2021-2022 Performance Management

2021 - 2022 Performance Evaluations for Classified and Unclassified Staff

All Classified and Unclassified staff will be evaluated using the new online PageUp Performance Evaluation. The evaluation includes collaborative goal setting using the SMART Goal technique, six behavioral categories (competencies), a five-tier rating system and three required performance discussions throughout the performance evaluation cycle.

These evaluations will be started with an email to the supervisor through the page up system.

There will be three phases that frame these discussions.

Goal Setting (May 1 - June 30)

The supervisor will work with the employee to create goals and these will be logged in PageUp. The supervisor will also review with their employee the competencies and rating system used in Mid-Year and End-Year phases.

  • Between May 1 and May 14 the Supervisor meets with their employee to review the performance evaluation process in PageUp.  Topics covered are potential goals, introduction of competencies, rating system and timelines.
  • By May 15 Supervisor starts the goal setting process by reviewing the university goals and how they impact their department or unit.
  • By May 31 Supervisor discusses goals with their employee, and seeks their input.
  • By June 30 Supervisor and employee completes discussion and agreement of goals and enters them in the employee’s PageUp performance evaluation.

Mid-Year Review (September 1 - October 31)

The supervisor will evaluate and rate the employee on the goals and competencies from the beginning of the evaluation period. These ratings will be reviewed with the employee and listed in PageUp. If there are adjustments to goals they will be noted as a journal entry. Any performance concerns should be noted as a journal entry so that it is connected to the competency rating. Also, at this time a supervisor should discuss any areas of concern and assist the employee in developing a plan for improvement.

  • By September 30 Employees complete the Mid-Year Self-Assessment in PageUp
  • By October 15  Supervisor discusses progress with employee and reviews employee’s Self-Assessment.  The manager also rates the employee on Mid-Year progress on assigned goals and competencies.
  • By October 31 Manager completes rating the employee’s progress on assigned goals and competencies in PageUp. 

Year-End Review (February 10- April 29)

The supervisor will finalize the rating on the employee’s goals and competencies in the PageUp system. The employee should also rate themselves on the goals and competencies. The supervisor and the employee should discuss the final assessment of the employee’s performance. Any employee receiving two or more "Not Acceptable" on goals or expectations will have their evaluation labeled as a poor, regardless of all of the other ratings on goals and objectives.

  • By February 10 Employee completes Year-End Self-Assessment
  • By February 28 Supervisor completes employee Year-End Assessment and the evaluation is sent to the One-Up manager in PageUp.
  • By March 31 One-Up Manager reviews and signs off on employee evaluation
  • By April 15 Manager conducts employee discussion regarding ratings of goals and competencies and confirms this in PageUp.
  • By April 29 The employee completes reviews the final ratings and signs off in Page-up. 

All questions regarding the performance evaluation process or the PageUp system should be submitted to performance@miamioh.edu.

SMART GOALS

  • SMART Goals are clear statements on results or outcomes that are required to be accomplished within a specified period of time
  • SMART Goals create a common understanding of what is expected in terms of performance and outcomes
  • SMART Goals focus attention and resources on what is most important for individuals to produce
Content Time
Definition of a Goal 00:31
Cascading Goals 00.48
Common Variables Found in Goals 03:18
Tasks vs. Goals 04:56
SMART Goals 09:03
Formula for writing SMART Goals 12:42
SMART Goal Practice 13:55

SMART Goal Definitions and Examples

Specific – defines specific results to be achieved

  • Make your goal clear and specific. This keeps the focus on what is important.
  • Ask yourself:
    • What do I want to accomplish?
    • Why is this goal important?
    • Who is involved?
    • Where is it located?
    • Are there resources or limits involved?

Measurable – defines quantity, cost, or quality metrics to determine progress

  • Measure your progress
  • Assessing your progress will help you stay motivated and on track
  • Ask yourself:
    • What is my measure of progress and overall success?
    • How will I know when it is accomplished?

Attainable – allows the goal to be challenging, yet the person can still ensure results

  • Think about what steps you will need to take to reach your goal
  • Beware of constraints
    • Financial or budget factors that may not be available
    • What approvals are necessary or required to move forward
  • Ask yourself:
    • How can I accomplish this goal?
    • How realistic is this goal?
    • What resources will I need to achieve my goal?

Relevant – supports the achievement of team or organizational goals

  • Is this goal aligned to individual, department and organization priorities?
  • Ask yourself:
    • What will this goal impact?
    • Why am I the right person to reach this goal?
    • Is this the right time?

Time bound – specifies a due date, time frame, or frequency rate

  • Set a deadline to work towards
    • This helps prevent everyday tasks from taking priority over longer term goals
  • Ask yourself:
    • What is my deadline?
    • What can I do six months from now?
    • What can I do six weeks from now?
    • What can I do today?

Formula for Writing SMART Goals

Writing SMART Goals Formula Table
Start with an action verb such as: Include a measurement such as: Include a due date, time frame, or frequency rate, such as:
  • Increase
  • Complete
  • Attain
  • Achieve
  • Reduce
  • How much
  • How many
  • How much better
  • How much faster
  • Costing how much less
  • Phase 1 by end of second quarter
  • End of fiscal year
  • Daily
  • Weekly
  • As scheduled

Cascading Goals

The process of translating goals from one level of the organization down to the next level to ensure alignment of the organization's strategy with the goals of departments and individuals. Miami University goals are translated down into department goals which are translated down into role specific goals.

Common Variables found in Goals

Goals or Objectives

Goals are strategic and aspirational.  They point to a future desired result or outcome for the individual, department, or organization by a specified time. Goals and Objectives can be a synonymous term.

Projects

Larger scale assignments, when carried out individually or collaboratively, that produce a specified outcome or result.  One or more projects can fulfill what is needed to accomplish a goal.

Tasks or Activities

  • Is something you do or would likely do anyway
  • Is required to complete a project
  • Is required to complete a goal
  • Is NOT a result or outcome
  • Provides little to no feedback on whether you're doing the right things

Process for Creating Goals

  • Review University Goals
  • Departmental goals are created to support university goals
  • Employee goals are created to support department goals

Performance Evaluation Competencies and Ratings

There are six core competencies for all Classified and Unclassified Staff and one for supervisors. There are five defined rating tiers.

When rating an employee as with "Significantly Exceeds Standards" or "Exceeds Standards" the employee should first "Meet Expectations" and achievements required by their regular duties and assignments.

For an individual to "Significantly Exceeds Expectations" they would have to first meet criteria in "Exceeds Expectations" as well as "Meets Expectations".  The Manager should be able to cite specific examples of consistently "Exceeds Expectations" or "Significantly Exceeds Expectations" before these rating should be chosen.

The descriptions of the competencies are examples and do not encompass all possibilities.

PageUp Technical Steps to Completing an Evaluation

These steps are intended to demonstrate the complete process of submitting performance evaluations for Classified and Unclassified Staff.

Considerations When Selecting Evaluation Ratings

Competency and Goal ratings should include comments and examples explaining specific achievements or challenges. Categories on both the Classified Staff and Unclassified Staff performance evaluations may overlap.

  • "Significantly Exceeds Expectations" (5 Stars)
    • Possible rating, not likely used in all competencies and goals
    • Must include thorough documentation
    • Does not guarantee a merit increase over the projected increment amount within department
  • "Exceeds Expectations" (4 Stars)
    • Possible rating, not likely used in all competencies and goals
    • Must include thorough documentation
    • Does not guarantee a merit increase over the projected increment amount within department
  • "Meets Expectations" (3 Stars)
    • Acceptable rating for a solid employee in good standing
    • Most common employee rating
  • "Developing" (2 stars)
    • Possible rating for an employee who has been employed at Miami for less than one year.
    • Possible rating for an employee who takes a new position on campus or new responsibilities as they work to gain competence related to these duties.
    • This rating would NOT be acceptable for an employee in all competencies or goals as this would be an indicator of severe skill deficiencies.
      • While an employee may be new to the position or responsibility they would have met the basic skill requirements to be placed in their current position.  The supervisor should consult with Human Resources or Academic Personnel as cases of extreme skill deficiencies may be inaccurately rates as Developing and must be addressed immediately.
    • It is expected that an employee would NOT remain in the "Developing" category for more than one review cycle.
  • "Not Acceptable" (1 star)
    • Possible rating for an employee who is not demonstrating acceptable performance.
    • Two or more "Not Acceptable" ratings in competencies or goals would translate to an overall Not Acceptable rating regardless of the other ratings within the employee's evaluation.
    • A supervisor or manager should provide guidance and expectations regarding how to improve performance issues.
    • Supervisors or managers may choose to include employee input to discover challenges or outline required steps. Supervisors should consult with the appropriate personnel office for guidance if needed.

Frequently Asked Questions

Here are frequently asked questions regarding the University Online Performance Evaluation Process. This section will be updated as new questions are presented.

PageUp

Why is Miami Moving to an online performance evaluation process?

The intent of the new online PageUp Performance Evaluation is intended to provide consistency in the requirement to complete a performance report. It is the position of leadership at Miami that each employee (Classified Staff or Unclassified Staff) should receive an annual performance evaluation.

In the past there was not consistency regarding the completion of performance evaluations or the measurement criteria in which employees were rated.

It was possible for an employee to receive a performance evaluation and not be aware of their performance standing within the department.

Do I have to use the online performance evaluation system to evaluate my employees?

Yes, the university uses PageUp Performance Management for annual evaluations and goal setting for Classified Staff and Unclassified Staff.

How will I know when I need to complete an evaluation for an employee?

The supervisor/manager will receive an email from the PageUp system indicating that it is time to start the evaluation process.

Will 360 Performance Evaluations be available in the PageUp system?

No, there is only one performance evaluation for Classified Staff or Unclassified Staff. This evaluation is housed within the PageUp system.

What is the difference between supervisor and manager?

The PageUp system uses the term manager and one-up manager. The term supervisor and manager are interchangeable. You may have the title of a manger who supervises at least one Classified or Unclassified Staff member.  if you are a manager who evaluates an employee the PageUp system will request the approval of the employee's one-up manager. This would be the manager's boss.

Competencies

Why are employees measured against competencies?

The competencies are behaviors expected of all employees, regardless of function.  The University has determined that the six competencies (seven if you are a supervisor) are critical for each employee to be successful in their role.

Goals

Cascading goals at Miami would start with the university goals. The university goals can be found on the President's page.

Division and departmental leaders will determine the goals that identify their department's contribution to reaching overall university goals. Supervisors and managers will work with their staff members to identify appropriate SMART Goals for their direct reports that identify individual or team contribution to meeting the department and university goals.

Why is the university using SMART Goals?

Smart goals can help supervisors/managers and employees a clear direction and measurable steps necessary for accomplishing objectives within individual departments. SMART Goals are specific, measurable, achievable, and timely. 

What if a direct report is retiring soon after the review cycle starts?

The supervisor/manager should proceed with the evaluation regardless of when the employee is retiring in the performance evaluation cycle. It is important for all employees to be working towards achieving goals during their tenure at Miami.

Performance Rating

Is my performance rating connected to whether I get a raise?

For Classified Staff there is not a connection to the annual increment process. However, performance evaluations could be considered in decisions regarding promotions. For Unclassified Staff increments are merit based and an annual evaluation would be considered in the increment process.

What are the five ratings in the performance management system?

  • Significantly Exceeds Expectations - Five Stars
  • Exceeds Expectations - Four Stars
  • Meets Expectations - Three Stars
  • Developing - Two Stars
  • Not Acceptable - One Star

What is considered a normal rating?

"Meets Expectations" is considered a normal rating.  Most employees will fit under this category.  "Meets Expectations" is a range of behavior or progress that indicates that the employee performs aspects of their job well.  "Meets Expectations" indicates a solid performing employee.

What does it mean if an employee is rated as “Not Acceptable” on competencies or goals?

If an employee receives two or more "Not Acceptable" ratings for competencies and or goals, they will receive an overall performance review rating of "Not Acceptable", regardless of other scores.  An overall rating of "Not Acceptable" would disqualify an employee from receiving incentives in programs such as Job Enrichment, P.R.I.D.E. Award or Senior Lean Leader.

Will employees be punished for being rated as "Developing"?

No, as long as that rating moves to "Meets Expectations" or higher by the next review cycle. It is expected that an employee would not remain in the "Developing" category for more than one review cycle.

A rating in the "Developing" category would be acceptable for an employee who has been employed at Miami for less than one year or an employee who takes a new position on campus or new responsibilities as they work to gain competence related to these duties.

It would not be acceptable for an employee to be rated as "Developing" in all competencies or goals as this would be an indicator of severe skill deficiencies. While an employee may be new to the position or responsibility they would have met basic skill requirements to be placed in their current position. The supervisor should consult with Human Resources or Academic Personnel as cases of severe skill deficiencies may be inaccurately rated as developing and must be addressed immediately.

What's the difference between "Exceeds Expectations" and "Significantly Exceeds Expectations"?

“Meets Expectations” is considered a good rating and the employee would be a solid performer, however, there are times when performance is visibly over and above what is expected.

Using a rating of "Exceeds Expectations" or "Significantly Exceeds Expectations" would require significant documentation regarding the manner in which expectations are exceeded. The frequency with which an employee is going above and beyond is the primary differentiate between the two categories.

What if the employee has multiple supervisors?

Presently the supervisor for the performance management evaluation lies with the supervisor that approves the employee's time. Conversations between the supervisors can be reflected in the evaluation, or two separate evaluations can be issued for that employee. To do this you would need to contact your appropriate representative (Human Resources or Academic Personnel).

The two supervisors should collaborate on one review with the review only being launched to whoever is marked as the "primary" supervisor.

What if I do not agree with my supervisor or manager’s rating on competencies or goals?

If the employee does not agree with the supervisor or manger rating on competencies or goals they will have the opportunity to comment on the overall competency and goal section.

Employees are asked to electronically acknowledge that the content on the evaluation has been covered. This electronic acknowledgement is not an agreement of the content. It acknowledges that the conversation took place.

Why are Competencies and Goals rated with Stars?

The stars are part of the PageUp System and cannot be changed. Please see the Competencies page for details.

What about an employee who started after the cycle begins?

The supervisor will receive an email from the PageUp system indicating time to start a performance evaluation.

Probationary employees who have been hired on or before 7/31 will receive their probationary reviews and then will be included in the annual review cycle that starts in May of the following year.

Employees hired after 7/31 will be included in the review cycle that starts in May of the following year.

For other new employees that do not have a probationary period, if the employee is hired on or before 11/30, the employee will complete the normal review process for the current fiscal year. Non-probationary employees hired after 11/30 will start the the next review cycle beginning 5/1.

If an employee changes positions or gains a promotion during a performance cycle, how will the goals be handled?

There will be a window during the employee status change that will allow for new goals to be added with the supervisor. When the status change takes place, that will determine what that window will look like. Steering Committee needs to decide.

General Questions

If Classified Staff employees get the same increase why complete a performance evaluation?

Performance feedback is an important aspect of employee success. It can be motivating for an employee to learn over the annual performance cycle how they are progressing. A performance evaluation provides a baseline for modifying behavior working to more effective work habits and it can help managers determine training needs for the individual to address or enhance skill gaps.

Performance evaluations of employees could be used as a factor in promotion decisions. Classified Staff employees must have a satisfactory review on file to receive a P.R.I.D.E. Award or Job Enrichment bonus or increase.

 

Additional information and details can be found on the Performance Management page.