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40.042: Performance Management for Classified Non-Bargaining Staff

Status:

Approved for interim use in accordance with Policy 01.001

Effective:

June 1, 2020

Initiated by:

Colleen Bendl | Chief Human Resources Officer

Endorsed by:

Deborah J. Shaffer | Senior Vice President for Finance and Administration, CFO and Treasurer 

Approved by:

M. Duane Nellis | President 

Signatures and dates on archival copy
  1. Purpose

    This policy provides for regular performance management, including an annual evaluation, of classified non-bargaining employees of the university.

  2. Policy

    Performance management activities should promote and support the institution's commitment to developing and retaining a high-performing, diverse workforce critical to supporting Ohio university's mission and initiatives. University human resources ("UHR") manages procedures, timelines and tools to ensure a consistent and effective approach to performance management across the institution.

    Supervisors shall establish and record performance goals and expectations with their direct reports at the beginning of each performance cycle. Supervisors may wait to set formal, longer-term goals until a new employee has completed their probationary period. Before the end of the annual performance cycle, supervisors shall complete a formal year-end evaluation. If an employee receives a rating of less than "effective," they will forfeit displacement and recall rights for one (1) year from the date of the annual evaluation in which the subpar rating was received.

  3. Program objectives

    Ohio University will maintain a performance management program that:

    1. Facilitates alignment of institution goals and priorities with individual contributions of employees

    2. Encourages and enables supervisors to set expectations for employees in a collaborative manner

    3. Provides an effective framework for ongoing, useful feedback and coaching

    4. Ensures employees are provided formal feedback about their performance at least annually

    5. Provides objective, consistent methods for measuring performance that facilitate the university's ability to fairly reward employees based on merit (pay-for-performance)

    6. Promotes the professional growth and development of employees in support of more effective performance and succession planning

  4. Probationary Periods

    The probationary period for all regular classified staff is one-hundred eighty (180) days. This extends to seasonal and term classified employees as well, except in instances where the annual "season" or the term is less than 180 days, at which point seasonal periods in which the employee is not normally scheduled for work will be excluded from the 180 day evaluation period. Supervisors shall complete probationary evaluations for all probationary employees by day ninety (90) and by day one hundred seventy (170).

    1. Probationary periods are served upon:

      1. Original appointment

      2. Promotion, except when a position is reclassified

      3. Rehire after resignation or termination, except for reinstatement or re-employment within one year of separation of service to the former classification for which the individual is certified

      4. Lateral change to a different classification outside the classification series

    2. Probationary periods are not served:

      1. When a position is reclassified

      2. Upon reinstatement or re-employment within one year of separation of service to the former classification for which the individual is certified

      3. Upon demotion

      4. Upon reinstatement from disability separation to the same classification

    3. Conditions of probationary period

      1. A staff member serving a probationary period is not eligible to apply as an internal for other university positions

      2. Time spent on paid leaves that exceed two weeks, unpaid leave or layoff is not calculated as part of the probationary period

      3. Performance management during probationary periods

      4. Staff must receive coaching and feedback during the probationary period

  5. Probationary termination

    The service of a probationary employee may be terminated at any time during the probationary period by submitting a written request, justification for probationary termination and a properly completed performance evaluation to university human resources no more than ten days before the end of the probationary period. If a classified employee accepts a promotion and is found to be unsatisfactory in the advanced position, the employee may be demoted in accordance with Ohio Administrative Code, section 123:1-23-03.

    Reviewers

    Proposed revisions of this policy should be reviewed by:

    1. Planning Unit Heads

    2. Classified Senate

    3. Chief Financial and Administrative Officers