The University of Texas at San Antonio
NON-FACULTY PERFORMANCE EVALUATION REVIEW
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Policy Statement
The Handbook of Operating Procedures, HOP 3.1, and the Rules and Regulations of The University of Texas System Board of Regents provide for a performance evaluation to
be conducted annually for all staff employees of the University of Texas System. This form is to be used as a formal written management tool to communicate to employees
how well they met the job expectations, to provide feedback, and to gain a mutual understanding of how the individual employee’s overall job performance was evaluated.
Before administering a Performance Appraisal Review, supervisors should attend a training class or contact Human Resources for assistance in gaining a thorough
understanding of this very important process.
Instructions
Pages 1-5 of the Performance Appraisal Review should be completed and reviewed with the employee at the beginning of the rating period. The supervisor should establish,
discuss, and collaborate (with the employee) 5-8 key “Essential Job Functions/Responsibilities” (Section I) and any assigned “Projects” (Section II) to include setting standards
for each. Under “Developmental Plans” (Section III) the supervisor should list classes or training (if known) that the supervisor is requiring.
Additionally, continuous periodic feedback should be provided to the employee throughout the rating period to ensure and communicate their success toward meeting the
established standards for the job. As such, supervisors should document and share with the employee examples of acceptable and unacceptable standards of job performance.
At the end of the review period (January 31), comments and ratings should be completed for Sections I, II, III, IV, and V (for supervisors/managers). An overall rating and
comments are required.
Rating Scale
Outstanding: (O)
Solid Performance: (SP)
Improvement Needed: (I)
An employee rated as “Outstanding” consistently
performs above that which is required. In
addition, he/she may often make unique
contributions and achieve exceptional
accomplishments.
An employee rated in this category is a strong solid
performer whose performance most often meets the
requirements of the job. Occasionally, this employee
may exceed expectations of the job. (This rating may
also be used for employees new in the position who
have not yet acquired/demonstrated core
competencies or may need some supervision or
instruction).
While this employee may meet expectations some
of the time, the employee needs improvement in
many of the significantly important requirements of
the job or goals established for the year. A
corrective action plan may be necessary to address
performance and/or behavioral deficiencies.
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The University of Texas at San Antonio
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Section I. ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES: List the essential job functions/responsibilities of this employee. These
are the major responsibilities of the job. It defines the job (along with the reason it exists). Typically, this would include 5–8 key essential job
functions and can be found in the job description or position description.
ESSENTIAL JOB FUNCTIONS
RATING (O/SP/I)
STANDARD
COMMENTS (are not required for a rating of “SP”)
ESSENTIAL JOB FUNCTIONS
RATING (O/SP/I)
STANDARD
COMMENTS (are not required for a rating of “SP”)
ESSENTIAL JOB FUNCTIONS
RATING (O/SP/I)
STANDARD
COMMENTS (are not required for a rating of “SP”)
ESSENTIAL JOB FUNCTIONS
RATING (O/SP/I)
STANDARD
COMMENTS (are not required for a rating of “SP”)
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NON-FACULTY PERFORMANCE EVALUATION REVIEW
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ESSENTIAL JOB FUNCTIONS
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Job Code
RATING (O/SP/I)
STANDARD
COMMENTS (are not required for a rating of “SP”)
ESSENTIAL JOB FUNCTIONS
RATING (O/SP/I)
STANDARD
COMMENTS (are not required for a rating of “SP”)
ESSENTIAL JOB FUNCTIONS
RATING (O/SP/I)
STANDARD
COMMENTS (are not required for a rating of “SP”)
ESSENTIAL JOB FUNCTIONS
RATING (O/SP/I)
STANDARD
COMMENTS (are not required for a rating of “SP”)
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Section II. PROJECTS: List the special projects that have been assigned to this employee for the year (typically major projects would not
exceed 3-4). Some employees may not have special projects assigned at all.
SPECIAL PROJECTS
RATING (O/SP/I)
STANDARD
COMMENTS (are not required for a rating of “SP”)
DUE DATE
mm/dd/yy
SPECIAL PROJECTS
RATING (O/SP/I)
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STANDARD
COMMENTS (are not required for a rating of “SP”)
DUE DATE
mm/dd/yy
SPECIAL PROJECTS
RATING (O/SP/I)
STANDARD
COMMENTS (are not required for a rating of “SP”)
DUE DATE
mm/dd/yy
SPECIAL PROJECTS
RATING (O/SP/I)
STANDARD
COMMENTS (are not required for a rating of “SP”)
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DUE DATE
mm/dd/yy
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SECTION III. DEVELOPMENT PLANS: Employees are always encouraged to actively engage in self development efforts.
Identify below specific work assignments, training (courses/classes, skills, books, magazines, seminars, or CEU’s) designed to increase
individual’s effectiveness in present job and/or prepare for future job assignments.
** While this section will not have a rating, it should be a factor used to determine overall performance.**
TRAINING/SKILLS REQUIRED
DUE/
COMPLETION
DATE
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COMMENTS
DATES OF
ATTENDANCE
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ADDITIONALLY, THE FOLLOWING ATTRIBUTES WILL BE RATED & INCLUDED IN THE OVERALL EVALUATION RATING:
ATTRIBUTE DEFINITIONS: (Definitions provide some EXAMPLES of behaviors that you would expect an employee to exhibit)
ALL EMPLOYEES AND SUPERVISORS (10 attributes)
TEAMWORK: Supportive of team /departmental goals; willingly helps others by providing information, training, or work assistance; demonstrates
flexibility in responding to changing work conditions, or unexpected issues that arise
SERVICE ORIENTATION: Consistently demonstrates concern/courtesy to coworkers and customers; follows through on commitments to customers;
works to improve level of service
COMMUNICATION: Listens effectively; responds clearly and directly; prepares clear concise reports, records or documentation; gives or explains
instructions and ideas to others effectively
ADAPTABILITY: Ability to adjust to a variety of situations/issues; exhibits flexibility to changing work demands
INNOVATION/CREATIVITY/ INITIATIVE: Works independently, willing to learn new skills, processes; engages in creative problem solving,
open and receptive to new ideas; integrates change and makes appropriate suggestions (based on work experience) to improve work area/flow or processes;
proactively works to identify and address work problems or issues
MOTIVATION: Enthusiastically assumes new tasks, responsibilities; takes personal responsibility for departmental success; works steadily and actively;
demonstrates positive attitude toward self and others
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JOB KNOWLEDGE: Applies technical and procedural know-how to “get the job done”; demonstrates understanding and mastery of process, methods,
systems and/or procedures; keeps informed of the latest developments in area of specialty
JUDGEMENT: Analyzes situations; uses problem solving skills; makes appropriate decisions consistent with the situation; obtains and evaluates pertinent
information to determine source of and alternative solutions to problems
QUANTITY/PRODUCTIVITY: Accommodates multiple demands for commitment of time, energy and resources; develops and/or follows work procedures;
handles information flow; organizes work assignments for optimum results; manages time and priorities appropriately
QUALITY: Demonstrates competence, accuracy, thoroughness, and reliability
SUPERVISORS – Additional 5 attributes (Total 15 attributes)
STAFF DEVELOPMENT: Promotes staff development by providing detailed instructions/training, and timely, honest feedback (e.g., completes timely performance
appraisals on employees); accurately assesses the needs and strengths of others; recognizes employee successes; provides challenging assignments as opportunities for
employees to learn and grow
DECISION MAKING: Knows when to refer matters to the next level; determines priorities and acts within the agreed upon time frame; develops alternatives with rationale
and consequences for each course of action; uses the values and principles of the University to determine what is important, and to guide actions; effectively identifies
solutions and solves problems
LEADERSHIP: Effectively conveys vision of unit goals; motivates employees to embrace the vision and contribute to unit/department success; serves as positive role
model for employees; visibly supports University goals and mission and demonstrates dedication to the success of the organization; effectively addresses conflicts; facilitates
communication; fosters productive work environment
PROMOTES DIVERSITY: Creates work environment which respects diversity and welcomes new ideas; proactively works to achieve, maintain diverse workforce
COMPLIANCE/ACCOUNTABILITY/RISK MANAGEMENT: Has completed a formal risk assessment of the department, identifying all known high risk areas,
and made recommendations for improvement/change along with an implementation plan; maintains ethical management practices for self and staff; ensures compliance of
University & state/federal practices, policies and laws; protects proprietary information; and ensures proper use of organizational assets and the accuracy of records and
reports.
---------------------------------------------------------------------------------------------------------------------------------------------------------------------------According to the UTSA’s pay plan, this position is classified as a/an:
A&P Exempt position
Classified Exempt position
OR
Classified Non Exempt position
If the position is classified, it will be listed on the University’s classified pay plan along with its exemption status: http://www.utsa.edu/hr/compensation/index.html
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The University of Texas at San Antonio
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DEFINITIONS
EXEMPT EMPLOYEE: An employee who, because of his/her position duties, is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA)
NON-EXEMPT EMPLOYEE: An employee who, because of his/her position duties, is not exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).
Non-exempt employees must receive compensatory time off or overtime pay at a rate of time and one-half for any time worked in excess of 40 hours in a work week.
ADMINISTRATIVE & PROFESSIONAL EMPLOYEE (A&P): An employee appointed to a position which is excluded from the classified service by virtue of the fact that
it entails significant instructional responsibilities, responsibilities for the administration of instructional or research organizations or whose position entails significant
administrative and/or professional duties. An A&P employee serves at the pleasure of the President and is considered an at-will employee.
http://www.utsa.edu/hr/emplcompglossary.html CLASSIFIED EMPLOYEE: The first 6 months of employment for a classified employee (whether exempt classified or non
exempt classified) at UTSA is probationary.
A classified employee is appointed to a position under one of the official titles in the Classified Pay Plan: http://www.utsa.edu/hr/compensation/index.html
We have discussed the essential functions, projects (if any), attributes, and expectations required for the above stated review period.
________________________________________
Supervisor’s Signature
____________________________________
Employee’s Signature
______________
Date
PRIVACY NOTICE
With a few exceptions, you are entitled to be informed about the information U.T. San Antonio collects about you. Under Sections 552.021 and 552.023 of the Texas Government Code, you are
entitled to
receive and review this information. Under Section 559.004 of the Texas Government Code, you are entitled to have U.T. San Antonio correct information about you that is held by us and that is
incorrect,
in accordance with the procedures set forth in the University Of Texas System Business Procedures Memorandum 32. The information that U.T. San Antonio collects will be retained and maintained as
required by Texas records retention laws (Section 441.180 et seq. of the Texas Government Code) and rules.
Different types of information are kept for different periods of time.
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The University of Texas at San Antonio
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SECTION IV. ATTRIBUTES (to be completed for all employees, including supervisors)
 For each attribute in which an employee is rated “Outstanding” or “Improvement Needed” comments are required
 For each attribute in which an employee is rated as “Solid Performance,” comments are not necessary, but are desirable.
ATTRIBUTES
COMMENTS (not required for a rating of “SP”)
RATING
O/SP/I
TEAMWORK
SERVICE ORIENTATION
COMMUNICATION
ADAPTABILITY
INNOVATION/CREATIVITY/INITIATIVE
MOTIVATION
JOB KNOWLEDGE
JUDGEMENT
QUANTITY & PRODUCTIVITY
QUALITY
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The University of Texas at San Antonio
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SECTION V. SUPERVISORS ONLY
Please complete this page of attributes (in addition to the previous page) for employees. Supervisor for purposes of this exercise is defined as
those who have the responsibility of supervising others, whether in a formal capacity (e.g., by title) or informal. Supervisors will be rated on
15 attributes (total).
ATTRIBUTES
COMMENTS (not required for a rating of “SP”)
RATING
O/SP/I
STAFF DEVELOPMENT
DECISION MAKING
LEADERSHIP
PROMOTES DIVERSITY
COMPLIANCE/ACCOUNTABILITY/
RISK MANAGEMENT
OVERALL RATING (REQUIRED ENTRY)
(Outstanding = O; Solid Performance = SP or Improvement Needed = I)
PERFORMANCE SUMMARY/MANAGER’S COMMENTS – REQUIRED
When providing comments/summary, consider the employee’s performance in: Section I - Essential Job Functions,
Section II - Projects, Section III - Development Plans, Sections IV & V - Attributes
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OVERALL RATING
(Required)
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EMPLOYEE COMMENTS: Enter below any comments you wish to make about your appraisal.
SIGNATURES:
__________________________________________ _____________________________
____________
Employee Signature *
Date
Employee Printed Name
* Your signature does not necessarily signify agreement with the appraisal; but simply that the appraisal has been discussed with you.
If the employee chooses not to sign the appraisal, have another member of the management team witness the delivery of the appraisal.
_____________________________________________
Supervisor Signature
_________________________________
Supervisor Printed Name
_____________
Date
_____________________________________________
Additional Supervisor Signature (if employee has dual
_________________________________
Supervisor Printed Name
_____________
Date
_________________________________
Printed Name
____________
Date
reporting relationships)
_____________________________________________
Additional (* if required)
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Once all signatures have been obtained, return the original or a copy of the completed Performance Appraisal to:
UTSA - The Department of Human Resources: Attention Records Department
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