Timely and specific performance feedback, coupled with a coaching relationship will build the confidence, skill, and experience of your team members. The University uses two formal feedback points with benefit-eligible staff members: the 90-day Probationary Review and the Annual Review.
90 Day Probationary Review for New Employees
New employees should receive regular feedback throughout the 90-day probationary period. The review period should include a 90-day review with the employee. Managers will be asked to provide Human Resources with feedback on the new employee via an automated process in Access.SMU.
Annual Performance Review
Employees who have completed the 90-day probationary period should be given feedback throughout the year culminating in an annual performance review, which summarizes the year. The Annual Review process takes place in the spring semester, from January to mid-April.
If a new employee was hired before January 1 of the performance review period, s/he should receive an annual review that spring semester. If an employee begins work after January 1, s/he should receive an annual review the following year; only the 90-day review would be required in the current year.
Follow the appropriate tab above for details on each review process.
90 Day Probationary Review for New Employees
Online Review Process
All employees benefit from regular and timely feedback. New employees are in need of clear expectations and regular feedback throughout their first 90 days on the job. Managers should be scheduling frequent one-on-one meetings and taking opportunities to provide feedback on a more informal basis during this time.
The New Process for Staff Whose First Day of Employment is On or After June 1, 2012
The new employee's manager will be prompted via automated emails to submit the review within Access.SMU. Automated emails to the manager will begin on day 60 of the new employee's probationary period and continue on a regular basis until the online review form is completed or until the employee reaches his or her 86th day of employment, which is the last day a performance review will be accepted in Access.SMU. Please note these emails will come from Access.SMU@smu.edu - check your junk mail account if you think you are not receiving these emails.
Human Resources Support
The manager will receive an automated confirmation email after completing the online review form . A member of the Employee Relations team will review the document and contact the manager to help address any identified performance issues. If performance issues arise early in the probationary period, managers are encouraged to contact Human Resources quickly for support.
Probationary Review Due Date
The probationary review is due by the employee's 86th day of employment. This enables Human Resources to provide any needed assistance prior to the conclusion of the probationary period. Unless action is taken, such as an extension to probation, an employee who passes the 90th day on the job is considered a regular employee. Subsequent performance issues are typically handled through coaching and the progressive discipline process.
Additional information may be accessed using the links to the right including: instructions on accessing and completing the online form, review questions regarding employees who are not meeting expectations and the types of options managers may request, holding a review discussion and retaining probationary period documents.
Managerial Options During Probation:
Annual performance reviews are to be conducted for all regular (benefit eligible) staff members in the spring semester, between January and April. Completed original forms are due to the Department of Human Resources by April 17, 2015.
Reviews should be completed and forwarded to the Employee Relations, PO Box 750232, Department of Human Resources by the due date. A number of divisions and schools require reviews be submitted internally before they are sent to Human Resources. Please inquire with your internal administration about earlier deadlines.
Please Note: If a new employee began work prior to January 1, 2015, an Annual Review will need to completed for this employee during the spring semester. The online 90 Day Performance Review will not substitute for an annual review. If your employee was hired after January 1, an Annual Review will not be required for him/her until the following year.
To assist with the review process, an online tutorial is available to managers and employees. We encourage supervisors to utilize the Manager Tutorial as a refresher or as a resource as they prepare to complete performance reviews with their staff members. We also suggest that managers encourage their staff members to utilize the Staff Member Tutorial in preparation for the review meeting. For your convenience, there is a Frequently Asked Questions (FAQ) section available in each tutorial.
Central University Libraries (CUL) and Dedman College use a slightly different performance review process and tool. If you are employed in either of these two areas, please use the appropriate links below.