FAQ for Supervisors
To view the FAQ in PDF, please visit this link.
It is a formal annual review of an employee’s performance. The evaluation period covers October 1 through September 30. As a supervisor, you have a responsibility to provide your employees with a performance evaluation after the end of each fiscal year.
Although the formal review is held once a year, it is a part of an interactive performance management process that continues throughout the year. You should address performance concerns immediately, provide feedback on an ongoing basis, meet regularly with your employees, listen to your employees and allow them to provide input, and provide recognition to your employees.
There are several advantages of the performance evaluation:
1) It is an opportunity to clarify job responsibilities and expectations.
2) It helps guide human resource decisions, such as promotion and for validating selection procedures.
3) It is a way to reward and motivate employees. While compensation is a great way to motivate top-performing employees, positive recognition and opportunities for advancement are just as important.
4) It helps promote personal development. Employees need feedback on their performance to help them improve. Most employees want to know how well they are doing and how they need to improve.
5) It is an opportunity to drive behavior to align with Gallaudet’s core values, goals and strategies.
You can seek guidance from Human Resources Services, Office of the Ombuds, and/or your direct supervisor. You may also take training on how to improve in this area. Human Resources will provide a workshop prior to the end of fiscal year. You can find the workshop on this link. Here are some tips:
1) Provide immediate positive and developmental feedback in a private location.
2) Ask for the employee’s view about what could have been done differently.
3) Be specific about what behaviors were effective or ineffective.
4) Focus on what the person did or did not do, not personal characteristics.
5) Collaboratively plan steps to address developmental needs.
6) Offer help in addressing developmental needs and providing resources.
The evaluation date is October 1, as it will cover the previous fiscal year (October 1 through September 30). The performance evaluation is due to Human Resources Services by October 31. Whenever possible, please scan and email a copy of the signed evaluations to email@example.com. This is the preferred method. However, if this method is not possible, you can drop it off in College Hall, Room 106. We will keep a log with all the evaluations that were received by Human Resources Services.
If your employee’s evaluation is not received by Human Resources Services by October 31, the senior administrator will be informed. If it is not completed within an additional 15 days, the administrative officer will be informed.
As a supervisor, one of your responsibilities is to conduct performance evaluations for your employees. It is unfair to your employees if they do not receive their evaluations in a timely manner. If certain circumstances prevent you from conducting evaluations, please ensure you communicate with your supervisor as well as your employees.
This must be an interactive process. It is important to obtain your employee’s input during this process. The first step is to collect your employee’s self-assessment evaluation which is a list of accomplishments and goals. This is an opportunity to fully capture what your employee has achieved over the recent performance period. You should set a specific deadline to collect the self-assessment evaluation from your employees.
The second step is to review all performance documentation for the performance period. This includes the self-assessment evaluation, commendation and other compliments received, written summaries of discussions with the employee about performance, notes regarding verbal warnings, written warnings, etc. You should also review the previous year’s performance evaluation, including goals that were established.
The third step is to develop the performance evaluation. It can be developed using the performance evaluation form or it can be written in a letter format. Please ensure that all performance areas and goals are covered if you are to use the letter format.
The fourth step is for your supervisor to review the evaluations for all of your direct reports. Once you receive approval, you can share the evaluation with your employee. All evaluations must then be reviewed by the senior administrator and administrative officer, who will determine the merit pay increase for each employee.
Please do not share merit pay increase recommendations with your employees until after you receive the final authorization from all administrators. Promising a specific merit increase to employees (prior to final approval), is not advisable, and could prove to be problematic if the merit increase is not approved by administrators.
Please ensure you communicate with your employee that there is an option to appeal the evaluation. Your employee may write a rebuttal (appeal) to explain the reason for reconsideration to the supervisor, unit administrator (if not the supervisor), with a copy to senior administrators and Human Resources Services. Please ensure the rebuttal is discussed with the employee before you make a final decision. You can discuss with the senior administrator and Human Resources Services before the decision is finalized. If you agree, then you can submit an updated performance evaluation and give your employee a copy of it. If you disagree, then the rebuttal will be attached to the performance evaluation and placed in the personnel file in Human Resources Services.
The President announces the average merit pay increase before the end of fiscal year. She recently announced that in FY 2018, the average merit pay increase is two percent. This means that merit pay increases by division should not exceed an average of two percent. It is important to remember that the two percent merit increase average should not be interpreted as a two percent increase for average performers.
You can make a recommendation for merit pay increases. The exact percentage will be determined by the senior administrator and administrative officer. There are several factors to look at:
1) Employees with an unsatisfactory or needs improvement rating are not eligible for a merit pay increase.
2) The merit pay increase for distinguished performers will be higher than commendable performers and competent performers.
3) The merit pay increase is also higher for commendable performers than competent performers.
4) Salaries for competent performers cannot exceed the midpoint; commendable and distinguished performers can progress to the maximum of the range.
5) Merit pay increases can be in either whole or half percents.
6) No employee may receive a merit pay increase taking the salary above the maximum of the range. If the rating is commendable or distinguished, you may request a bonus to be issued to the employee if approved by the senior administrator and administrative officer.
You can find the staff pay schedule through this link.
You should seek input from the previous supervisor regarding your employee’s performance and incorporate it into the performance evaluation.
Q: What if I just became a new supervisor during the performance period and the previous supervisor left the University?
You should review all available documentation such as: the employee’s self-assessment, commendation and other compliments received, written summaries of discussions with the staff member about performance, notes regarding verbal warnings, written warnings, etc. You should also review the previous year’s performance evaluation, including goals that were established. Determine as best as possible if goals were accomplished. Discuss the employee’s performance with your supervisors.
Q: My employee received a pay increase during the performance period. Is my employee eligible for a merit pay increase?
If you have an employee who received a pay increase in FY 2018 due to various reasons, such as reclassification or promotion, you must take the amount into consideration when recommending a merit pay increase. If you would like to consider a merit pay increase for such employee, please include the justification in the recommendation memo. When considering the merit pay increase, the senior administrator and administrative officer (along will Human Resources Services) will factor in the amount of pay increase received.
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