Performance Management

Fostering Growth and Success

Performance management is about successfully accomplishing work expectations. It’s about achieving expected outcomes and results in our jobs. Auburn University has been steadily improving performance management for the last two years, and there is more to come!

The Performance Management Process was introduced in 2018-19 to ensure that AU employees and their supervisors work together to reach organizational goals as well as experience increased engagement and productivity. The four phases that make up Auburn’s Performance Management Process are Planning, Coaching and Feedback, Planned Check-ins and the Year-End Review.

To learn more about Auburn’s Performance Management Process, watch our QuickDive on the Performance Management Process or check out our Best Practices in Performance Management.

dates


Dates and Information

At Auburn University, the performance year begins June 1 and ends May 31. Each phase of the Performance Management Process should take place during specified dates throughout the year.

  • Planning: July 1- Aug. 31

  • Coaching & Feedback: year-round

  • Planned Check-in: Nov. 1-Jan. 31

  • Year-End Review: March 1-May 31

All regular full-time and part-time employees with FTE .5 or greater, with the exception of some recent hires, should receive a face-to-face performance review meeting with their supervisor.

The due dates for supervisors/managers to submit performance reviews vary by department/unit, so please check with your HR Liaison or unit leadership for your respective deadline.

year-end


Year-End Reviews, 2020-21

During the spring months (March 1-May 31), it’s time for supervisors and employees to formally wrap up the performance year. During the Year-End Review, feedback is given that summarizes an employee’s progress toward achieving successful outcomes for expectations set at the beginning of the year and an overall rating is assigned.

Important: Reviews can be conducted via Zoom or in person, as long as both individuals are at a safe distance from each other and following proper physical distancing protocol

form


Performance Review Form

Departments and units will be using the paper-based Performance Review form developed in 2019.

Please note that Auburn University will be moving toward a paperless system starting with the 2021-22 Planning phase later this summer. We will be providing extensive training in a variety of modalities to make sure each of you are prepared.

scale


Five-Point Rating Scale

In 2018-19, Auburn adopted a five-point rating scale, which is used to determine how well an employee is meeting or exceeding expectations for position responsibilities and supporting duties, goals, and previously identified development needs.

The scale and definitions are listed below. Check out the QuickDive video on "Performance Ratings and Baseball" to discover how our rating system works.

 

  • Performance is consistently superior and significantly exceeds expectations.

  • Typically, in a “performance-oriented” culture, 5 to 7 percent of employees will be performing at this overall rating level.

  • Your department may require a detailed justification for this rating.

  • May replace “Leading Performance” from the previous scale.
  • Performance frequently exceeds expectations.
  • Typically, in a “performance-oriented” culture, 30 to 35 percent of employees will be performing at this overall rating level.

  • May replace “Leading Performance" from the previous scale.

  • Performance consistently meets expectations.
  • Typically, in a “performance-oriented” culture, 50 to 60 percent of employees will be performing at this overall rating level.

  • Important: This is a very good rating.

  • May replace “Strong Performance” from the previous scale.

  • Performance meets some, but not all of the expectations.
  • Typically, in a “performance-oriented” culture, 4 to 5 percent of employees will be performing at this overall rating level.

  • An overall "Marginal" rating would warrant a Performance Improvement Plan developed with Campus Relations.

  • May replace “Building Performance" from the previous scale.

  • Performance consistently fails to meet the minimum expectations.
  • Typically, in a “performance-oriented” culture, roughly 2 percent of employees will be performing at this overall rating level.

  • Your department may require a detailed justification for this rating.

  • An overall "Unacceptable" rating would warrant a Performance Improvement Plan developed with Employee Relations.

  • May replace “Improvement Essential” from the previous scale. 

behaviors


Observed Behaviors

Position responsibilities and supporting duties are important in establishing performance expectations and reviews. But it’s not just meeting the expectations of a job. It’s about how the job is performed.

Behaviors matter. They help distinguish between exceptional performance, unsatisfactory performance, and everything in between.

Behaviors, when discussed between supervisor and employee, significantly add to the likelihood of successful performance outcomes. Identifying the right behaviors while planning, observing them throughout the year and adding as necessary provide clarity to both employee and supervisor.

For more information on AU’s Observed Behaviors, go to aub.ie/observedbehaviors and watch the QuickDive on Observed Behaviors.

training


Training Opportunities

On-Demand Training

AUHR has created three online training courses through Fast-Train for employees, supervisors, and managers that are available on demand:

  • MG500E, An Introduction to Performance Management at Auburn University: This training, for employees, supervisors, and managers covers the benefits of having a systematic performance management process, identifies those involved in the performance management process, and describes new five-point rating scale.

  • MG505E, Performance Management Fundamentals for Employees: The Performance Management Process is a continuous cycle that involves Planning, Coaching and Feedback, Planned Check-ins, and the Year-End Review. This training is a detailed description of the entire Performance Management Process, how it relates to employees, and how employees can best prepare for their Year-End Review. MG500e is a prerequisite to this course.

  • MG510E, Performance Management Fundamentals for Supervisors: The Performance Management Process is a continuous cycle that involves Planning, Coaching and Feedback, Planned Check-ins, and the Year-End Review. This training is a detailed description of the entire Performance Management Process and how it relates to supervisor/employee relationships as well as the Performance Review Form and how to use it. MG500e is a prerequisite to this course.

Human Resource Development will host live trainings, and provide user guides and tip sheets, videos, and online support to help you when it is time to start using the new Performance Management System. Our goal is to have these resources available to you by mid-fall 2020.

QuickDives

Our QuickDives are 4 to 6-minute videos that are agile resources for learning more about performance management. With only one takeaway, these small bites of focused information are retained and internalized better than long training sessions or longer eLearning content.

Below each video you will also find a QuickSheet with information found in each video.

  • The Importance of Performance Management

  • The Performance Management Process

  • Planning in Performance Management

  • Planned Check-In Phase of Performance Management

  • Coaching and Feedback

  • Observed Behaviors

  • Preparing for the Year-End Review

  • Bias in Performance Reviews

  • Performance Ratings and Baseball

  • What Rating Does Kate Deserve?

  • Conducting a Year-End Review 

documents


Documents and Websites
Document or Website Description

Performance Review Form

This Microsoft Word document focuses on job duties, responsibilities, position goals and previously identified development needs.

Performance Review Form Guide

This PDF guide includes tips and examples to help users navigate the new Performance Review Form.

Employee Self-Appraisal

This MS Word form can be used to gather information prior to the Year-end Performance Review. Use of the form is optional.

Best Practices in Performance Management 

This PDF features a collection of articles regarding performance management at Auburn University.

Observed Behaviors

A website that features a tool where supervisors can easily choose to cut and paste from a list of behaviors. These behaviors not only have definitions, but also have examples of what supervisors would observe as contributing to the success, or lack thereof, of the employee achieving the expected outcomes established for the performance period.

QuickDives

QuickDives are agile video resources for professional development. This website features short videos which have been provided for employees and supervisors to access knowledge when they need it and apply what they learn immediately.

 

faqs


FAQs

Departments and units will be using the paper-based Performance Review form developed in 2019.

Please note that Auburn University will be moving toward a paperless system starting with the 2021-22 Planning phase later this summer. We will be providing extensive training in a variety of modalities to make sure employees and supervisors are prepared.

Pay can grow within a job through merit increases. When offered, merit increases are based upon the rating received on the annual performance appraisal.

All pay decisions are subject to the availability of current and continued funding. If merit increases are offered in 2021, additional information will be shared by this fall.

Reach out to your supervisor and request a meeting.

If you disagree with the information provided by your supervisor in your review, you may add comments on the form as to why you disagree. The signature line on the form is a only a confirmation that a one-on-one meeting took place.

information


For More Information

Email Human Resource Development at hrddept@auburn.edu

Last updated: 04/28/2021