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Human Resources
Performance Management, for Managers
All newly hired employees (whether leased from UT or directly employed by the University of Tennessee Foundation (UTFI)) shall serve an introductory period of six calendar months in an active pay status with UTFI beginning with the first day of regular employment. During this time, you as the supervisor will evaluate each introductory employee’s performance and provide the employee with feedback at least once during that period.
Introductory Review: For Leader
Planning
Within the first two weeks of hire meet to discuss the job responsibilities and expectations of performance. All staff are measured on the minimums. Review the following before developing goals: overall unit goals and objectives, individual need this positon will fulfill.
All new hires will be assigned 3 goals to accomplish in the first six months of employment and are listed below:
- Understand performance expectations
- Complete onboarding & training
- Review UTFI mission, vision, and values
Goals and competencies will be weighted. Weighting of goals should align with time commitment, complexity and desired impact.
- Development Officer
- Individual goals – visits, proposals, $ raised – weight 10 of 10
- Team goals(if applicable) – $ raised, cash received, # of donors – weight 7 of 10
- Professional Development goals (i.e. training, certificates, continued education) –
- While not a part of the incentive payout, it can still be considered in overall performance.
- Advancement Officer
- Individual goals – personal metric goals identified by supervisor – weight 10 of 10
- Team goals(if applicable) – alumni engagement (any other??) – weight 7 of 10
- Professional Development goals (i.e. training, certificates, continued education)
- While not a part of the incentive payout, it can still be considered in overall performance.
- Exempt & Non-exempt Professional Support
- Individual goals – personal metric goals identified by supervisor – weight 10 of 10
- Team goals(if applicable) – unit goals identified by unit lead – weight 7 of 10
- Professional Development goals (i.e. training, certificates, continued education) –
- While not a part of the incentive payout, it can still be considered in overall performance.
Note: The metric goals listed above should be the focus for positions and should receive higher weight unless job responsibilities are truly focused on other activities.
- Goal Focus
- 75% Goal Ratings
- 25% Competency Ratings
- Competency Focus
- 25% Goal Ratings
- 75% Competency Ratings
Discuss your expectations of check-in meetings and goal progress updates. (i.e. Will you meet weekly, monthly? Do you want progress updates on goals 2 or 3 times over the introductory six month period?)
Review with the new staff assigned core behavioral and job family competencies. Discuss how performance will demonstrate competency expectations. During the introductory review, all new hires will be evaluated those competencies.
See competencies for others you may choose.
Request assignment of addition competencies via email to [email protected].
Review with the new staff assigned core behavioral and job family competencies. Discuss how performance will demonstrate competency expectations. Want more than assigned competencies? See competencies for others you may choose. Request assignment of addition competencies via email to [email protected].
Ongoing
Through ongoing discussion and coaching during the year, an employee should not be surprised by something on the review. Refer to performance coaching under leaders corner in SpriggHR. Do not wait until review time to address an area of concern or a discipline situation.
Please make sure to document in the comment section of the Introductory review JotForm meetings and performance as necessary. All information will be stored in the form, and you will receive a copy once Human Resources approves.
Meet with your new employee on a regular basis in the first six months as agreed upon at your initial meeting.
Discuss your expectations of check-in meetings and goal progress updates. (i.e. Will you meet weekly, monthly? Do you want progress updates on goals 2 or 3 times over the introductory six month period?)
The Actual Review
- Set the meeting at month 5 to complete by the end of the 6 month introductory period
- Rate the goals
- Rate the competencies
- Submit the review
- Meet
- Summarize the meeting with human resources if necessary or if overall score was a 1.
Tips for Reviews — Leaders
Through discussion and coaching during the year, an employee should not be surprised by something on the review. Refer to performance coaching under leaders corner in SpriggHR. Do not wait until review time to address an area of concern or a discipline situation.
- Halo/Horn Effect – rate employees the same on every trait
- Central Tendency – lack of rating differentiation between employees
- Leniency – avoids honest ratings to avoid conflict
- Recency – narrow focus on recent events
- Similarity/Like me – favorable rating to employees who have similar values or interests to the rater
- Constancy – rate employees via rank order
You can work on the review and save anytime you need to leave the file and complete at a later time.
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