Why were the Regulations on Annual Performance Evaluations for EHRA Non-Faculty employees revised?
On May 8, 2017, UNC-GA adopted new regulations on annual performance evaluations for non-faculty EHRA employees in an effort to streamline the process across the UNC System. The new program provides a defined cycle of review for managers to assess employee success toward meeting operational needs and professional development goals.
What is the effective date of the new EHRA Performance Evaluation Program?
The EHRA Performance Evaluation Program was implemented at NC State effective July 1, 2017, beginning with the 2017-2018 EHRA annual performance evaluation cycle.
Does the implementation of this new program impact EHRA Faculty employees?
No, the revised regulations apply to EHRA Non-Faculty employees.
Are any EHRA non-faculty employees exempted from the provisions of the revised regulation?
Some EHRA Non-Faculty employees (SAAO Tier Is, Athletic Coaches, Post-Docs, and EHRA employees who concurrently hold tenured faculty appointments) may be exempted from the revised regulation, as long as they are evaluated via an alternative procedure and/or tool. If no alternative procedure/tool is established, these employees will be subject to the provisions of the Regulations on Annual Performance Evaluations for EHRA Non-Faculty employees. Listed below are several alternative regulations implemented at NC State:
- REG 05.50.02: Reviews of College Deans, or
- REG 05.50.05: Review of Dean of Undergraduate Academic Programs, Dean of Graduate School, and Vice Provosts, or
- REG 05.50.06: Review of Vice Chancellors, or
- REG 05.50.07: Review of Associate Deans
- REG 10.10.08: Postdoctoral Scholars
Will the new EHRA Performance Evaluation Program be online?
For the 2017 – 2018 performance evaluation cycle, colleges/divisions will continue to use a paper process with a new/revised tool. However, we anticipate that an electronic process will be implemented in the future.
How frequently are supervisors required to evaluate non-faculty EHRA employees under the revised regulations?
Supervisors must formally evaluate EHRA Non-Faculty employees on at least an annual basis, before the end of the fiscal year to help ensure effective work efforts and to focus on the continued successful achievement of the University’s goals and objectives.
When are the annual evaluations due?
Nine-month faculty supervisors are expected to submit their completed EHRA employee annual evaluations by May 16, 2018. All other supervisors of EHRA employees are expected to submit their completed EHRA employee annual evaluations on or before July 31, 2018.
Who do I contact if I have additional questions about the new EHRA Performance Evaluation Program?
If you have additional questions regarding the new EHRA Performance Evaluation Program, please contact your departmental Human Resources office or NC State’s Employee Relations team at (919) 515-6575 or via email at firstname.lastname@example.org.
Has a standard performance evaluation tool been developed as part of the new program?
Yes. The Employee Relations team has created a standard appraisal tool that incorporates all of the requirements outlined in the revised regulation. The tool is available for use via the Employee Relations website.
Can individual colleges/divisions/units implement alternative performance evaluation tools?
Yes. The EHRA Performance Evaluation Regulation allows colleges/divisions/units to develop and implement an alternative performance evaluation tool for covered EHRA Non-Faculty employees, as long as the elements below are incorporated into the tool:
- A statement that identifies the major strategic priorities of the University of North Carolina in accordance with the most current institutional and system-wide strategic plans;
- A description of goals and objectives for the employee for the cycle;
- A description of any job-related personal or professional development activities for the employee for the cycle;
- A summary of the employee’s observed performance during the cycle, including outcomes related to assigned goals and objectives;
- An annual overall performance rating that represents the supervisor’s assessment of the employee’s total performance during the entire performance cycle based on the following 3-point rating scale: Not Meeting Expectations, Meeting Expectations, Exceeding Expectations
Colleges/divisions/units wishing to implement an alternative EHRA Performance Evaluation Tool must submit their proposed tool to the Employee Relations team via email at email@example.com for review and approval prior to implementation.
How many goals and objectives are supervisors expected to set under the new program?
Supervisors are expected to set at least three goals and objectives for each employee at the beginning of the performance evaluation cycle. Goals and objectives should focus on key deliverables and may be, among others:
- Critical-Function, which highlight some of the most critical work needs in the employee’s position
- Compliance-Focused, which ensure compliance with relevant policies, procedures, regulations, and/or job requirements
- Project-Oriented, which may be regular or one-time work that is particularly significant during the cycle
- Work-Unit, which improve and/or sustain work product or related team dynamics
- Division-Wide, which are often tied to University strategic goals and/or initiatives
- Forward-Focused, which align with both the work unit’s and the University’s strategic goals and mission
Supervisors are encouraged to create S.M.A.R.T. goals, ensuring that the goals and objectives are specific, measurable, attainable, relevant, and time-bound. For more information on creating S.M.A.R.T. goals, please refer to the Creating SMART Goals Worksheet or Setting SMART Goals Video.
Are supervisors required to list professional development activities for each employee?
Yes. According to the revised regulation, a description of job-related personal or professional development activities for the employee for the cycle shall be included.
What types of professional development activities may be included?
Professional development activities may include activities for employee growth and/or to address performance. Some examples of professional development activities may include training programs, committee work, conference attendance and/or presentations, or other related activities that maintain, develop or broaden employee skills relevant to the employee’s position, career path, or service to the University.
Are interim/mid-year reviews required?
While supervisors are strongly encouraged to meet with employees during the performance cycle to discuss the employee’s performance on established goals and objectives, interim/mid reviews are not required according to the revised regulation. However, individual colleges/divisions/units may require supervisors to conduct interim/mid-year reviews. A separate, one page document titled EHRA Interim Review Form is available for supervisors who wish to conduct interim/mid-year reviews.
Are supervisors required to assign a final overall rating to EHRA Non-Faculty employees?
Yes. According to the revised regulation, supervisors are required to provide EHRA Non-Faculty employees with an annual overall performance rating that represents the supervisor’s assessment of the employee’s total performance during the entire performance cycle based on the following 3-point rating scale:
- Exceeding Expectations: Routinely performs above expected performance of assigned duties and is generally considered among the highest performing employees within the work unit.
- Meeting Expectations: Generally performs at, and on occasions may exceed, a successful level of performance of assigned duties.
- Not Meeting Expectations: Often performs below an acceptable level of performance of assigned duties or has demonstrated substantial performance deficiencies in certain assigned duties
Does the University have a quota system for the number of ratings allowed at each level of performance?
No; the University does not have a quota system for the number of ratings allowed at each level. Supervisors are responsible for providing accurate and honest assessments of employee performance during the entire performance cycle.
Are employees required to sign the performance appraisal?
Yes. Employees are required to sign the performance evaluation tool at the completion of the performance evaluation session with their supervisor, as their signature acknowledges receipt of the document.
Employees may include comments in response to the supervisor’s assessment of their performance, and any other relevant comments regarding performance, on the Employee Comments section of the Annual Performance Evaluation section. Alternatively, employees may attach comments to the document.
What if an EHRA employee is assigned an overall rating of Not Meeting Expectations on their annual performance evaluation?
Supervisors who have concerns regarding an employee’s job performance and/or personal conduct should contact their college/division Human Resources office or NC State’s Employee Relations team at (919) 515-6575 or via email at firstname.lastname@example.org for assistance.
Employees who have workplace concerns should also contact their college/division Human Resources office or NC State’s Employee Relations team at (919) 515-6575 or via email at email@example.com for assistance.