As part of Human Resources continued efforts to ensure that the College meets its contractual obligation that all staff employees have a performance program in place, we are requesting that all supervisors make sure that all professional staff they supervise directly have a current program in place. If someone you supervise does not have a current program in place, you will need to put one in place as soon as possible.

As a reminder, here are some general instructions on how to complete a Performance Program/Evaluation.

Instructions on completing a Performance Program

Every staff member is required to have a Performance Program (as per the Agreement between the State of New York and the United University Professions (2016-2022) Appendix A-28). A Performance Program sets the duties, responsibilities, and objectives for the employee. 

Performance Program– all five (5) tabs must be completed when the performance program is created. Secondary sources must be indicated. Identify five (5) or more. Both the staff member and supervisor need to sign the performance program.

Establishing a Performance Program:

• Preliminary discussion (not via email) occurs between the employee and supervisor regarding duties and responsibilities
• Identify the secondary sources (minimum of three (3) for regular performance programs and five (5) for permanent appointment recommendations) and their functional relationship (ex. colleague) to the employee. Secondary sources may include individuals, offices and agencies. They may be consulted as part of the evaluation process. Secondary sources should be only solicited when the employee is evaluated at year-end. They are not contacted at the time when performance programs are being created.
• Supervisor creates the Performance Program (based on discussion) and sends copy to the employee electronically via HRETS. The employee make may suggestions for changes.
• Both supervisor and employee electronically sign the Performance Program. The employee signature only indicates that they have read the document. The employee may attach a statement or write a comment in the Performance Program within 10 days if they object to any part of the program. Ultimately the supervisor has the final authority in determining the Performance Program. Contact Human Resources immediately for guidance if the staff member refuses to sign. A program is not complete until both parties sign.
• Performance Programs and Evaluations should only be for one (1) year intervals not for two (2) or three (3) year intervals.
• Performance Programs may not be retroactive. They go into effect at the time they are signed so the Performance Program effective dates should be in close proximity to when the document is being signed.

An employee should receive a new Performance Program annually. Even if responsibilities don’t change, the Performance Program must be updated annually to reflect the new effective dates of the program and updated goals. Programs must also be updated any time there is a change in duties, responsibilities, or supervisor. Therefore, the effective dates of the performance program do not need to match the employee’s contract dates. The Performance Program will be the basis for contract renewals, the annual evaluation of the employee, permanent appointments, salary increases and promotions, Extra Service and Also Receives reviews and approvals and Telecommuting Program Application.

Instructions on completing an Evaluation

An annual Evaluation should be completed toward the end of the performance program effective period.

Employee evaluations are a continual process carried out on a daily basis. Formal evaluation should be the annual expression of this ongoing process. The basis for requiring periodic evaluations of professional employees is contained in Article XII of the Policies of the Board of Trustees, under Title C, §4(a) which states:

“Each professional employee in the Professional Services Negotiating Unit shall have their performance evaluated by the employee’s immediate supervisor formally, in writing, once each year during the term of appointment and as changing conditions warrant, except where the employee is serving a final year in the University following notice of non-renewal. Such evaluation shall be based on a performance program determined by the immediate supervisor after consultation with the employee, a copy of which shall be given to the employee.”

The system does allow for quarterly and mid-year reviews. Although not required, it’s recommended that new supervisors conduct either a quarterly or mid-year with employees that have been assigned to them. It’s an important tool for both the supervisor and staff they supervise. It allows for supervisors to address performance issues, work out a plan to help employees improve, get feedback from employees, recognize employee success and discuss innovations. Don’t solicit secondary sources for quarterly or mid-year reviews. Save the solicitation of the secondary sources for annual evaluations

Specific provisions relating to the college’s policy for performance evaluation for professional employees are contained in the Agreement between the State of New York and the United University Professions. This can be found in Appendix A-28 of the Agreement.

Once again the annual evaluation should only be completed toward the end of the performance program period.

Importance of creating and establishing a Performance Program:

The Performance Program serves as the basis for:

• Year-end/annual evaluation of the employee
• Contract Renewals
• Permanent appointments
• Salary increases
• Promotions
• Extra Service and Also Receive reviews

Thank you for your assistance and cooperation. If you have any questions, please contact Human Resources.