SPP 309–02: Administrative/Service Professional Employee Performance Evaluation

To define the objectives, scope, frequency, documentation, and appeal process for administrative/service professional employee performance evaluation

Arizona Board of Regents Policy Manual - 6–108, –302

University policy

Administrative and service professional employees

On a regularly scheduled basis, the immediate supervisor must:

1. prepare a formal, written assessment of the employee’s job performance
2. determine an overall performance evaluation rating
3. discuss the evaluation(s) with the employee and provide him or her with a signed copy

   and

4. submit a copy to Human Resources.

The immediate supervisor should plan for a performance evaluation by communicating at the beginning of the performance cycle specific duties and responsibilities and related specific performance standards and goals. Performance standards and goals should be tied as closely as possible to both departmental objectives and individual job descriptions. In addition to departmental and individual objectives, every ASU employee who receives an Employee Performance Evaluation must be reviewed on their understanding of and adherence to the internal financial controls and responsibilities related to their position.

The supervisor may involve the employee when developing standards. It is recommended that documentation on performance evaluations be based on measurable and observable work behaviors.

The objectives of the classified employee performance evaluations are to:

1. assess actual performance and accomplishments against the duties, responsibilities, and standards of the employee’s position, including achievement of affirmative action goals, as appropriate, and meeting supervisory responsibilities, if any. Supplementary materials that the supervisor may use in the evaluation include information from others associated with the employee’s work, including subordinates
2. recognize the employee’s special talents, capabilities, and achievements
3. promote the effectiveness of employees through articulation of the types of contributions they might make to the university community that will lead to greater professional growth, recognition, and rewards
4. encourage communication between the employee and the supervisor, identify employee potential and interests, and assist employees in professional growth

and

5. provide a written record of employee performance to support future personnel decisions (e.g., reappointment, performance increase, reassignment, or transfer).

Performance evaluations for administrative and service professionals must be used as a constructive tool to identify and review performance of specific job responsibilities and also must be limited to measurable, observable work outcomes and work behaviors.

A supervisor must evaluate each administrative and service professional employee who reports to him or her at least once a year on a regularly scheduled basis.

For Personnel Records

Documentation of the performance evaluation for the employee’s permanent Human Resources (HR) file must include, but is not limited to:

1. written evaluation criteria
2. the supervisor’s written assessment of the employee’s performance and accomplishments
3. the supervisor’s determination of an overall performance evaluation rating stated as:

   Level 1—Responsibilities of position not fulfilled
   Level 2—Responsibilities of position fulfilled
   Level 3—Responsibilities of position exceeded

4. any written comments the employee wishes to add

and

5. self-evaluation completed by the employee (optional).

Copies of the performance evaluation documents should be retained in the departmental file. The original set is forwarded to HR for the employee’s official file, and a copy is given to the employee.

An employee who disagrees with his or her performance evaluation may request a thorough review by the second-level supervisor (i.e., the immediate supervisor’s supervisor) within three working days after the evaluation interview.

The second-level supervisor will schedule a meeting to discuss the evaluation with the employee within five working days of receiving the request for review, conduct the evaluation appeal interview with the employee, and modify the evaluation ratings and/or comments if considered appropriate. Any decision is communicated with the first-level supervisor and the employee.

The second-level supervisor’s decision is final unless unlawful discrimination is alleged to have influenced the evaluation.

If unlawful discrimination is alleged, the employee may file a complaint with the Office of Diversity, Human Resources.

For more information on resolving discrimination complaints, see the Academic Affairs Policies and Procedures Manual—ACD 403, “Procedures for Resolving Complaints of Unlawful Discrimination.”

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