UMW Office of Human Resources

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UMW Administrative and Professional Faculty
Performance Planning and Appraisal System
Presented by UMW Office of Human
Resources The Administrative and Professional
Faculty Performance Appraisal Task Force June
24th, 25th, and 26th, 2008
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Agenda

• Individual Performance Plan
• Mid-Cycle Review
• Annual Performance Appraisal
• Work Planning and Appraisal Form
• Compensation Recommendations

• Welcome
• How We Got Here
• What Well Do Today
• Themes to Keep in Mind
• The Process An Overview
• UMW Mission and Goal Statements
• Department Work Plans

Admin/Prof Faculty Training
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How We Got Here

• CORE recognition of our need to do something
  different.
• Appointment of the Task Force.
• Ranny Corbin ? Sabrina Johnson ?
  Cedric Rucker
• Chip German ? Jeanie Kline ?
  JoAnn Schrass
• Debra Harber ? Matt Mejia ?
  Nina Thompson
• Ed Hegmann ? Rick Pearce ?
  L. Penwell M. Safferstone
• Administrative/Professional Faculty Input.
• Task Force Recommendations.
• Blog site http//umw-apfe.blogspot.com
• CORE Review and Approval.

Admin/Prof Faculty Training
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What Well Do Today

• Update regarding the new Administrative and
  Professional Faculty Performance Planning and
  Appraisal System.
• Share performance management best practices.
• Orient you to the process, form, and relevant
  resources.
• Answer questions.

Admin/Prof Faculty Training
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Themes to Keep in Mind

• Alignment of your major responsibilities with
  UMWs mission, department goal statements, and
  department work plan.
• Focus on the relationship and the partnership
  among employee, supervisor, and reviewer.
• Focus on how we do our jobs as well as what we
  accomplish (process and results).
• Emphasis on development.

Admin/Prof Faculty Training
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An Overview of the Process
UMWs Mission
Admin/Prof Faculty Training
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UMW Mission and Department Goal Statements

• UMWs mission and department goal statements
  provide guidance for the development of
  department work plan.

Admin/Prof Faculty Training
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Department Work Plan

• The department work plan is used to align the UMW
  Mission and Goal Statements with your individual
  work plan.

Admin/Prof Faculty Training
Slide 8.
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Individual Work Plan

• Derived from the department work plan.
• Outlines Responsibilities, Representative Duties,
  and Development Plan.
• Describes Institutional Priority Appraisal
  Elements and Other Annual University
  Requirements.
• Collaboratively created by employee, supervisor,
  and reviewer on an annual basis.
• Reviewed and approved by reviewer at the
  beginning of the cycle PRIOR to final adoption by
  the supervisor and employee.
• Completed by June 25 each year (2008 2009 plan
  due July 31, 2008.
• Maintained as an electronic file by the
  supervisor until the annual appraisal is
  completed.

Admin/Prof Faculty Training
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Individual Work PlanMajor Responsibilities

• Summary of your overall duties.
• Could be considered the purpose of your position.
• Up to three really big chunks of what youre
  expected to accomplish.
• Typically remains the same from year-to-year.

Admin/Prof Faculty Training
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Individual Work PlanRepresentative Duties,
Tasks, and Special Assignments

• Derived from and developed for each
  responsibility.
• Supervisor and employee identify the specific
  work associated with duties, tasks, projects, and
  special assignments.
• Reflects department and individual performance
  priorities for the current cycle.
• Not intended to be exhaustive.
• May change from year-to-year.

Admin/Prof Faculty Training
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Individual Work PlanDevelopment Plan

• Should be a part of each years individual work
  plan.
• Aligned with the department work plan and your
  responsibilities.
• Focused on specific improvement areas.
• Development plan targets objectives, activities,
  timeframes, and resources.

Admin/Prof Faculty Training
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Institutional Priority Appraisal Elements

• Provide the opportunity to institutionalize
  management values and performance priorities that
  are central to UMWs mission and critical to the
  institutions continued success.
• Included in all administrative and professional
  faculty individual work plans.
• Will be supported by HR-sponsored training and
  supplemental resources.
• Will be presented, discussed, and clarified by
  supervisors, collaboratively with employees, at
  the beginning of the cycle.
• Will be reviewed, collaboratively, by supervisors
  and employees during and at the end of the
  performance cycle.

Admin/Prof Faculty Training
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Institutional Priority Appraisal Elements

• Managing People for Individual and Institutional
  Success.
• Promoting and Managing Diversity and
  Inclusiveness.
• Professional and Ethical Conduct.
• Customer Service.

Admin/Prof Faculty Training
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Institutional Priority Appraisal
ElementsManaging People for Individual and
Institutional Success

• Demonstrates the Universitys commitment to
  performance management in a manner that
  positively impacts employee professional
  development and contributes to institutional
  excellence.
• Acknowledge each employees current capabilities
  and long-term career goals by encouraging and
  supporting on-going professional development.
• Align individual work plans and responsibilities
  with the departmental work plan and goals.
• Provide assignments that capitalize on current
  strengths as well as those that provide
  opportunities for growth, development, and
  learning.
• Create and implement individual development
  plans provide support, coaching, and feedback.
• Publically recognize exemplary performance.

Admin/Prof Faculty Training
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Institutional Priority Appraisal
ElementsPromoting and Managing Diversity for
Inclusiveness

• Take action to ensure institutional excellence by
  providing equal opportunity for all employees to
  be successful, contributing members of the UMW
  community.
• Appreciate and capitalize on employees diverse
  viewpoints, background, education, culture,
  experiences, beliefs, and attitudes in all
  aspects of work-related activities.
• Seek and create opportunities for diversity in
  personal differences such as race, ethnicity,
  gender, age, religion, sexual orientation,
  nationality, physical ability, socioeconomic
  status, and geographic origin.

Admin/Prof Faculty Training
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Institutional Priority Appraisal
ElementsPromoting and Managing Diversity for
Inclusiveness

• Articulate the business need for diversity and
  inclusion in the workplace and impart this view
  to others. Affirmatively acknowledge and
  communicate that diversity is an asset to your
  operations and that it contributes to your
  success.
• Capitalize on workplace diversity when seeking
  innovative approaches to accomplishing work and
  solving problems.
• Effectively identify and address inequities that
  occur in the workplace with regard to activities
  such as access to assignments, support,
  performance feedback, coaching, informal
  networks, and professional development.
• Effectively respond to conflict that arises out
  of differences.
• Increase awareness and pursue skill development
  activities to increase your personal capacity to
  be effective.
• Understand and adhere to relevant laws and
  regulations that govern behavior in the workplace.

Admin/Prof Faculty Training
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Institutional Priority Appraisal
ElementsProfessional and Ethical Conduct

• Act in ways that consistently demonstrate your
  commitment to professional honesty,
  trustworthiness, integrity, and respect as well
  as adherence to the UMW Statement of Community
  Values and Honor Code.
• Demonstrate the values and ethical behaviors that
  are aligned with the UMW Statement of Community
  Values and Honor Code by setting an example for
  others.
• Demonstrate awareness of and adherence to codes
  and/or ethical standards governing your
  profession.
• Operate within boundaries that most others will
  agree with.
• Be worthy of trust for guidance on standards and
  norms.
• Maintain integrity through crises involving close
  ethical calls.
• Keep appropriate confidences related to workplace
  issues.
• Be truthful, admit mistakes, and assume
  responsibility for your behavior.
• Be reliable by following through on commitments
  in a timely manner.

Admin/Prof Faculty Training
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Institutional Priority Appraisal
ElementsCustomer Service

• The manner in which you determine the
  requirements, needs, expectations, and
  preferences of internal and external customers,
  i.e., those who rely on your products and/or
  services to accomplish their goals. Customer
  service also addresses how you build, maintain,
  and sustain relationships with customers that
  contributes to satisfaction, loyalty, and
  retention.
• Engender trust, confidence, and respect for
  customers.
• Work effectively to anticipate, identify, and
  exceed the expectations of those who rely on your
  work products and/or services.
• Respond to requests for assistance or service in
  an accurate and timely manner aid customers in
  distinguishing wants from needs.
• Take initiative to solicit customer feedback to
  make improvements in work products, processes,
  or services respond to feedback in a
  non-defensive manner.
• Properly balance customer desires with
  operational needs and resources.

Admin/Prof Faculty Training
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Other Annual University Requirements

• All employees are asked to indicate their review
  and understanding of key institution-wide
  policies and guidance, including
• Universitys Mission Statement
• Universitys Statement of Community Values and
  Honor Code.
• Universitys Statement of Ethical Responsibility
• Universitys Return to Work policies.
• Universitys Network and Computer Use policies.
• Departmental, unit- or role-specific additional
  requirements.
• Department Work Plan.

Admin/Prof Faculty Training
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Mid-Cycle Developmental Review

• Required mid-cycle performance review for
  developmental purposes.
• Provides an opportunity for feedback and dialog
  for purposes of performance improvement,
  typically in January.
• Includes a self-assessment component.
• Supervisors feedback and opportunities for
  development.
• Supervisor provides instructions and timeframes
  for annual performance appraisal near the end of
  the cycle.
• Supervisor provides confirmation to reviewer.

Admin/Prof Faculty Training
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Overall Annual Performance Appraisalin a Nutshell

• Employee conducts self-assessment on each
  responsibility and the institutional priorities.
• Supervisor assesses performance of each
  responsibility, institutional priorities, and
  does overall appraisal assessment.
• Supervisor presents performance appraisal and
  developmental comments to reviewer BEFORE
  discussing with employee.
• Supervisor schedules meeting with employee to
  discuss years performance.

Admin/Prof Faculty Training
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Annual Performance AppraisalNew Rating Schemes

• Process ratings assess the manner in which youve
  accomplished your Individual Work Plan Results,
  i.e., how youve done it.
• Rating scheme for process
• Generally superior/frequently exceeds
  expectations.
• Fully meets standard/makes positive
  contribution.
• Demonstrates room for growth and/or improvement.
• Unsatisfactory.
• Results ratings assess the degree to which youve
  accomplished your Individual Work Plan, i.e. what
  youve done.
• Rating scheme for results
• Exceeded expectations.
• Achieved.
• Partially achieved.
• Inadequate.

Admin/Prof Faculty Training
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Annual Performance AppraisalEmployees Role and
Responsibility

• Obtain an electronic copy of your work planning
  and performance appraisal form from your
  supervisor.
• Conduct self-assessment
• Delineate development needs.
• Insert /paste self-assessment into work planning
  and performance appraisal form.
• Rate your self on results and process for each
  responsibility.
• Comment on performance of Institutional Priority
  Appraisal Elements (your form, Part II).
• Confirm your participation in the mid-cycle
  review (your form, Part II).
• Send your supervisor the completed electronic
  self-assessment of your work planning and
  performance appraisal form.
• Actively participate in annual performance
  appraisal review discussion with your supervisor.

Admin/Prof Faculty Training
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Tips for Self-Assessment

• Review the department and individual work plans.
• Consider
• Your achievements and challenges over the entire
  cycle.
• What worked, what did not work, feedback ,
  coaching.
• Supporting documentation.
• What you need to professionally grow and improve.
• Any revised priorities and/or unforeseen
  circumstances.
• This is an opportunity to provide your supervisor
  and reviewer with information dont assume that
  they know all that youve accomplished.
• Be concise and representative 250 words is
  reasonable.

Admin/Prof Faculty Training
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Annual Performance AppraisalSupervisors Role
and Responsibility

• Complete the annual appraisal between March 10
  and June 1 of each year.
• Receive electronic copy of work planning and
  performance appraisal form that includes the
  employees self- assessments per the mid-cycle
  development review discussion.
• Follow up with employee with questions about self
  assessment, if needed.
• Paste self assessment for each responsibility
  into the form, if received separately.
• Review the department and employees work plans.
• Consider
• What was accomplished (the results) under each
  responsibility and how it was accomplished (the
  process).
• Performance for the entire cycle.
• Coaching and performance documentation and
  outcomes from the mid-cycle review.
• Revised expectations and circumstances beyond
  employees control.
• Previous years development plan.
• Rate results and process for each responsibility.

Admin/Prof Faculty Training
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Annual Performance AppraisalSupervisors Role
and Responsibility

• Comment on employees developmental needs for
  each responsibility.
• Consider the employees statement of development
  needs.
• Rate employees performance on the achievement of
  the Institutional Priority Appraisal Elements
  noting comments.
• Consider the employees self-assessment.
• Determine an overall appraisal rating for the
  performance cycle. There should be NO SURPRISES!
• Present the employees appraisal and development
  comments to the reviewer BEFORE presenting it to
  employee.
• Obtain reviewer signature and sign the appraisal
  form.
• Schedule a time to meet with the employee to
  discuss the annual appraisal.

Admin/Prof Faculty Training
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Annual Performance AppraisalReviewers Role and
Responsibility

• Review supervisors annual appraisal of employee
  performance.
• Consider
• Department work plan.
• Individual work plan.
• Mid-cycle development review.
• Employees self-assessment.
• Equity across your division.
• Agree? Approve the appraisal for presentation
  with signature.
• Disagree? Discuss with the supervisor.
• The reviewer may change the supervisors rating.
• If necessary or requested, meet with the employee
  to discuss the appraisal and related issues.

Admin/Prof Faculty Training
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Overall Annual Performance AppraisalRecap

• Employee conducts self-assessment on each
  responsibility and the institutional priorities.
• Supervisor assesses performance of each
  responsibility, institutional priorities, and
  does overall appraisal assessment.
• Supervisor presents performance appraisal and
  developmental comments to reviewer BEFORE
  discussing with employee.
• Supervisor schedules meeting with employee to
  discuss years performance.

Admin/Prof Faculty Training
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Work Planning and Performance Appraisal Form

• The Administrative and Professional Faculty Work
  Planning and Performance Appraisal Form has 5
  main sections
• Part I Job Profile
• Part II Individual Work Plan and Appraisal for
  each Responsibility
• Part III The Annual Requirements
• Part IV Mid Cycle Review
• Part V- The Annual Appraisal
• Lets walk through each section.

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Task Force RecommendationsAligning Appraisal,
Compensation, and Recognition

• Compensation
• Across the board cost of living adjustment
  (COLA).
• Merit pay only under limited and specified
  conditions.
• Bonus pay.
• Special assignment stipend.
• Recognition
• Term of appointment.
• Faculty/Librarian Rank.
• Cash award for advanced degrees, certification,
  and licensure.
• Cash award and public commendation for
  administrative/professional faculty member of the
  year.

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Questions?
Admin/Prof Faculty Training
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Notes