should be reinforced through frequent performance discussions focused on what is going well and what can be improved. Supervisors are required to schedule an annual performance summary meeting with each of their staff members. The supervisor and staff member are expected to share their perspectives about the staff member s job performance and agree on goals and needs for ongoing support. The staff member is expected to complete the self assessment and is encouraged to provide information that supports their view on whether they consistently met or significantly exceeded job expectations. The supervisor is responsible for assessing the staff member s performance over the past 12 months, evaluating if the staff member consistently met job expectations, and determining if the expectations were significantly exceeded. It is the supervisor s responsibility to ensure that signatures are included at the end of this document and that completed forms are sent to Human Resources by March 31st. Please contact Human Resources with any questions regarding this process. 2

3 Staff member responsibility: Complete page 2and provide the supervisor with a copy by the due date set by the supervisor. The self assessment can be done either electronically or in written hard copy. If a handwritten copy is prepared, feel free to use additional paper. Please number the questions and put your name on each page. Additional documents or information can be attached to the end of the document. Job performance focuses on your accomplishments (whatyou achieved), and your interpersonal effectiveness (howyou achieved it). Annual Performance Summary Staff Member to Complete: [Staff member name here] Page 2 Please briefly answer the following questions focusing on your work accomplishments and interpersonal effectiveness over the past 12 months. To help ensure a consistent standard of assessment across the College, please do not alter this form or use another template in completing your evaluation. Please feel free to include attachments. 1. With regard to your job performance, what has gone well this year? 2. With regard to your job performance, what could have gone better this year? Be sure to review Your job description and any prior communications outlining expectations to aid in your self assessment. This is also a good time to discuss your job description with your supervisor to be sure it is current. Include information that supports your view on whether you consistently met or significantly exceeded job expectations. What do you want to accomplish or improve? What assistance would you like your supervisor to provide to help you reach your goals? 3. What are your goals for the coming year? Goals should be aligned with departmental and institutional mission and needs. 4. What help can your supervisor provide to support you in the coming year? In certain cases, your supervisor has the ability to nominate you for an exemplary bonus. 3 Note: Supervisors have the ability to nominate staff members who significantly exceed expectations (as indicated above) and have had extraordinary performance, characterized by major, outstanding achievements this year for an exemplary bonus.

4 Supervisor responsibility: 1. Complete page 3 (be sure to review the job description) No need to wait until staff member completes their portion; combine each portion into one package when both are completed. If a handwritten copy is prepared, feel free to use additional paper and attachments. Please number the questions and put the staff member s name on each page. Attachments could include work product, or department specific evaluations based on job needs and expectations. Electronic versions will expand pages as you insert information. 2. Connect with your manager to gain agreement on the summary contents for your direct reports prior to meeting with staff members. If you agree that a staff member has been identified as significantly exceeding expectations you will need to coordinate this with your manager and get VP approval prior to the Annual Performance Summary meeting. (Please note that this category is intended for employees whose performance this year was superior, and is reserved for no more than 25% of total staff. This category requires pre-approval by the area vice president and a description.) 3.Provide the staff member with a copy of the full summary (their self assessment and yours) prior to the Performance Summary meeting. 4. Conduct the Summary meeting with the staff member Allow the staff member to add comments if desired. Obtain signatures Make a copy and send the original to HR by the March 31st Update job description as needed and send to HR 5. Set a date for a 6 month informal review Supervisor to complete for: [Staff member name here] Page 3 Please briefly answer the following questions focusing on your work accomplishments and interpersonal effectiveness over the past 12 months. To help ensure a consistent standard of assessment across the College, please do not alter this form or use another template in completing your evaluation. Please feel free to include attachments. 1. With regard to this staff member s job performance, what has gone well this year? 2. With regard to this staff member s job performance, what could have gone better this year? 3. What are the individual goals for this staff member for the coming year? Goals should be aligned with departmental and institutional mission and needs. 4. What help will I, as supervisor, provide to support this staff member in the coming year? Evaluation Did this staff member consistently meet job expectations this year? Yes No If yes to the above: did this staff member significantly exceed job expectations this year? (Please note that this category is intended for employees whose performance this year was superior, and is reserved for no more than 25% of total staff. This category requires pre-approval by the area vice president and a description below.) Please describe: Approval: Vice President Signature Date Note: Supervisors have the ability to nominate staff members who significantly exceed expectations (as indicated above) and have had extraordinary performance this year, characterized by major, outstanding achievements for an exemplary bonus. Please see the Annual Performance Summary Guide for instructions. Staff Member Signature Date Supervisor Signature Date Next Level of Management Signature Date 4

5 Pay Increases: Linked to the Annual Performance Summary process The increase pool is approved by the Board of Trustees A staff member must consistently meet job expectations to qualify for a pay increase Annual Performance Summaries must be completed in order for supervisors to receive a pay increase For more information on pay ranges: Pay Increases will be linked to performance in the following ways: If the staff member did not consistently meet expectations there is no pay increase If the staff member consistently met expectations (but did not significantly exceed) a pay increase is awarded If the staff member significantly exceeded job expectations a larger pay increase is awarded This must be approved by the area Vice President This is not to exceed 25% of total staff. If the staff member significantly exceeded expectations, and was considered to have exemplary performance : The supervisor can recommendation a staff member for an additional bonus that is not added to base pay Approval is determined collectively by the Vice Presidents 5