Policy 202 - Performance Management

Policy Number: 202
Responsible Office: HR/HR Services
Effective Date: 6/1/00
Revised: 6/30/02; 6/1/09; 10/1/10; 9/19/17; 8/15/22


Full-time and regular part-time administrators and staff participate in the University's performance management process. Temporary employees are not eligible for participation.


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 annual performance review cycle is June 1 – May 31, but informal performance management occurs continuously.

The University’s comprehensive performance management process 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 include setting objectives/key responsibilities for employees, core and supervisor competencies, mission and values at work, and development planning. Ongoing coaching, one-on-one assessment discussions and annual completion of an online RED Form are integral components of the program.

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 process is not intended as a 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 Policy #702 Corrective Action in the HR Policy Manual or can contact a representative of Human Resources Services.


The RED Form is used at the end of the performance cycle for both employees and supervisors.

Each year, after the performance cycle ends (after June 1), all eligible employees receive an email from Human Resources with a link to complete their RED Form within 30 days. Instructions and guidance on the RED process are available on the expandable tab on the HR Services web page. The Training and Development department also offers periodic training for employees and supervisors on the University’s performance management process.

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 who utilize the RED Form and process can be more effective the following ways:

  • Maintain a fair, consistent process for managing performance of staff and administrators across the University.
  • Communicate expectations clearly and in writing.
  • Identify and describe various levels of performance, which helps to motivate and retain employees.
  • Address performance problems as they occur and conduct periodic check-in meetings throughout the year to prevent surprises at the end of the cycle.
  • Communicate progress and assist employees to improve both their performance and their job satisfaction.
  • Retain good performers by applying consistent performance management practices.

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.
  • Gaining a plan designed to support their development in skills 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 they return to active work status provided their performance is satisfactory. An employee who has resigned, retired or has been terminated is 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 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