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Handbook of Operating Procedures
Chapter 3 - Staff
Previous Publication Date: September 15, 2016
Publication Date: July 6, 2023
Policy Reviewed Date: July 6, 2023
Policy Owner: VP for Business Affairs

3.01 Annual Performance Management Program for Classified and A&P Employees (Non-Faculty)


I. POLICY STATEMENT


It is the policy of The University of Texas at San Antonio (UTSA) to evaluate performance on an annual basis for all benefits-eligible classified and Administrative and Professional (A&P) employees of the University. The performance evaluation process is designed to evaluate and provide feedback on employee performance in relation to the pre-established standards. The performance evaluation may be used to aid in promotion, retention, salary decisions and the merit review process.


II. RATIONALE


The purpose of this policy is to establish expectations and responsibilities for the effective administration of the performance evaluation process.

III. SCOPE


This policy applies to all benefits-eligible classified and Administrative and Professional (A&P) employees hired prior to dates established by the University.


IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter3/3.01.html


V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


  1. University of Texas System Policies or the Board of Regents’ Rules & Regulations
    1. Board of Regents' Rule 30501 Employee Evaluations
  2. UTSA HOP Policies
    1. UTSA HOP 3.06 Probationary Period for Classified Employees
  3. Other Policies & Standards
    1. UTSA People Excellence Performance Management

VI. CONTACTS


If you have any questions about HOP policy 3.01 Annual Non-Faculty Performance Evaluation Program for Classified and A&P Employees (Non-Faculty), contact the following office(s):

People Excellence
210-458-4250


VII. DEFINITIONS


  1. Rating Period
    1. Performance evaluations are to be performed annually in accordance with the University’s published timelines.

VIII. RESPONSIBILITIES


  1. Staff Employees
    1. Actively participate and adhere to the performance evaluation process and University established timelines.
  2. Supervisor
    1. Conduct annual written performance evaluations for all applicable employees.
    2. Timely completion and submission of all applicable employee performance evaluations in accordance with established timelines.
    3. Provide ongoing feedback throughout the performance management process.
  3. People Excellence
    1. Provide oversight of the performance evaluation process and sends reminders to ensure timely completion.
    2. Provide tools and training to ensure employees and supervisors understand the performance evaluation system, the process and established expectations.
    3. Maintains a record of completed employee evaluations.
    4. Review employee performance evaluations for compliance with applicable federal and state laws, and rules and regulations of UT System Administration and UTSA’s institutional policies.
    5. Ensures that the calibration of performance evaluations occurs as part of the performance evaluation process.
  4. Appropriate Vice President
    1. Ensures that employee performance evaluations are conducted annually.

IX. PROCEDURES


  1. Evaluation Criteria
    1. The University will establish the standards for which the employees will be rated. Performance evaluations will be based only on lawful, job-related, and non-discriminatory criteria.
    2. The expectations for each position should be communicated to the employee by the supervisor when the employee is hired and at the onset of each evaluation period.
    3. Evaluations will be based on specific, objective, measurable and consistently applied criteria.
  2. Procedure
    1. Supervisors will utilize the standard performance evaluation system and/or process provided by the University.
    2. Supervisors will appropriately document strengths and areas of improvement within the annual evaluation.
    3. The employee’s immediate supervisor will complete the annual evaluation and meet with the employee to review their performance and final ratings.
    4. The supervisor will share the performance evaluation with the employee.
  3. Performance Evaluation Deadlines
    1. Staff performance evaluations are to completed and submitted in accordance with University established timelines.
  4. Probationary Evaluations
    1. Supervisors will evaluate newly hired benefits-eligible classified staff during their first six months of employment using the performance evaluation system and/or process provided by the University.

X. SPECIAL INSTRUCTIONS FOR IMPLEMENTATION


None


XI. FORMS AND TOOLS/ONLINE PROCESSES


  1. People Excellence Performance Management Website

XII. APPENDIX


None


XIII. Dates Approved/Amended


07-06-2023
09-15-2016