Annual performance reviews for staff are a key component of employee development. Due March 31 each year, the annual performance review is intended to be a fair and balanced assessment of an employee’s performance. UT Policy HR0129, Performance Reviews for Regular Staff Employees, specifies that the objective of the annual review is to provide all regular university staff and their supervisors an opportunity to:
- Discuss job performance
- Set goals for professional development
- Establish objectives for contributing to the department’s mission
- Discuss expectations and accomplishments
Staff performance reviews are completed in the Online Performance Review system (OPR). The OPR streamlines the annual review process for staff and making it easier to complete no matter where we are working!
To learn more about the technical OPR system and process, visit K@TE and search for the “Online Performance Reviews” training session. This session will walk employees and leaders through the detailed steps of their part process and/or cover the entire process for entering a review.
Monitoring performance and providing ongoing feedback to empower staff throughout the year is an incredibly important leadership responsibility. Similarly, staff are encouraged to take charge of their performance and engage in performance dialogue throughout the year. Think about performance and feedback as part of a yearly continuum of communication that you have with those around you.
For a sample of the performance review summary form for staff or performance improvement plan (PIP) template, click here.
In an effort to increase administrative efficiency, further reduce paper forms, and save supervisors and employees time, Human Resources has partnered with the Office of Information Technology to transfer the Probationary Period Review form into our Online Performance Review (OPR) system. Therefore, probationary period, annual, and mid-year performance reviews are all in one, easy-to-use system! Who Needs a Probationary Period Review? All newly hired regular staff employees, including those converting from temporary or student to regular appointments, shall serve one probationary period of six calendar months in an active pay status with the university beginning with the first day of regular employment. Each regular staff employee shall have his or her work performance evaluated during this period. During this probationary period, employees are subject to discharge without recourse. However, if a non-exempt employee is to be terminated for gross misconduct, the hearing requirement contained in the disciplinary action policy applies. Employees hired after June 30 each year will only need to have a completed probationary review form on file for his/her annual performance review. However, departments are encouraged to meet with retained employees during their annual review period to familiarize them with the annual performance review process and to establish goals and objectives for the next calendar year. When Does This Go Into Effect? Effective July 1, 2022 all 6-month probationary reviews are available in the OPR system. The online probationary review process mirrors the annual review. Human Resources (HR) will not accept paper probationary forms after September 1, 2022. Important things to note: If a staff member was hired between January 1 and June 30, 2022 and the paper form was submitted to HR before September 1, defer the probationary review in OPR to 12/31/2022. Contact HR@utk.edu to verify that a paper form is on file. A video tutorial for probationary period reviews can also be found on this webpage. Simply select the OPR Video Tutorials button, then the Probationary Period Reviews option from the table of contents on the left side of your screen (bottom of list).
To foster year-round performance discussion, Human Resources (HR), along with campus partners, is developing a Staff Performance Daily Series. The purpose of this series is to provide knowledge, resources, and support for the staff performance review experience… from the technical to the practical. The series can be taken in its entirety for a comprehensive view of the staff performance review process and ongoing performance dialogues at UTK, or a la carte, as on-demand refresher courses. Virtual sessions are now available with a focus on employees, leadership, and also Diversity, Engagement, and Inclusion in our everyday work. Registration is now open in K@TE and will close the business day prior to each scheduled session. To register, visit K@TE and select UT Faculty and Staff, then select My UTK@TE Learning. From the home screen type the session title or topic of interest into the search bar. Note there may be multiple dates for each session, select the date that works best for your schedule. Series Sessions Coming Soon – We are developing the sessions listed below based on your feedback! More information will be provided once they are available. Other learning opportunities: Knoxville-area training sessions are scheduled through Learning & Organizational Development. Please contact Learning & Organizational Development at lod@utk.edu to learn more about training opportunities for leaders and employees.
The first step in the performance cycle is setting expectations. No matter the level of the position, it is critical that each new employee (whether newly hired or new to your supervision) understands what is expected from them in their role. Setting expectations includes clear dialogue around Position Description and performance expectations. This includes setting goals for the work period and adjusting those goals as priorities change throughout the year. The annual Online Performance Review (OPR) is both a reflective and planning meeting, looking back over the previous year and setting goals for the next year. Need help with sparking ideas for SMART goals associated for a performance review category? Remember, SMART stands for:
A new category has been added to the staff OPR as part of the overall campus effort to elevate diversity and inclusion and increase accountability. The newest OPR category is Inclusion, Diversity, and Engagement – The extent to which the employee treats others with fairness, dignity and respect, fosters inclusion, values individual and group differences, makes efforts to enhance inclusion, diversity, and equity, and contributes to departmental and organizational unit diversity strategic goals. UTK is committed to providing an environment that is welcoming to all and hostile to none. As part of this commitment, each employee (beginning in CY 2021) will be evaluated on a new Inclusion, Diversity, and Engagement category. One way to approach goals for the newest evaluation category is to consider related educational opportunities that may make you stronger in your professional role and/or deepen your knowledge of how to create an inclusive work environment. IDE SMART Goal Samples SMART Goal 1: Attend a STRIDE for Staff Workshop by end of Q2 of 2021. Next Actions: SMART Goal 2: Complete at least 4 self-paced, eLearning modules focused on inclusion, diversity, and engagement by Q4 of 2021. Next Actions: SMART Goal 3: Start a “lunch and learn” book club with colleagues by end Q1 Next Actions:
Performance coaching means having conversations about performance throughout the year, not only during the annual Online Performance Review (OPR). In fact, one common error supervisors make is waiting until the annual review to discuss performance issues that arose during the year. Staff and supervisors are encouraged to check-in throughout the year to so that any concerns or issues can be addressed in a timely manner. These check-in conversations should not just be corrective; supervisors should provide ongoing positive feedback!
Two optional tools are available to help supervisors make informed decisions about performance. The optional tools explained below can be used at supervisors’ discretion to help in completing the performance review summary form and to address improvement needs. These optional forms may serve as tools to inform a score or narrative for the final review in OPR. However, they should not be attached in the OPR system. For example, the one-up manager could use an optional form to collect feedback from employees that report to a supervisor being reviewed. This feedback is not placed in the employee file and is not given to the supervisor for direct review as that might impede honest feedback. Therefore, it should not be attached in OPR either. The Optional Administrator, Supervisor or Peer Review Form (PDF) (Word) allows supervisors to collect feedback about an employee’s performance from those who work with the employee. The form should be completed at the supervisor’s request and returned to the supervisor. These are not to be attached as supporting documentation in OPR. The Optional Review Form for Employees with Supervisory Responsibilities (PDF) (Word) allows supervisors to evaluate an employee’s ability to lead others and/or manage a department. These are not to be attached as supporting documentation in OPR.
For questions regarding staff performance reviews, contact Human Resources at 865-974-6642 and select the option for Employee Relations.