Annual
Performance Reviews
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Frequently Asked Questions and
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The Department of Human
Resources has established the spring semester, January – April, as the
Annual Review Period. Reviews should be completed and originals forwarded
to the Retention Manager, Rebecca K. Sampson, PO Box 750232, Department of Human Resources no
later than May 4, 2007.
The Department of Human Resources
has designated the spring semester for annual performance reviews to allow
supervisors time to consider an employee's performance while
making decisions about merit increases. Budget requests are due in May and
information from the review process may be helpful in planning for the
next year's budget.
All regular (benefit
eligible) staff members should
receive an annual performance review.
If a staff member's 90
day review falls during the annual review period (January to May), then the 90 day review will also serve
as the annual review. Please visit the 90 Day Review page for the
appropriate review forms and directions. Please be sure to include a
memo to the Retention Manager indicating the review is for BOTH purposes.
If the 90 day review is
held prior to January, then an annual review is still required.
We suggest supervisors ask
employees to conduct a self-review in preparing for the review
conversation. Comparing perspectives can help you clarify expectations and
identify where information and/or assistance is needed from you.
We encourage you to obtain the
employee's signature as proof that the review occurred, however the
signature does NOT indicate agreement with the supervisor's review feedback.
We do ask both the supervisor and staff member sign The Plan which indicates
commitment to the developmental goals.
If an employee does not sign the
review, s/he is still accountable to the responsibilities and performance
of the job.
Only supervisors who were the
authors of previous performance reviews may have access to those
documents. If you were not the reviewing supervisor, access may
not be granted due to our commitment to confidentiality. Contact Rebecca K. Sampson at
214-768-4085 with any further questions.
An employee may view his/her
performance reviews on file in Human Resources. The employee must bring
photo identification, such as a driver's license in order to view contents
of his/her file.
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Give your employees ample notice that you
will be scheduling a review meeting with them.
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Set a meeting date.
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Give the employee copies of the review forms
and any additional directions they might need in order to prepare for the
meeting.
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Tell your employees how the review meeting
will be conducted so they can prepare. If you want the employee to review
him/herself, be specific in your instructions.
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Give constructive feedback, provide
recognition for performance, clarify expectations and problem-solve with
your employee in order to improve performance.
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Be thoughtful and specific with your choice
of words in documenting your staff member's performance.
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Be as descriptive as possible, citing
behavioral examples rather than generalities.
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Help your employee establish a professional
development plan after identifying areas of interest and/or opportunity.
Please forward the original
completed Annual Performance Review for each staff member to the Retention
Manager, Box 750232, Department of Human Resources. Your own department or division may require that you send them to an
individual within you area for review prior to being sent to the
Department of Human Resources. Follow any internal instructions or
guidelines given.
The original completed reviews with
signatures (where appropriate) should be sent to the Department of Human
Resources. Keep a copy for your own files and provide a
copy to the employee.
Performance reviews are placed in
the employee's personnel file.
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Yes, we ask that you give a copy of
the review to the employee and keep a copy for your own files.
An employee may submit a memo to be
included in his/her Human Resources file at any time. As the supervisor,
you should inform the employee that s/he has the right to add
documentation to the file if desired.
Email Rebecca
K. Sampson or call her at
214-768-4085 to discuss your needs.
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Along with regular performance
feedback, the Annual Performance Review Process provides the manager and
staff member an opportunity to review achievements and plan for
development. The process allows for constructive feedback, identification
of potential obstacles, an opportunity for recognition, and planning for
additional training or skill building. Review meetings should be held in a
collaborative manner that supports the employee's growth and achievement
within the university.
Many opportunities for professional
development exist on campus. Some opportunities are free, while others
charge a nominal fee.
Visit the following SMU websites
for additional information:
Other possible sources of
development include professional association meetings, conferences, and
outside workshops. If you need help locating developmental resources,
please feel free to email Lorea
Belle Seidel, Senior Organizational
Effectiveness Specialist or call 214-768-2890 for
assistance.
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The annual review is not to be
considered as a step within Progressive Discipline. The two processes are
distinctly different, yet should not contradict one another. The annual
review process should reflect challenges and performance issues, but also
note areas of growth and achievement. We encourage supervisors to use the
annual review process as an opportunity to help the employee establish a
developmental plan for professional growth. Email Rebecca
K. Sampson, or call her at 214-768-4085 with any questions regarding
individual cases.
Although
we encourage a developmental, future-focused approach to conducting
performance reviews, there is still an element of historical reflection regarding
the employee's performance over the past year. This information can
be helpful with decision-making regarding merit increases.
We do not utilize any type of formula or numerical system for
merit increases in relation to the performance review process. The
information yielded by the performance review is subjective and is to be
taken into consideration along with other performance indicators. We encourage
supervisors to allocate their merit increase resources in a strategic
fashion by rewarding high performers accordingly. Likewise, if an
employee's performance is below expectation, this situation should also be
addressed with a lower increase or even no increase at all.
Please email Rebecca
K. Sampson or call her at 214-768-4085.
