50.08 - Evaluations for Classified and Exempt Staff

A. Purpose. This policy addresses annual performance evaluations and probationary performance evaluations for staff.

B. Scope. This policy applies to performance evaluations for all classified and exempt staff.

C. Policy. Performance evaluation provides an opportunity for mutual goal setting, reinforcement, direction and communication. Evaluation based on the employee's current job description is a justified expectation of employees, authorized by FSH 3340 and Idaho Code 67-5309. The University of Idaho Staff Evaluation form (see section E) was designed to encourage all non-faculty staff members to grow professionally and to reach full potential in their work.

C-1. Annual performance evaluations. Annual performance evaluations provide the basis for merit pay increase, career development, advancement, and performance-related probation and termination of employment.

C-2. Probationary performance evaluations. Probationary performance evaluations document the performance of classified employees (1) during entrance probation at the time of initial hire or promotion or transfer to a new position in which the employee has not been previously certified, or (2) during the course of a performance-related probationary period. See FSH 3340 and APM 50.21.

D. Procedure

D-1. Timelines

a. Annual performance evaluations. Annual performance evaluations are completed during December-February for staff. Instructions and due dates are circulated annually by Human Resources (HR) to deans and directors, and subsequently forwarded by them to managers and supervisors according to college or administrative unit procedures. Staff are afforded the opportunity to provide written comments on their evaluations. Evaluations are signed by the staff member being evaluated and the supervisor performing the evaluation. In some situations, the departmental administrator or designee may also sign. The evaluation procedure is designed to be interactive and include a conference between the employee being evaluated and their supervisor where performance during the evaluation period and performance plans for the following year are discussed.

b. Entrance probationary performance evaluations. Entrance probationary performance evaluations for classified employees are performed twice — one after three months and one just prior to the conclusion of the six-month entrance probationary period. Upon successful completion of the entrance probationary period, the employee is certified in the classification.

c. Performance-related probationary performance evaluations. Performance-related development plans/probation extensions for classified employees are generally performed three times — one at 30 days following placement on a development plan/probation extension, one at 60 days and one at the conclusion of the 90-day development plan/probationary period extension. Upon successful completion of the development plan/extended probation, the employee is restored to certified status. In some cases, the performance-related probationary period may be extended. If performance-related extended probation is not completed successfully, employment is generally terminated. See FSH 3340 A-9.

D-2. Departmental procedure. In December, HR sends current instructions and due dates to each college or division. Completed evaluations are returned to HR by the date specified in the distribution memo. Evaluations for classified and exempt employees are logged and filed in HR. Departmental procedures are as follows:

a. Review the employee’s job description. Refer to the current job description for the employee being evaluated. Draft answers to evaluation form questions and rate the employee’s performance based upon the expectations and guidelines stated within the job description in effect for the period during which performance is being evaluated. Factors that are also considered include, but are not limited to, quality and quantity of work, job knowledge, initiative, dependability, customer service, teamwork, attendance, communications, task management, budget management, safety, decision making, supervision, accountability, civility, judgment, leadership, problem solving, training/development, or other dimensions appropriate for review.

If there is no job description, or if the job description is outdated, a University of Idaho Job Description (UIJD) should be created for the next segment of employment. See APM 50.55 for information on writing job descriptions.

b. Request employee input. Supervisors may provide the employee with an opportunity to provide input. Sample input forms for this purpose can be found on the HR webpage under Forms and Documents. The input form will not be included with the annual evaluation, though the supervisor may use the input to assist in the creating of the actual annual evaluation.

c. Gather information. Refer to observations of performance and/or collect information on performance throughout the evaluation period from co-workers, other supervisors, and/or clients of the employee. Specific examples during the discussion can be helpful to share with the employee. Please work with HR prior to sharing the source for any feedback. Many supervisors find that maintaining a desk file for each employee for the evaluation period helps them focus their ratings and comments and provide examples to illustrate or justify ratings.

d. Meet with the employee. Schedule a private time to meet and discuss the supervisor’s evaluation and the employee's input form. Review the job description with the employee, discuss performance plans for the next evaluation period; inquire of the employee regarding their plans or objectives for professional or skills improvement.

e. Complete final evaluation. Complete the final evaluation form using input from the employee, yourself, your supervisor if appropriate, and other appropriate sources, and provide an overall rating of the employee’s performance during the evaluation period. Please work with HR prior to sharing the source for specific feedback.

Decide how the employee's performance ranks overall and check the appropriate block under Performance Level. The overall rating should reflect total performance; however, the overall rating may or may not be a precise average of all the individual ratings because the different functions may have differing levels of importance for the position being evaluated.

f. Discuss evaluation with employee. Schedule and conduct a private review with the employee to discuss the evaluation. The three primary goals of the evaluation discussion are:

1. To review what is expected of the employee (goals, standards and objectives).

2. To communicate the supervisor's evaluations.

3. To identify corrective or development activities for the future.

g. Obtain signatures and distribute

1. The employee signs and dates the form as receipt of the evaluation, and adds any comments desired. If comments exceed the space provided, the employee should sign or initial the extra page(s). Employees are not required to provide additional comments to the evaluation, although they may choose to do so. An employee may choose to add comments at the time of evaluation or later. If comments are added at the time of evaluation, submit them as part of the evaluation. If comments are added later, submit them to HR to be added to the evaluation. Employee comments become a permanent part of the review document.

2. The supervisor completes the evaluation by signing the form and forwards it to the departmental administrator, if required, for review and signature.

3. If required, the departmental administrator reviews and signs the evaluation and sends it electronically to HR. Depending on procedures of each department, college or administrative unit, the departmental administrator may be the dean, director, or the person supervising the manager who completed the evaluation. Copies of the evaluation (with the current and revised job description, if applicable) should be distributed to the employee and the supervisor, and a copy retained by the departmental administrator.

D-3. Due dates and effect of failure to complete evaluation. Evaluation due dates vary according to the type and purpose of evaluation.

a. Annual evaluations. Annual evaluations are typically due in March for staff. Regents’ policy requires a completed performance evaluation as documentation of satisfactory-or-better performance to support annual salary increases.

b. Entrance probationary evaluations

1. Entrance probationary evaluations are due in HR at both the three- and six-month employment anniversary for newly hired or promoted classified staff (by the seventh and thirteenth pay periods of probationary employment, respectively).

2. Six-month evaluations that document successful completion of the entrance probationary period certify the employee into that classification.

3. Entrance probationary periods may be extended with HR approval beyond six months for employees, employees taking Leave Without Pay (LWOP), or for up to another 90 days by the supervisor with information regarding the reason for the extension and the effective dates provided both to the employee and to HR.

4. In cases where entrance probation is extended, due dates for subsequent performance evaluations will be as specified in the written notice to the employee. Extension of entrance probation is at the discretion of the University.

5. Both three- and six-month evaluations must be completed and placed in the employee's personnel file in HR as legal documentation of performance. If the six-month probationary evaluation is not received within 30 days of the end of the probationary period, the employee is legally considered to have satisfactorily completed probation and is certified into the classification de facto.

c. Performance-related probation evaluations

1. Classified employees may be placed on a development plan/extended probation for unsatisfactory performance. See APM 50.21.

2. Documentation of development plan milestones is due in HR at 30 days, 60 days and 90 days following placement on a development plan or extended probation.

3. A 90-day evaluation that documents successful completion of a development plan or extended probationary period re-certifies the employee into that classification.

4. Development plans may be extended beyond 90 days for employees taking Leave Without Pay (LWOP), or by the supervisor, with information provided to the employee and to HR regarding the reason for the extension, and effective dates. Additionally, a shortened development plan period may be appropriate.

5. All of the 30-, 60- and 90-day evaluations must be completed and placed in the employee's personnel file in HR as legal documentation of performance. If the 90-day development plan or extended probation evaluation is not received within 30 days of the end of the period, the employee is legally considered to have satisfactorily completed the development plan or extended probationary period and is re-certified into the classification.

6. Extension of performance-related probation is at the discretion of the University.

7. Unsatisfactory completion of development plan or extended probation may result in demotion or disciplinary action up to and including termination of employment. See APM 50.21.

E. Evaluation forms. Evaluation forms are available from Human Resources, 208-885-3638. Forms can be downloaded from HR Website.

Version History

Amended July 2024. Revised throughout to update terminology and procedure.

Adopted November 2006.