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ADMINISTRATIVE/PROFESSIONAL AND UNIVERSITY STAFF EMPLOYEES

Got Questions? We have Answers The following includes answers to frequently asked questions (FAQs) about the Performance Management process. Employees can submit questions not addressed on this site through this link. When questions are received, they will be combined with other related questions, answered, and posted on this site.

1) Where do I go to get the training on the performance management process?

Human Resource Development offers four courses directly in support of the new process:  PM110, "The Principles of Performance Management," explains in some detail the three principles of planning, coaching, and feedback; PM120, "Establishing and Explaining Performance Expectations," will offer extensive practice in determining performance expectations/outcomes and suggestions on how to articulate expectations/outcomes to employees; MG520, "Coaching," will go into more detail on coaching and feedback; PM100, "Introduction to AU's Performance Management Process," will be the course to introduce the process to new supervisors who join the University after the initial training.

Additionally, the Professional Development category of courses in the Training and Development Guide has been aligned to reflect support of the Universal Performance Dimensions and some of the Job Specific Competencies on the Planning and Review Form.

2) Will a good performance management rating get me a merit salary increase?

  There are many factors that must be considered before providing a salary increase. The first factor is, of course, funding. Is money available to provide a salary increase?

A person’s overall performance rating is one very important factor used in determining merit increases but it is not the only factor.

3) Why don’t the Performance Management Review forms contain job descriptions?

Job descriptions are written using broad responsibility statements to describe a job that could be held by several employees.  Duties that are specific to and only performed by one individual may or may not be found in the broad responsibility statements in a job description.  The new Performance Management Review form allows a supervisor, in conjunction with the employee, to list duties that may be specific to the individual position rather than using broad responsibility statements. It also allows for the supervisor and employee to list any project related duties that will be occurring during the plan year.  Any duties listed must, of course, be job related.

4)  Will Human Resources send out the performance management review forms to supervisors each year as they have done in the past?

No, Human Resources will no longer send out the forms. The performance management forms are now on the Human Resources website.  The website contains both electronic versions and printable versions of all of the forms.  Each year Human Resources will send out a notice to supervisors reminding them that it is time to complete performance planning and performance reviews but Human Resources will no longer send paper copies of the forms to supervisors.

5) Since the performance year runs from January to December, does an employee who hasn’t been here for a year require a review?

Yes, otherwise the performance documentation for that portion of the year would not be captured.

 6) Since the process runs for a year and in consideration of the probationary period that new employees serve, how do you fit a new employee into the process?

We recommend that you begin the planning process with the new employee immediately; in this way, at the end of a successful probationary period, you simply pick up with the planning that you’ve already done.  

 Remember that initial probationary periods for new employees run for three calendar months commencing with the initial date of employment. For instance, if a person begins work on March 15th, his/her probationary period will end on June 15th.  Supervisors should be aware of the limits of the probationary period since they are informed of the period by the Human Resources Department when the new employee is hired. 

 As far as fitting the review into the performance year, if the probationary period has ended within the current calendar/performance year, we recommend that you complete the review portion of the form for the new employee.  However, if the probationary period has carried over into the next calendar year, then we recommend that you complete the review within that next calendar/performance year.

 7) Since I’m no longer in a supervisory role, why are you still contacting me to complete a review on this employee?

 Supervisory relationships are recorded in Banner.  If that relationship changes sometime during the performance year, then the information in Banner must separately be changed by the activity or unit that changed the supervisory relationship.  You should contact the principal admin person in your office to make this correction in Banner.

 8) Why aren’t you contacting me even though I am a supervisor?

 See the answer directly above. We don’t know that you are a supervisor unless you have been so designated in Banner.  You should contact the principal admin person in your unit to make the necessary change in Banner.

 9) I am the new supervisor that took over in mid-year.  How do I get started on the process?

 The previous supervisor should have passed the planning and development activities on to you.  If that is not the case, contact your supervisor for assistance in picking up from the previous supervisor.

 10) One of the employees I supervise left the University in December.  Should I complete a review for him?

 Yes; the completed Performance Management Planning and Review form should be filed in the employee’s personnel file so that his record is complete.

11) Where do I find the forms for the review?

All the forms that you will need for the Performance Management Process are available at http://www.auburn.edu/administration/human_resources/compensation/ccp/pm_forms.htm ; this site is linked to the Performance Management Web Page located at this address:

http://www.auburn.edu/administration/human_resources/compensation/ccp/pm.htm.  Remember that the form used for the review is the same one that was used for planning.

12) I saved the planning form on my computer and had the employee sign the planning portion.  But I don’t understand how I can now complete the review on the form on the computer and get the planning signatures again.  How do I do that, or do I need to?

When the review portion of the form is completed, you need not include the planning portion that you submit; that planning is intended to begin the performance communication between supervisor and employee at the start of the performance year.  If you have saved the form on your computer, you could, however, simply ask the employee to sign the planning portion again and use the original date when you signed for the planning.  In any case, we are not going to require the planning portion of the form to be signed when it is turned in for filing in the employee’s record.

13) Are “Supervisor’s Performance/Development Comments” required in the various sections as the supervisor completes the review?

No, but we do recommend that comments be included in all areas (Job Duties, Universal Performance Dimensions, and Job Specific Competencies).  The Performance Management Process is intended to enhance performance communication between the supervisor and employee.  That communication cannot take place if comments that should be made are not made.

14) I understand that I need to complete the form for the review and that I need to start the planning for the next performance year.  Can I use the same form that I used in the previous performance year for the planning for the next performance year?

No, you should start a new planning form.  You may want to address different job duties in the new performance year, and development activities should have changed from one year to the next.

15) Should I discuss the planning for the new performance year with the employee at the same time that I do the review for the previous year?

We recommend that you use two separate sessions–one to close out the previous performance year and another to initiate the planning and development discussion for the new performance year.