Scope: Applies to all university SPA and EPA non-faculty employees. Senior Administrators and faculty are excluded

Purpose: To provide uniform and consistent standards for the administration of the Performance Management Program (PMP).

POLICY:

1.  General Statement

It is the policy of WSSU to establish, monitor, and evaluate organizational goals. These goals are established and communicated to employees to provide a basis for setting individual performance standards. Employees are provided with clear performance expectations, progress is monitored, and individual performance is evaluated.

The university will assure that each SPA employee is:

- Instructed as to job expectations, assigned duties and responsibilities.

- Provided with means for obtaining feedback about job performance.

- Provided with opportunities for education, training and development to assure at least satisfactory performance on the job. In addition, opportunities for career development are provided where an employee shows interest and demonstrated ability.

- Recognized for his/her contribution in a fair and equitable manner.

The Performance Management Program, which is consistent with legislation adopted by the North Carolina General Assembly and policies approved by the State Personnel Commission, is WSSU's performance management program for SPA employees. The program consists of the following components:

- Defining performance expectations (performance work plan).

- Modeling, coaching, and reinforcing performance.

- Conducting an interim review.

- Conducting the performance evaluation.

2.  Record Keeping

a.    For permanent SPA employees, performance work planning and evaluation will be documented on the PMP Work Plan and Performance Evaluation at least annually.

For probationary SPA employees, performance evaluation will be documented on the PMP Appraisal for SPA Probationary Employees at the end of 45 and 90 days from initial employment. After 90 days, evaluations must be performed each 30 days until permanent status is given or the employee is terminated. Probationary periods may not exceed nine months.

b.    Performance evaluations will be treated in a confidential manner and filed in the employee's official performance evaluation file located in WSSU's Department of Human Resources. Performance evaluations will be maintained for three years and disposed of according to North Carolina General Statutes.

3.  Training

WSSU recognizes the need for comprehensive training to effectively implement a performance management program. In order for the program to be applied fairly and consistently, managers and supervisors must possess those skills necessary to effective performance management which are the foundation of the PMP.

The WSSU Department of Human Resources has established an informational and skills-oriented training program for managers, supervisors, and employees. Training programs will be scheduled periodically to ensure that all supervisors conducting performance evaluations receive adequate training.

Individual consultation and technical assistance, as well as written guidelines are available to assist supervisors in preparing performance plans and conducting performance evaluations.

4.  Effects of PMP on Personnel Administration

Information obtained during the performance management process may affect personnel management decisions such as promotion, performance-based disciplinary actions, performance salary increases, and reductions in force. Additionally, decisions on internal selection, staffing, discipline, training, and development may be influenced by performance management process results.

To achieve internal consistency in personnel administration, the university requires the following:

- A current performance evaluation (within the preceding twelve months) must be on file for an employee before any of the personnel actions noted above can be affected.

- Any proposed personnel action will be consistent with the overall rating of the employee's performance. The same overall rating must be indicated on the form requesting an employee's performance salary increase.

- In cases where the recommended personnel action appears inconsistent with the most recent overall rating, a written justification shall accompany the recommendation prepared  by the employee's department.

Any disciplinary action taken against an employee during the evaluation period must be noted in the Additional Comments section of the Overall Rating.

5.  Dispute Resolution

A permanent SPA employee who is not satisfied with his or her performance evaluation or the associated performance increase may submit a grievance through the university's grievance and appeals procedure (Policy 6.2)

A probationary employee may file a grievance regarding his or her performance evaluation only where personal discrimination is alleged.

6.  Program Monitoring

The Department of Human Resources will establish, monitor, and evaluate the Employee Performance Management Program (PMP) subject to approval by the Office of State Personnel (OSP). A report of WSSU's PMP will be submitted to the Office of State Personnel annually.