Professional Staff Annual Review Process

General Questions

Q. Why do we have to undergo yearly performance evaluations?

A. Research has shown that all employees, regardless of title or function, perform and grow the most when they receive feedback. Performance reviews should happen regularly. Ideally, conversations involving performance and direction are expected to happen more frequently, however at least three meetings per year should occur (goal setting, mid-year review and year-end review).

Q. Is this review form flexible and adjustable for different units? Academic departments? Programs? Centers & Institutes?

A. Yes, this review form is flexible. There is ample room on the form to tailor and add dimensions that are unit specific. However, at a minimum, the material listed on the form should be covered in the review process.

Q. When should performance reviews be completed?   How early can the forms be submitted?

A. The annual process is aligned to the academic year and set to a defined schedule. You can access your review form throughout the year via the portal.

Q. What is the purpose of the development plan? 

A. The development plan is intended to support employees in developing or enhancing their capabilities and support short and/or long-term performance. Establishing the employee’s development plan is a collaborative process that results in focused, actionable steps that an employee completes to enhance their current performance and/or prepare for future roles in the College. 

Q. Am I only responsible for accomplishing my 3 to 5 goals? What about the rest of my job?

A. You will be reviewed on the three to five goals and receive an "overall rating" on all aspects of your job. The goals should be seen as a focus for your performance, but all aspects of your job must be maintained throughout the year.

Q. Can this review form be used as a disciplinary tool? What are the steps involving discipline? 

A. No, the performance management process is a unique opportunity for employees and their managers to define the work in the coming year. While a performance issue may become apparent when evaluating an employee’s performance, the discipline process is separate and covered in policy 308 of the professional staff policies.

Q.What can I do if I object or have an issue with the ratings I've received? 

A. If you would like, you can add a letter to your file, but not through the available online form. You can send the letter to your HR representative.

Q. Is my supervisor evaluated?

A. All professional staff should be evaluated. 

Q. If I supervise other supervisors, will I have access to my direct reports' reviews of those they supervise? 

A. Yes. This information can be found under the my team tab. 

Q. If I supervise many individuals, how might I effectively manage completing these forms?

A. Some supervisors have found success conducting reviews over time to ensure  that they have enough time to objectively evaluate and provide meaningful feedback to their direct reports and capture feedback in the appropriate form.

Goal Setting 

Q. What is the difference between goals and objectives?

A. For the purpose of this review process, the terms "goals" and "objectives" are synonymous.

Q. Do we complete the goal-setting form with our supervisor or separately first, then meet with our supervisors? 

A. When the form is completed will vary by unit.  It is best practice for supervisors to meet with their units in advance of the goal setting process to give general direction and scope for the coming year’s work. This allows the opportunity to cascade and connect goals to the College strategic priorities. Employees are encouraged to propose individual goals before the meeting with their supervisor. The goal setting discussion will present an opportunity for collaboration and growth. 

Q. How do I know that my supervisor will discuss goals with me all year long and not just at the year-end evaluation time?

A. Progress towards goals should be discussed often, and feedback should be provided throughout the year. Employees are encouraged to seek feedback and initiate discussions, specifically if this has not occurred by the time mid-year reviews are due. The mid-year review is the time to check on progress and discuss potential challenges/ obstacles and make any adjustments to goals and deliverables in the event unit priorities have changed. 

Q. How do I develop my own goals when the goals of my area have not been shared?

A. If you have not been provided goals or a direction from your supervisor, suggest goals that you would like to work on this year and which you feel are central to your general job responsibilities. Through the process of reviewing your goals and the discussion with your supervisor, further clarity will generally develop as to the intended direction for the year.

Q. How do you set goals if you are reliant on other units to accomplish your work?

A. For units whose work is established in part by goals of another department, the supervisor or head of the unit should work with the departments or units to establish the expectations for the year, including the timing of the projects or goals. Once these are established, the employee's goals can be effectively identified. To start the goal setting part of this process, an employee should work with their supervisor to discuss potential ideas or goals prior to the beginning of the review cycle.

Q.If the goals established in the beginning of the review period are no longer a priority and have to be updated, can I make that change?

A. Only supervisors can make changes to the Goals section at this stage.

Mid-year and year-end reviews 

Q. What is the purpose of a mid-year review?

A. Midyear reviews are typically held mid-way through the annual cycle and result in documented feedback that employees receive on their performance relative to set objectives.Managers often use this opportunity to realign objectives in the context of new or changing priorities for the individual, team, department or the College.  

Q. How is the midyear review different from the year end evaluation? 

A. The year-end review captures performance against an employee’s objectives throughout the full annual cycle. Employees are encouraged to submit information on their key accomplishments to their managers. The year-end review is typically a conversation about the employee’s achievements and areas for growth in the upcoming year.

Q. Will I receive a rating during my mid-year review?

A. No.  Performance ratings are applicable during the year-end phase of the process.