Evaluation of EHRA Non-Faculty Performance
Regular performance appraisals provide an opportunity for employees to understand how their responsibilities and performance expectations align with the goals and priorities of their work unit and with the University’s strategic plan. It also provides a defined cycle of review for managers and employees to assess employee success toward meeting operational needs and professional development goals.
EHRA Non-Faculty Performance Evaluations
The UNC-System Office adopted new “Regulations on Annual Performance Appraisals for Staff Exempt from the North Carolina Human Resources Act (EHRA Non-Faculty), hereafter “Regulations,” effective for the 2017-2018 performance evaluation cycle. Changes required by the Regulations include:
- Assigning an overall rating of Exceeding Expectations, Meeting Expectations or Not Meeting Expectations for each employee
- Reporting performance ratings to the System Office no later than August 31 of each year.
- Use of performance appraisal instrument(s) that contain specific elements defined by the UNC System Office. (See details under Format section)
Other aspects of the current performance management appraisal process (review cycle, description of position duties and expectations/identification of operational and professional development goals and a written assessment against these standards, an in-person meeting with employee to review performance) remain unchanged.
Additionally, established performance appraisal procedures for the following employee categories: Tier I Senior Academic Administrative Officers, Athletic Coaches, Post-Docs, and EHRA Non-Faculty employees who concurrently hold tenured faculty appointments remain unchanged.
The annual performance evaluation covers the period from the previous July 1st to June 30th of the following year. EHRA non-faculty performance evaluations should be prepared and delivered in the late June timeframe, but no later than July 31st of each year.
- Employees who were not in their present positions as of the previous July 1st should have their evaluation be reflective of their position start to date.
- Employees in their present position less than 3 months as of the end of the annual performance evaluation period should at minimum be provided a document which outlines the position’s duties and performance expectations and any initial observations on performance the supervisor believes would be relevant to assist the employee in understanding expectations moving forward.
- Employees who have had a supervisory change in their present position during the evaluation year should have the prior supervisor consulted and contribute to the year-end evaluation whenever possible. If this is not possible for whatever reason, the present supervisor should note this in the evaluation and undertake their best effort to consult a next-level supervisor within the work unit who would best be in a position to assess or comment on the performance of the employee prior to the present supervisor assuming supervision. Ultimately, the present supervisor is responsible for assuring completion and delivery of the annual performance evaluation under these circumstances.
- Although not required, supervisors may also implement a mid-year written performance review to help provide an opportunity for assessment and performance correction prior to the formal review each July 1st.
- The University must provide to UNC – System Office Human Resources the overall rating for each non-faculty EHRA employee no later than August 31 of each year.
The Regulations allow each constituent institution to develop and implement one or more alternative performance appraisal procedures or instruments; however, if alternative procedures and/or instruments are established, the following elements must be included:
- A statement that identifies the major strategic priorities of the University of North Carolina in accordance with the most current institutional and system-wide strategic plans;
- A description of goals and objectives for the employee for the cycle
- A description of any job-related personal or professional development activities for the employee for the cycle
- A summary of the employee’s observed performance during the cycle, including outcomes related to assigned goals and objectives
- An annual overall performance rating that represents the supervisor’s assessment of the employee’s total performance during the entire performance cycle based on the following 3-point rating scale: Not Meeting Expectations, Meeting Expectations, Exceeding Expectations
The Office of Human Resources (OHR) revised one of the frequently used performance management templates to include the Regulations’ requirements. A template is available for your use.
A copy of the annual written performance evaluation must be provided to the employee with the original placed in the employee’s departmental personnel file.
The employee should be asked to acknowledge the original copy of the annual performance evaluation by signature to note receipt. This is not intended to stipulate their agreement or disagreement with the content of the evaluation itself.
It is also suggested, but not required, that the next level-supervisor be copied on the performance evaluation and acknowledge its receipt by signature.