Performance Evaluations For Employees

Research Foundation

State

HR Manager Resources

Performance evaluation gives the supervisor and employee an opportunity to support and encourage work being accomplished, to set goals for the future and establish plans to succeed. Mutual feedback is an added plus for the process.

Performance Evaluation for Research Foundation (RF) Employees

Program Evaluation for RF Exempt Employees

Performance Evaluation for Nonexempt Employees

Performance Evaluation Process for State CSEA, PEF and M/C Classified Employees

Complete the Performance Program

At the beginning of the evaluation cycle a performance program is created listing tasks and/or objectives that an employee is to perform during the evaluation cycle.

  1. Develop a draft of standards for evaluation
  2. Discuss and obtain feedback
  3. Prepare final version
  4. Have employee review, date and initial the performance program
  5. Provide employee with a copy
  6. Retain a copy for use during the performance appraisal process
  7. Send the original copy to Personnel Services
 

Complete a Performance Program for Classified Employees

Throughout the Evaluation Cycle

  1. Observe and informally review performance
  2. Provide coaching and feedback
  3. Conduct six-month rectification (optional for CSEA)
    1. Meet with employee and review performance at the midpoint
    2. Reaffirm or revise the performance program
    3. Assign proposed rating (not appealable)
    4. Obtain supervisor and employee signatures

Complete the Performance Appraisal (Near the End of the Evaluation Cycle)

  1. Draft the performance appraisal by comparing actual performance with the program
  2. Conduct the appraisal interview without rating; get employee input
  3. Finalize written appraisal and recommend rating
  4. Reviewer reviews and approves or changes rating
  5. Discuss approved appraisal and rating with employee
  6. Provide employee with an opportunity to add comments
  7. Obtain employee signature
  8. Provide employee with a copy
  9. Prepare performance program for the next evaluation cycle (see Section I)
  10. Send original appraisal and new program to Personnel Services, 104 Crofts Hall, North Campus
 

Complete a Performance Evaluations for Classified Employees

Schedule for Classified Employee Evaluations

For CSEA, PEF And Council 82

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  CSEA PEF Council 82
Initial Evaluation Is Due One Year from initial appointment date One Year from initial appointment date Six months from initial appointment date
Subsequent Evaluations Are Due Annually on the anniversary of appointment date if no modifying events have occurred Annually on the anniversary of appointment date if no modifying events have occurred Annually on the anniversary of appointment date if no modifying events have occurred
Events That Modify Evaluation Cycle Promotion Promotion Promotion
Leave of absence for full payroll periods at less than full pay Leave of absence for full payroll periods at less than full pay  
Demotion Demotion Demotion
Events That DO NOT Modify Evaluation Cycle

Lateral transfer from another department or state agency

 

Change in supervisor

 

Reallocation

 

Change in title within the same salary grade level

 

Leave of absence at full pay

 

Leave of absence for less than full payroll period

Lateral transfer from another department or state agency

 

Change in supervisor

 

Reallocation

 

Change in title within the same salary grade level

 

Leave of absence at full pay

 

Leave of absence for less than full payroll period

Lateral transfer from another department or state agency

 

Change in supervisor

 

Reallocation

 

Change in title within the same salary grade level

 

 

Any leave of absence

For M/C Classified

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  M/C Classified Evaluation Cycle Examples
Initial Evaluation is Due March 31 of each year CSEA, PEF If hired 6/5/95, evaluation cycle is 6/5/95-6/4/96
Council 82 If hired 6/5/95, evaluation cycle is 6/5/95-12/4/95
M/C Classified If hired 6/5/95, evaluation cycle is 6/5/95-3/31/96
Subsequent Evaluations Are Due March 31 of each year CSEA, PEF If Hired 6/5/95, subsequent evaluation cycle is 6/5/96-6/4/97
Council 82

If hired 6/5/95, subsequent evaluation cycle is 12/5/95-6/4/96.

 

Evaluation cycles thereafter are for the period 6/5-6/4

M/C Classified If hired 6/5/95, susequent evaluation cycle is 4/1/96-3/31/97
Events That Modify Evaluation Cycle None CSEA, PEF If promoted 10/3/96, evaluation cycle is now 10/3/96-10/2/97
Council 82

If promoted 10/3/96, first evaluation is for 10/3/96-4/2/97

 

A subsequent evaluation is done for the period 4/3/97-10/2/97, and future evaluations are done for the period 10/3-10/2

M/C Classified

If promoted 10/3/96, first evaluation is for 10/3/96-3/31/97

 

Subsequent evaluations are done for the period 4/1-3/31

    CSEA, PEF If an employee is on leave from 8/1/96-8/23/96 (a total of one full payroll period or two weeks), his/her evaluation cycle of 2/8/96-2/7/97 is adjusted by two weeks. The adjusted cycle becomes 2/8/96- 2/21/97. Subsequent evaluations are donefor the period 2/22-2/21.
    CSEA, PEF, Council 82 and M/C Classified Evaluation cycle returns to what it was in the lower graded position.
Events That DO NOT Modify Evaluation Cycle

Lateral transfer from another department or state agency

 

Change in supervisor

 

Reallocation

 

Change in title within the same salary grade level

 

Any leave of absence

 

Prmotion

 

Demotion

   

Schedule Footnotes

  • For employees hired on or before 4/1/79, the annual evaluation is for the period 4/1-3/31 if no modifying events have occurred.
  • Effective 4/1/95, the evaluation cycle was changed from a 7/1-6/30 cycle to a 4/1-3/31 cycle.
  • If an employee is promoted to a higher grade, the new evaluation cycle begins on the date of promotion and is completed annually thereafter.
  • If an employee is promoted to a higher grade, the new evaluation cycle begins on the date of promotion. A subsequent evaluation is completed after a period of six months in the position and then annually on the anniversary date in the position.
  • For each full payroll period in which an employee is on leave at less than full pay (i.e., leave without pay, leave at half pay), the evaluation cycle is adjusted by the number of full payroll periods the employee is on leave

Performance Evaluation Process for State M/C Professional Employees

Performance Program

Performance Evaluation

Performance Evaluation Process for State UUP Professional Employees

Purposes of Evaluation

  • Provides basis for appointments, promotions, discretionary salary increases.
  • Provides basis for performance improvement.
  • Serves as a guide to reevaluate job functions.
  • Provides basis for career growth.

Complete the Performance Program (At the Beginning of the Evaluation Cycle)

For new employees, the supervisor should consult with the employee concerning the performance program within the first month of employment and establish the performance program within fifteen (15) days of the consultation.

1. Begin the process with a discussion between the employee and the supervisor
    concerning:

  • The nature of the employee’s duties and responsibilities
  • Supervisory relationships
  • Functional relationships
  • Immediate and long-term objectives
  • Criteria for evaluating achievements of objectives

2. After consultation with the employee, the immediate supervisor determines the
     objectives to be achieved during the evaluation period.

3. The immediate supervisor, after consultation with the employee, determines any
     secondary sources of consultation.

4. As a result of these discussions, objectives are stated in the performance program.

5. The performance program is reviewed by the evaluator’s supervisor for approval and
     signature.

6. The finalized program is signed and dated by the employee and immediate supervisor.
     Copies are distributed to the employee, the evaluator’s supervisor and the
     department. Suspend a copy for use during performance appraisal process. The
     original is sent to Human Resource Services, 120 Crofts Hall, North Campus.

Throughout the Evaluation Cycle

  • Observe and informally review performance.
  • Provide coaching and feedback.

Complete the Performance Appraisal (Near the End of the Evaluation Cycle)

  1. Draft the performance appraisal by comparing actual performance with the program.
  2. Consult with secondary sources listed on the performance program.
  3. Review the draft appraisal with employee.
  4. Review the draft appraisal with the evaluator’s supervisor for approval.
  5. Sign and date appraisal and secure the signature of the employee.
  6. Prepare new program for next evaluation cycle (see Section II).
  7. Provide the employee and the evaluator’s supervisor with a copy.
  8. Send completed appraisal form to Human Resource Services, 120 Crofts Hall, North Campus.

Defining the Evaluation Cycle

All professional employees with temporary, term, and permanent appointments must be evaluated annually. The anniversary of the appointment is typically used as the evaluation date. The evaluation cycle may be changed or adjusted as long as the employee is evaluated at least once during the year. The following events can modify an evaluation cycle:

  • A leave of absence adjusts the evaluation cycle by the number of days the employee is on leave
  • A change in title and/or grade or a promotion
  • A change in department
  • A change in supervisor

Final Evaluation

When a professional employee’s term appointment is non-renewed, a final evaluation must be completed based on the current performance program. The final evaluation must be completed no less than forty-five (45) calendar days prior to the notification date for non-renewal of a term appointment. Article 32 of the UUP Agreement outlines the notice requirements for non-renewal of term appointments as follows:

  • Forty-five (45) days prior to the end of a part-time service appointment
  • Three (3) months prior to the end of a term expiring at the end of an appointee’s first year of uninterrupted service with the University
  • Six (6) months prior to the end of a term expiring after the completion of one, but not more than two years of an appointee’s uninterrupted service with the University
  • Twelve (12) months prior to the expiration of a term after two or more years of uninterrupted service within the University
  • Notwithstanding the above provisions, full time employees with titles in Appendix B-1 and B-2 of Article XI of the Policies of the SUNY Board of Trustees shall receive not less than six months notice priorto the expiration of a term appointment

Notice of non-renewal is not needed for a temporary appointment. Under Article XI, Title F, Section 1 of the Policies of the SUNY Board of Trustees, a temporary appointment may be terminated at any time.

Resources For an HR Manager

Training

8/5/15

Refine your skills in supervising others and learn managerial best practices to take you to the next level.

8/5/15

Request a one-on-one consultation to get advice on the best approach for training for your department.

8/5/15

Request a one-on-one consultation to get advice on the best approach for training for your department.

2/3/17
You will learn how the UB Employee Assistance Program (EAP) can help you, the supervisor, manage challenging and sometimes very stressful workplace situations that can impact your ability to manage your people well and get the job done.

Consultation

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