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Professional Staff Annual Review Process
Professional Staff Annual Review Process
The Vice President's Office for Diversity and Community Affairs and the Office of Human Resources along with a college-wide Professional Staff Review Committee, created this process, to be a consistent, college-wide performance review process. This initiative was undertaken in the hopes that the revised process would stimulate enhanced collaboration in achieving performance goals throughout the College.
All full-time professional staff and their supervisors (including faculty supervisors) establish goals together throughout the summer and beginning of the academic year, and to complete, review and discuss the completed Review prior to the established deadline at the end of the academic year (August 31).
To locate the form and answers to Frequently Asked Questions, follows.
Review Process Timeline
FAQs-Professional Staff Annual Review Process
1. Do we complete the goal setting form together with our supervisor or separately first, then meet with our supervisors?
A. Completing the form will vary by unit. Please complete the goal setting form prior to meeting with your supervisor. Your supervisor may provide you with general goals of the office or similar direction for you to consider in developing your goals, but you should complete your part of the goals and provide to your supervisor well in advance of the meeting. In some cases supervisors may meet with their units in advance of the goal setting process to give general direction and scope to the coming year's work. The goal setting discussion will present an opportunity for collaboration and growth.
2. How do I know that goals will be discussed with me all year long by my supervisor and not just at the evaluation time in June?
A. The goals that are identified on your performance review by your supervisor should be the top three to five goals that s/he plans for you to achieve over the course of the year. It is in everyone's interest and expected that these goals are reviewed on a regular basis to ensure that you are on the right track to accomplishing them and that you have the necessary resources that you need for success.
Supervisors have undergone training that emphasized that good leadership requires periodic check-ins with direct report and teams. Employees need to ensure that they are making adequate progress and if there are challenges you should bring to the supervisor's attention.
3. How do I develop my own goals when the goals of my area have not been shared?
A. The supervisors understand their roles and their unit's function, but 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.
4. 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 one meeting per year should occur.
5. 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.
6. What is the difference between goals and objectives?
A. For the purpose of this review process, the terms "goals" and "objectives" are synonymous.
7. 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 his/her supervisor to discuss with the client potential ideas or goals prior to the beginning of the review cycle. In some cases, the employee may work with the client department directly, but this should be discussed with the supervisor first.
8. 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 you will receive an "overall rating" on all aspects of your job. To be sure, the goals should be seen as a focus for your performance, but all aspects of your job must be maintained throughout the year.
9. Is this process linked to merit pay?
A. No, the performance review process is not linked to merit pay in the current academic year.
10. Can this review form be used as a disciplinary tool? What are the steps involving discipline?
A. No, the review process and form are intended to contribute to a developmental process. If discipline is ever required, it will be conducted separately from the annual performance review. Discipline is covered in policy 308 of the professional staff policies, which indicate that ... "the supervisor will meet with the employee and establish an improvement plan to try to bring the employee's performance up to a satisfactory level. The plan will be placed in the employee's personnel file."
1. Can I use decimals in rating reviews?
A. Yes, the overall rating can be defined in one-tenth increments. Each goal is rated with one of three ratings – exceeds goal, meets goal or does not meet goal.
2. Do employees sign their form?
A. While this is electronic, employees don’t technically sign a document, accessing the system and any comments or changes will be recorded.
3. If I object or have an issue with the ratings I've received what can I do?
A. If you would like, you can add a letter to your file, but not through the online form that is available.
4. Will professional staff have an opportunity to debrief the process and share their experience for how the process worked?
A. Yes. First, you should be able to provide feedback to your supervisor. However, you can also discuss this with your HR representative and with the VP for Diversity and Community Affairs.
5. Is my supervisor evaluated?
A. All professional staff should be evaluated. In addition, the College will be reviewing the extent to which forms are completed and submitted.
6. How is the development portion of the form used?
A. The development plan is used for the supervisor and employee to agree on a method for the employee to attain the necessary skills and resources in order to carry out the goals that are established for the year.
7. How early can review forms be completed? How early can the forms be submitted?
A. The process is set to a defined schedule, which centers around the academic year. You should be able to access your review form throughout the year, via the portal.
8. If I supervise other supervisors will I have access to my direct reports' reviews of those they supervise?
9. If I manage many individuals how might I effectively manage completion of these forms?
A. Some supervisors have found success in spreading the reviews out over a month or more so that the supervisor has enough time to devote to a thoughtful, quality review of each person.
Please refer to Performance Review Guide for further details on the TC Annual Review Process.