Does this process apply to all staff, both unclassified and university support staff?
The performance management process and forms will be used for managing and evaluating performance for all employees except:

• Tenured or non-tenure track teaching and/or research faculty
• Graduate students
• Temporary employees
• Student employees

 

Will USS staff still have a 6-month probationary period?
Yes.

 

Supervisors and employees are to collaborate on establishing task objectives for the employee's performance plan. What is the guidance for supervisors if employees do not agree on certain items of the performance plan?
Supervisors have the discretion to finalize task objectives as they remain responsible for guiding the employee’s work.

 

Does Human Resources have an expectation of how many employees are performing at each level?Yes, performance rating levels are important as they reflect how effectively an employee meets job expectations, contributes to team goals, and drives organizational success.

 

How do performance rating levels impact merit raises?
The unified performance rating system allows the university to more consistently align merit with performance. By utilizing this standardized rating scale across all units, the university is better positioned to distribute merit, should budget allocations be available and based on an employee’s performance rating. This unified approach ensures that merit awards can be allocated fairly, consistently, and in direct connection to the established performance rating levels.

 

Will merit dates align with the performance management lifecycle.
Yes. Completed performance reviews are due by January 31 of the calendar year following the review period. Budget allocations for salary enhancement, while not guaranteed, will be determined in the spring and may include a merit increase.

 

Are performance management timelines flexible?
The dates outlined for each step of the performance management lifecycle are intended to guide employees and supervisors in ongoing engagement. We recognize, however, that minor deviations from these dates may occasionally occur.

 

Is the mid-period check-in optional?
The mid-period check-in is required as a part of the performance management lifecycle.

 

What timeline should supervisors follow for employees who are hired mid-year?
Supervisors should establish the employee performance plan no later than two weeks after hire.

Additionally, there is still an expectation to follow the performance management lifecycle to include performance planning, mid-period check-in and end-of-year assessment on an adjusted timeframe that ensure the process remains valuable to both the employee and supervisor.

 

What is the best practice for employees who were on a leave of absence for more than 30-days.
The performance review is to be completed and submitted within the first 30-days upon the employee’s return to work. Employees should only be evaluated on work performed while on the job during the performance review period.

 

What guidance is available for supervisors when an employee has missed one or more required steps in the performance review process?
Supervisors are responsible for ensuring that employees receive regular feedback through the established performance management lifecycle. If steps in the lifecycle have been missed, supervisors are encouraged to reach out to Employee Relations & Engagement for consultation.

 

What guidance is available to employees when their supervisor has not followed through on the required steps of the performance management process?
Employees are empowered and encouraged to schedule a time to meet with their supervisor to discuss their concerns.

 

What is the guidance for employee self-reflections that do not align with their position description and/or their supervisor’s assessment of their performance?
This would be an opportunity to have an open dialogue to understand the disconnection. Ultimately, it is the employee’s discretion on how they choose to complete their self-reflections. It is the

 

How does the employee self-reflection impact performance level ratings?
Employee self-reflections help supervisors make more accurate and informed decisions by providing context, examples, and insight into the employee’s perspective. Final rating levels are based on the supervisor’s assessment using the established performance criteria.

 

Why should a health event not be listed as an employee’s performance barrier?
Employees are expected to perform the essential functions of their job, with or without reasonable accommodations. Additionally, protected leave cannot be used against an employee in any way, including when evaluating performance.

Supervisors and employees should proactively discuss any necessary adjustments to the employee’s performance plan if a medical leave of absence occurs. While overall performance expectations should not change, periods of protected time away from work may require adjustments to timelines, interim deadlines, or the sequencing of certain tasks to ensure expectations remain fair and attainable.

 

Can performance be addressed as it relates to attendance if the employee is not on FMLA or another protected leave of absence?
Yes. If an employee’s absences or tardiness are not related to a protected medical condition, they should be addressed through the performance management process. Due to the sensitivity of attendance and potential medical considerations, supervisors are strongly encouraged to consult with Employee Relations & Engagement for guidance.

 

What if the employee has been absent for the majority of the review period?
There are key milestones in the performance management lifecycle to include the employee performance plan, mid-period check-in, employee self-reflection, and the end-of-year assessment. In situations where employees have been absent the majority of the review period, supervisors are encouraged to reach out to Employee Relations & Engagement for consultation.

 

Should the employee’s year-end evaluation be completed before they depart from the university?
Yes, ahead of the employee’s exit at any time during the review period, a supervisor should close out their review period to include assigning a performance level rating.

 

What if an employee refuses to complete the employee self-reflection?
Supervisors should share the value and benefit of completing the form with their employees. Completing an employee self-reflection gives employees a chance to highlight their accomplishments, clarify goals, and ensure their perspective is represented in the performance management process. It also empowers employees to take ownership of their development by identifying strengths and growth opportunities. Since it is not mandatory for employees to complete their self-reflections, there should be no consequences imposed.

 

Should employees be given designated time on the clock to complete their self-reflection?
Yes, employees should be given time during work hours to complete their self-reflection, as it directly relates to their performance and development in their position at K-State. Allowing this time demonstrates a commitment to their growth and encourages meaningful engagement with the performance management process.

 

What if the supervisor does not complete the end-of-year supervisor assessment?
The supervisor’s manager should hold the supervisor accountable for completing this important step in the performance management lifecycle. Employees have the right to exercise the chain of command should this occur.

 

In what order does the supervisor assessment need to be signed?
The final performance review should first be reviewed by the supervisor’s supervisor serving as the “reviewer.” After completing the review, the reviewer signs the form and returns it to the supervisor.

The supervisor and employee should meet for the end-of-the-year review and discuss the document. Afterwards, both the supervisor and employee should sign the document.

*Supervisors are encouraged to share the supervisor assessment with employees prior to meeting so the employee can come prepared to engage in a meaningful conversation about their performance.

 

Are there any opportunities for employees to provide feedback about their supervisor?
Yes, employees can provide comments during the mid-period and end-of-year reviews. Additionally, employees are encouraged to give feedback to their supervisors at any time throughout the performance management lifecycle. This ongoing dialogue helps foster a more open and collaborative work environment.

 

What if an employee refuses to sign a form included in the performance management lifecycle?
If an employee refuses to sign a document, clarify that the signature does not indicate agreement; it simply acknowledges that a conversation took place. Employees are also encouraged to add comments to the documentation. If the employee still chooses not to sign, please note on the signature line, “Employee refused to sign,” and include the date.

 

Is the “reviewer” optional?
No, the reviewer’s role is critical in the performance management process by ensuring consistency, alignment with ratings and feedback, removal of potential bias, and understanding of how individual contributions align with strategic goals.

Reviewers must complete their review before supervisors hold the end-of-year discussions with employees.

 

Should the reviewer be included in the end-of-year conversation between the supervisor and employee?
No, the reviewer typically is not included in the end-of-year conversation. Instead, they serve as reviewer to the draft end-of-year assessment prior to the supervisor and employee discussing the assessment.

 

If edits to the end-of-year assessment are made after the meeting with the employee, does the reviewer need to re-sign the form?
No. It is common practice that, during a collaborative discussion, employees may offer additional insights that warrant updates to the end-of-year assessment. While the reviewer does not need to re-sign the form, supervisors may choose to share updated and relevant information they want reviewers to be aware of.

 

If an employee is not performing successfully despite coaching efforts, how do supervisors address performance issues on a disciplinary level?
The Employee Relations & Engagement team remains available for consultation to assist supervisors in determining how to hold employees accountable for their less than successful performance. We encourage supervisors to engage with our office early and as often as needed to ensure that employees are afforded the proper support to improve their performance to a successful level.

 

Is this a paper-based process?
Currently, the performance management process is available in paper form. The University’s goal is to transition to an electronic system that will streamline and better support this process in the future. You can remain updated on this initiative via the Performance Management Planning Initiative website.

If a probationary period begins in July and ends in January, is an end‑of‑year assessment required?No. When a probationary period starts in July and concludes in January, the supervisor is not required to complete an end‑of‑year assessment. Upon successful completion of the probationary period, the employee will automatically receive a default rating of "Successful Performance."

Will Human Resources provide guidance on each step of the performance management lifecycle?
Yes. Human Resources, in partnership with campus support, will provide guidance and directives throughout the performance management lifecycle. Below is an overview of support services and responsibilities:

• Central Human Resources: provides HR Liaisons with standard messaging and guidance to distribute to department, unit, or college supervisors.
• Human Resources Liaisons: provide supervisors with appropriate reporting, messaging, and relevant forms needed to complete each step of the performance management lifecycle.
• Direct Supervisors: collaboratively complete each form aligned with each step of the performance management lifecycle with their employees.
• Employee Relations & Engagement provides training, guidance, and consultation regarding the performance process, upon request, for both employees and supervisors.
• Office of the Vice President of Administration & Finance Website: provides strategic updates on the performance management process.

 

What is the best way to contact Employee Relations & Engagement for assistance with the performance management process?
Please do not hesitate to reach out to Maggi Denton, Assistant Director at mmbdenton@ksu.edu or 785-532-1877.

 

Is performance management training available?
Yes, training related to this process is available.

 

Where can I access additional job-related development opportunities?
Employees are encouraged to work with their supervisor to explore development opportunities during the employee performance planning phase of the performance management lifecycle and beyond. The Talent and Organizational Development team may be of further assistance in locating relevant opportunities per the employee’s role.

 

Where can I access my current position description?
Employees can access their position descriptions using the PageUp system. For further assistance, employees should connect with their direct supervisor.

Do we go to the website to access forms?
Yes, performance management forms are available on the Employee Relations & Engagement website.

 

What is the document retention schedule for this process?
Supervisors should retain all performance documentation included in this process for the entirety of the review period. At the end of the review period, once the end-of-year supervisor assessment has been completed, all forms should be submitted to departmental HR Liaisons for filing. Forms to be submitted at the end of the review period include:

• Employee Performance Plan
• Mid-Period Check-In
• Employee Self-Reflection
• End-of-year Supervisor Assessment
• Any written disciplinary or positive reinforcement documentation

 

If the employee’s supervisor changes during the year, who completes the employee’s forms?
The appropriate person to finalize performance document depends on the performance management phase of the lifecycle. For additional guidance, please consult with Employee Relations & Engagement.

 

Why don’t supervisors turn in forms to departmental HR after each step in the performance management lifecycle?
It is important to have meaningful conversations about each step of the performance management process throughout the year. To assist with these conversations, it is valuable for supervisors to have ongoing performance documentation readily available.

 

If supervisors have been turning in forms throughout the review period, do they need to resubmit them at the end of the year?
No, if your departmental HR liaison has received documentation throughout the review period, resubmission is not required. However, it remains the supervisor’s responsibility to ensure that their HR liaison has received all forms associated to the performance management lifecycle for each review period.

 

Can the performance management lifecycle documents be completed using pen and paper?
Yes, forms may be completed electronically or with pen and paper.

 

How are signatures collected for remote employees?
A live or wet signature is not required. For instance, an employee typing their name is an acceptable acknowledgement.