Mid-Year Performance
Review Process
University System of New Hampshire
System Office | 5 Chenell Drive, Suite 301, Concord, NH 03301
Mid-Year Performance Goals Review Process
• Introduction
• 2016 Timeline
• Supervisor Responsibilities
• Tips on Providing Constructive Feedback
• Staff Member Responsibilities
• Coming Soon
• Preview 2017 Timeline
• Questions?
2
Introduction
As part of the USNH’s pay for performance culture, we must support the high
performance of our staff through clear communication of goals and objectives. We
specifically target this communication twice per year through:
•
•
Mid-Year Review – meeting to discuss status of performance goals
Annual Review – competencies and final performance goals review
The following slides are an in-depth discussion of the Mid-Year Performance Review
which occurs in June, approximately half-way into the performance year. No ratings
are given at this time. The purpose is to ensure that there is an opportunity to discuss
progress to date towards goals and expectations, provide performance feedback, and
determine whether any adjustments to the current year’s goals are needed. Through
regular, ongoing feedback there should be no surprises for either the manager or
employee while conducting performance reviews. This mid-year review reinforces this
by providing a formal check-point prior to the annual performance review.
3
2016 Timeline
Performance Review Cycle Timeline
The USNH performance review process operates within a calendar year timeframe. The specific components of this process and the
associated dates are shown below.
Jan
Feb
March
April
May
June
July
Aug
Sept
Oct
Nov
Dec
 Step 1:
Prepare
goals for
upcoming
year.
 Step 2:
Review goals
with
supervisor.
 Step 3:
Final goals
worksheet
to HR by
January 31st.
Step 4: HR
provides
supervisory
training.
HR
provides
Goals Form
via email to
supervisor.
Step 5:
Supervisor
schedules
employee
Mid-Year
Check-In.
Step 6: Supervisor
and employee
meet for Mid-Year
Check-in to discuss
job and review
and/or or update
goals.
Step 7: Submit
goal sheet to HR
by July 15th.
Step 8: HR provides
performance
management training for
supervisors and/or
employees.
Step 9: Employee
completes selfassessment.
Step 10: Manager
reviews self-assessment,
prepares evaluation, and
assigns rating.
Step 11: Supervisor
schedules/conducts
employee performance
review meetings.
Step 12: Employee
reviews forms completed
and submitted to HR by
December 18th.
HR prepares performance
report for Chancellor and
Executive Team. Data
used to inform salary
increase process.
*Reminder: Submit original, signed performance forms to Human Resources – Susan Poole
4
Supervisor Responsibilities
•
Schedule a mid-year performance review meeting.
•
Provide a copy of the previously approved goals form and ask your employees to
come prepared to discuss briefly the major accomplishments achieved so far and
their priorities for the rest of the year.
•
Meet and discuss performance to date.
•
Share with the employee what goals you think they have met effectively so far this
year. Also, confirm what goals you'd like them to focus on for the rest of the year
and adjust goals as necessary.
•
Provide specific, behavioral examples of what the employee is doing particularly
well, and examples of anything that needs to change.
•
Ask the staff member how the job is going. Questions like "What's going well?"
and "What needs to be improved?" can foster a productive conversation about the
work and their performance.
5
Supervisor Responsibilities, cont.
•
Agree on how goals should be prioritized for the remainder of the fiscal year.
•
Ensure a shared understanding of performance expectations to minimize
unpleasant surprises at the year-end performance review.
•
Find out what challenges or roadblocks are faced by the employee.
•
Ask how you can help eliminate roadblocks, and then follow through.
•
Complete the discussion.
•
Thank the employee for their hard work and encourage them in their work for the
remainder of the year.
•
Document the discussion on the mid-year goals worksheet and give a copy to the
employee and Susan Poole/Human Resources.
6
Tips on Providing Constructive Feedback
In the workplace, constructive feedback occurs between a supervisor and an
employee about an employee's performance. The discussion may focus on a specific
incident, a particular aspect of an employee's performance which the supervisor has
identified as in need of improvement, or in some instances, the employee's overall
performance or behavior.
•
The goals of the discussion are to communicate the supervisor's concerns to the
employee to determine the cause of the employee's actions, and to identify
avenues for improvement and/or development to improve the employee's
performance.
•
Feedback is a positive and constructive supervisory tool. Especially when it
involves face-to-face communication between the supervisor and the employee, it
is the most direct means available to a supervisor to have a positive impact on the
performance of an employee.
7
Feedback – Share, Seek and Continue
Regularly meeting with your employees gives you a chance to build trust and
engagement. Having a set schedule of 1:1 meetings (either weekly, bi-weekly or
monthly) allows for a consistent approach. When conducting a 1:1 meeting consider
the following:
•
Share - When supervisors share enough accurate information with employees
about the quality and quantity of their work, they are more likely to fully
understand what is needed to continue good performance, correct poor
performance or improve mediocre performance.
•
Seek - Supervisors who actively solicit feedback from their employees discover
obstacles to their success and are able to remove them in a timely fashion.
•
Continue - Periodic feedback sessions give the supervisor and employee multiple
opportunities to calibrate and recalibrate their joint efforts. Continuous feedback is
required for increased productivity and successful partnerships.
8
Employee Responsibilities
•
Review your approved annual goals and prepare for the discussion—what you have
accomplished to date as it relates to your goals.
•
Ask for feedback from your supervisor on what you are doing particularly well, and
what you might improve upon.
•
Make the discussion easier by asking questions like, “What else could I have done to
improve X?” or “Do you have any suggestions for me?”
•
Discuss and confirm what goals are to be achieved by the end of the year, and confirm
what your supervisor expects you to achieve in this timeframe.
•
If you walk away unsure of what is required, you haven’t gotten the clarity that you
need.
•
Make your supervisor aware of any issues or roadblocks you are facing as it relates to
your goals and discuss how they might be overcome.
•
Let your supervisor know what you need from him/her during the remainder of the
year to be successful.
9
Coming Soon…
New online Performance Review Process via PeopleAdmin
This online system is designed to gain efficiencies in our Performance Review
process and recordkeeping.
Some of the new benefits:
• Forms and materials readily accessible for both employees and supervisors.
• Ability to make notes/reminders to be included as part of in-person review
meetings.
Performance Review process will be documented electronically with the 1st step
of goals being entered electronically – beginning January 2017.
10
Preview 2017 Timeline
NEW ONLINE Performance Review Timeline
The USNH performance management process operates within a calendar year timeframe. The specific components of this process and the
associated dates are shown below.
Jan
Feb
March
April
May
June
July
Aug
Sept
Oct
Nov
Dec
Step 1:
Employee
prepares goals
for upcoming
year in NEW
online system.
Step 1a:
Supervisor
schedules
meeting to
review goals.
Step 1b:
Review &
finalize goals
with supervisor.
Step 2: HR
provides
supervisor
training for
Mid-Year
Check-In.
Step 2a:
Supervisor
schedules
employee
Mid-Year
Check-In
meetings.
Step 2b:
Supervisor and
employee meet for
Mid-Year Check-in
to discuss job and
review and/or or
update goals.
Step 2c: Submit
goals worksheet by
July 30th
Step 3: HR provides
performance
management training for
supervisors and
employee.
Step 3c: Performance and
goals reviews, employee
meetings completed and
submitted by December
18th.
Step 3a: Employee
completes SelfAssessment form.
HR prepares performance
report for Chancellor and
Executive Team. Data
used to inform salary
increase process.
Step 3b: Supervisor
reviews self-assessment,
prepares evaluation, and
assigns ratings. Schedule
employee meetings.
Step 1c:
Submit final
goals by
January 31st.
11
Questions