Staff Performance Reviews

Annual performance reviews are a key component of employee development.

UT Policy HR0129, Performance Review, 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

Guidelines for Annual Staff Performance Reviews

Review Period

All campuses and institutes evaluate performance based on the calendar year (January through December) and conduct and submit reviews between January and March for the previous year.

Required Performance Review Form

  • Performance Review Summary Form (PDF) (Word)
    (Instructions for completing the summary form) (PDF) (Word
    )

Please make sure you have the latest version of Adobe Reader (click here to download).

However, if unit- or job-specific review forms are necessary to evaluate performance, alternate review forms can be utilized, but must use the same overall rating categories (“consistently exceeds expectations,” “fully achieves and occasionally exceeds expectations,” “fully achieves expectations,” “sometimes exceeds expectations” and “unsatisfactory/rarely achieves expectations”) and numerical evaluation system (5 to 25 points) as the above-referenced summary form.

One Annual Review Per Staff Member

Only one performance review can be submitted per staff member. If an employee is evaluated by more than one supervisor, the supervisors must come to agreement on one overall score.

Unsatisfactory Performance

Overall performance ratings of 9 and below are considered unsatisfactory. These ratings align with the “unsatisfactory/rarely achieves expectations” category.

Ineligibility for Pay Increases

Staff members receiving unsatisfactory overall performance ratings of 9 or lower are ineligible for across-the-board pay increases. Also, staff on current written warning, final written warning or suspension without pay or employees who received a disciplinary demotion in the twelve months immediately preceding the effective date of the across-the board increase are ineligible until the disciplinary action is resolved. Approval by HR and campus/institute leaders is required to provide or withhold an across-the-board pay increase outside of these guidelines.

Required Signatures

Performance reviews require the combined signatures of the employee, the employee’s supervisor and the supervisor’s supervisor to ensure consistency and fairness. Performance review forms are not accepted until all three required signatures are included. This provision does not apply to the President, Vice Presidents and other executive-level supervisors who report directly to the President, Chancellors, and Vice Chancellors.

Required Performance Improvement Plan

Staff members who receive unsatisfactory overall performance ratings of 9 or lower are required to participate in a Performance Improvement Plan. A copy of this document should be submitted to HR along with the Summary Form. Performance improvement plans also are highly recommended for staff members who receive overall ratings of 10 to 14. These ratings align with the “sometimes achieves expectations” category.

The Performance Improvement Plan is:

    1. Required for staff members who receive unsatisfactory overall performance ratings of 9 or lower on their performance reviews
    2. Highly recommended for staff receiving a 10 to 14
    3. Optional for staff receiving a 15 or above

Performance Improvement Plan Form

  • Performance Improvement Plan form (PDF) (Word)
    (Required for staff members who receive unsatisfactory overall performance ratings of 9 or lower)

Available Training

Several resources are available to help prepare supervisors and employees:

      • Staff Performance Evaluation Training
        Wednesday, February 22, 2017 – Lower B Computer Lab
        –Staff Employees – 1:00-2:00 pm
        –Supervisors/Managers/Department Heads – 2:00-3:00 pm
        RSVP to hr@utsi.edu or call ext. 37226.
      • In-person training – Please contact the Human Resources office at ext. 37226 to schedule a time.
      • Online training – Performance Review e-learning course

Additional Optional Tools

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.

The Optional Administrator, Supervisor or Peer Review Form 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.

The Optional Review Form for Employees with Supervisory Responsibilities allows supervisors to evaluate an employee’s ability to lead others and/or manage a department.

Optional Performance Review Forms

      • Optional Administrator, Supervisor or Peer Review Form (PDF) (Word)
      • Optional Review Form for Employees with Supervisory Responsibilities (PDF) (Word)

Campus and Institute-Specific Tools

Additional staff performance review forms or other supporting documentation may be used as indicated by campus and institute Human Resources offices.

Helpful info: Thought Stimulators for Self-Appraisal

Questions?

Please review our Frequently Asked Questions (PDF).

UTSI HR Procedure 129
UT Staff Performance Reviews

If you need assistance or have other questions, please contact the Human Resources Office at ext. 37226.