Performance Management Overview
The annual cycle begins on Sept. 1, and runs through Aug. 31 the following year. Keep in mind deadlines for completing each phase.
Performance management is the process of creating and maintaining a productive and efficient work environment where employees can fulfill their full potential. It encourages communication between the manager and employee by providing coaching, development and effective feedback throughout the year. This communication process includes clarifying expectations, setting goals and reviewing results. Goals and objectives are discussed throughout the year, during check-in meetings. This provides a framework to ensure employees achieve results through coaching and mutual feedback. For questions or additional assistance, email Talent Management.
Goal Setting Is a Collaborative Process
An important part of managing employee performance is setting goals for the upcoming year. A SMART goal is defined as one that is:
- Specific
- Measurable
- Achievable
- Relevant
- Time-bound
A SMART goal incorporates these criteria to help focus your efforts, develop reasonable objectives and increase the chances of achieving your overall goals. Each employee should enter three to five goals as a part of the performance cycle. Review SMART goals videos and job aids (see Performance Management Training below) to assist you during this process.
To establish your path for success, you will work with your manager to set SMART goals for the current fiscal year (evaluation period). Keeping your year-end evaluation in mind, it is important that you and your manager set expectations for the current year.
Nov. 30 is the deadline for entering your SMART goals into PeopleSoft.
Our performance management process is based on continuous dialogue and feedback and the shared responsibility between managers and employees for planning, delivery and evaluation of work results. To accomplish this, we use PeopleSoft ePerformance, a self-service evaluation platform for managers and employees.
We use ePerformance to support the entire planning and evaluation process. This includes planning and aligning employee performance or development goals with university objectives.
Reminder: view job aids and video demonstrations for help with using ePerformance.
Performance Rating Scales
Rating scales used are used to evaluate employees on core values and the competencies.
The rating scale for the core values and competencies is as follows:
- 1 - Does Not Meet Expectations: Needs significant improvement in some or most areas.
- 2 - Somewhat Meets Expectations: Often meets expectations but needs improvement in some areas.
- 3 - Meets Expectations: Strong, solid performer who meets expectations and occasionally exceeds expectations.
- 4 - Exceeds Expectations: Strong, solid performer who consistently meets expectations and often exceeds expectations.
- 5 - Role Model: Consistently performs above all that is required; makes unique contributions and achieves exceptional accomplishments.
Core Values
Our six core values are rated on scale of 1-5. When we think about our strategic vision and destination to be an exemplar for strategic growth and innovative excellence, we think about our established six core values. These core values are the foundations of everything that we do.
- Integrity
- Excellence
- Inclusiveness
- Respect
- Collaboration
- Innovation
Competency-Based Ratings
Competencies are demonstrable characteristics and skills that enable people to deliver superior performance in a given job, role, or situation. A person gains competency through education, training, experience, and natural abilities.
Adding SMART Goals
Employees must enter their SMART goals at the beginning of the performance year. A SMART goal incorporates all these criteria to help focus your efforts and increase the chances of achieving your goal.
Probationary Employee Evaluation
Probationary evaluation forms can be found in PeopleSoft ePerformance for employees who meet the criteria outlined in the UTSA Handbook of Operating Procedures: 3.06.
A newly appointed regular classified employee who is on probation as described in UTSA Handbook of Operating Procedures: 3.06 Probationary Period for Classified Employees will require periodic performance evaluations at 45-, 90- and 160-day intervals.
For more information about probationary evaluations, please contact HR Business Partners.
Job Aids
|
Date |
Task |
Responsible Person |
|
Throughout the year |
Monitor, evaluate, communicate, enter information, upload documents |
Employee and Manager |
|
Aug. 15 |
Self-Evaluation Due |
Employee |
|
Sept. 1 |
Manager Evaluation Due |
Manager |
Sept. 12 - Oct. 7 |
Calibration & Second-Level Approvals |
Manager and Second-Level Supervisor |
Oct. 10-28 |
Manager and Employee One-on-One Meetings |
Employee and Manager |
Nov. 30 |
FY2023 SMART Goals Due |
Employee |
The performance evaluation is an opportunity for supervisors to develop, encourage and recognize positive performance and workplace behaviors.
Supervisors should also identify and apply appropriate corrective measures to address any concerns about the employee's ability to meet the mutually agreed upon established performance expectations.
The Handbook of Operating Procedures (HOP) 3.03 outlines the policy in detail.
We provide a series of training resources for employees and supervisors throughout the year. Our year-end sessions have ended, but videos of the sessions are available below.
Videos
We broke down the Performance Management overview into these video excerpts and micro-learnings:
- Performance Management Manager Training
- 2022 Year-End Employee Self-Evaluation Presentation - 28 minutes
- How to Log in to ePerformance - 2 minutes
Learning Guides
Supplemental guides and job aids are available for employees and supervisors.
Courses
Supplemental performance management training courses available to supervisors and employees.
Q: What if I need to edit goals after my manager has approved them?
A: Due to system limitations, once the goals are approved by the manager, only the manager can make edits to the goals. The manager has the ability to notify the employee of any changes through the system's notification email.
Q: Why are the goals rated as achieved or not achieved and not on the 5-point rating scale?
A: Unlike core values or competencies where you are rated on your performance or behaviors, a goal is an idea of the future or desired result that a person plans and commits to achieve. Essentially, since goals are a desired outcome, they are either achieved or not achieved.
Q: I would like to know more about the differences in the ratings of the competencies. How can I find more information?
A: Additional information and a breakdown of the values and competencies is found in the Performance Management Rating Guide. Please note the details for each value and competency starts on Page 7.
Q: What sections do I have to complete on my self-evaluation?
A: As an employee, you need to complete an Employee Rating for each Core Value and Competency. We recommend you share comments for any ratings other than a "Meets Expectations", but you may add comments for any rating.
Q: I am unable to access my self-evaluation to enter comments or ratings. What do I do?
A: Send an email to HR Business Partners with screenshots of your view when logged in and looking at your evaluation. Our team will help troubleshoot the problem.
Q: Will performance ratings be tied to merit this year?
A: At this time, we do not have any information related to merit for this year.
Q: I accidentally submitted my self-evaluation before it was complete. How can I go back?
A: Reach out to your manager so they can reopen your evaluation.
Q: How do I reopen a self-evaluation for my employee?
A: In the evaluation task bar on the left side, click Review Self-Evaluation and click View. Click the reopen link just above the Goals tab. For additional help, email to Talent Management for assistance with returning an evaluation to an earlier stage so your employee can enter their information.
.
Q: I accidentally submitted my manager evaluation before it was complete. How can I go back?
A: Email the Talent Management team for assistance with returning your evaluation to an earlier stage so you can enter your information.
Q: I am still completing my probationary period/I just completed my probationary period. Do I still have to do an annual evaluation?
A: Classified employees who started before March 1, 2022, must complete their probationary and annual evaluations this performance cycle. Classified employees who started on or after March 1, 2022, will only complete a probationary evaluation for this evaluation cycle. A&P employees who started before June 1, 2022, are exempt from completing their annual evaluation for this performance cycle.
Q: My manager is on vacation and unable to move my self-evaluation to the next phase of the process. What do I do?
A: Email the Talent Management team for assistance.
November 2022
