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Policy 202 - Performance Management Program

Section: Training, Performance Management and Development
Policy Number: 202
Responsible Office: HR/HR Services
Effective Date: 06/01/00
Revised: 06/30/02; 06/01/09; 10/01/10; 09/19/17

Scope

Full-time and regular part-time administrators and staff. Temporary employees are not included in the University’s performance management program.

Summary

Performance management is a cyclical and collaborative process between a supervisor and an employee that provides direction for the employee, encourages coaching and feedback, and fosters two-way communication.

The University’s comprehensive performance management system is called Recognize Excellence and Development (RED). RED supports the University’s strategic priority to recruit, recognize and retain the best faculty, staff and administrators. The key elements of the program are:

  • Performance planning
    • Identify responsibilities and objectives
    • Core and supervisor competencies
  • Development planning
  • Ongoing coaching and communication between supervisor and employee, periodic check-ins
  • Assessment discussion and completion of RED form

Performance management is not intended to create, and does not create, an employment contract or guarantee of continued employment for any employees, nor does it alter the at-will employment relationship between the University and its administrative and staff employees. Both the University and its employees have the right to terminate the employment relationship at any time, with or without cause or reason. For the University’s policy on Employment at Will, see policy #101 in the HR Policy Manual.

The RED program is not intended to substitute for appropriate corrective action and discipline when an employee’s performance or behavior warrants immediate action by a supervisor. In these instances, supervisors should refer to the Policy #702 Corrective Action in the HR Policy Manual.

Form

The RED Form is used at the end of the performance cycle for both employees and supervisors. The form is located on the Human Resources Forms page of the HR website: Forms. The Office of Human Resources retains the original copy of each employee’s year-end performance evaluation in his or her personnel file. Throughout the cycle, periodic discussions or check-ins are encouraged between manager and employee, but no form is due at such times.  Instructions and guidance on the RED process are available on the expandable tab at the bottom of the HR Services web page.

Benefits of the RED Program

There are short and long-term benefits to having an effective performance management system in place for administrators and staff. RED has been designed to: align individual performance with the University’s priorities; encourage input and involvement from both employees and supervisors; improve performance outcomes at the individual, departmental and University level; identify, develop and retain talented employees; and differentiate and acknowledge outstanding performers, as well as identify underperformers.

Supervisors can benefit from RED by:

  • Using a fair, consistent process for managing performance of staff and administrators across the University.
  • Communicating expectations.
  • Identifying levels of performance, which helps to motivate and retain employees.
  • Addressing performance problems as they occur, and preventing surprises at the end of the cycle by having periodic check-ins with employees during the year.
  • Communicating progress and assisting employees to improve both their performance and their job satisfaction.

Employees can benefit from RED by:

  • Knowing what is expected of their role/position.
  • Seeing how their job supports the larger University mission and strategic plan.
  • Providing input on how to perform more effectively in their jobs.
  • Communicating more frequently with their supervisor about their job performance.
  • Being acknowledged for exceptional performance.
  • Developing in areas that need improvement.
  • Identifying career interests and mapping an approach for development.
  • Having clear objectives.

Eligibility for Increases

To be considered eligible for an annual increase, an employee must have been hired prior to April 1 of the fiscal year and must not have received an increase later than August 1 of the fiscal year. An employee who is on leave status when the annual increase is paid will receive the increase when he/she returns to active work status. Employees who have resigned, retired or have been terminated are ineligible for an annual increase. In addition, prorated payments will not be made to employees who resign, retire or are terminated during the year.

The University reserves the right to modify or cancel any of its award programs at any time, without advance notice. Annual increases are not guaranteed in any year.

For more information in general on policies relating to compensation, refer to Section 300, Compensation. For information on the University’s award programs, see policy #304, Presidential Recognition Program and policy #305, Exceptional Performance Award. For the Complaint Resolution process, see policy #701.

St. John's University, New York
Human Resources Policy Manual