Managing employee performance is critical to ensuring the ongoing success of Student Affairs and our employees.
At minimum, formal evaluation of employee performance is accomplished twice per year in Student Affairs. The mid-year review is completed by mid-December and the annual review is finished by mid-May. Depending upon department processes, developing work goals and professional development goals for the following year is done before the end of September. Performance evaluations are used in determining any annual pay increases, bonuses and other personnel decisions such as promotions. Supervisors and managers with questions about performance management can address them to Resource Administration at firstname.lastname@example.org For more information about the University's Pay & Performance process included a self-guided tour, forms, FAQs and manager toolkit, go to http://www.hr.duke.edu/managers/performance/University/index.php
Standards of Conduct
Employees in Student Affairs are called to maintain the highest standards of ethical and professional conduct in the performance of their job duties and responsibilities and should be familiar with department, Division, and University workplace expectations.
Performance Planning and Evaluation for New Employees
New employees receive written performance feedback prior to the end of their 90-day orientation and evaluation period or trial period. Supervisors should initiate a discussion of performance expectations during within 15 days of the new employee's first day of work using the New Employee Orientation and Evaluation Period Performance Review form or the Trial Period form as applicable. A decision must be made by the supervisor to recommend:
- successful completion of the review period;
- extension of the review period for 30 days, or
- discharge due to not achieving expectations during the review period.
Any extension or discharge recommendation must be discussed at least 14 days before the end of the 90 calendar day period with a Student Affairs HR Manager (Alma Jones or Caroline Nisbet) who will consult with Staff & Labor Relations. By the end of the first 90 days, annual goals and development plans should be established. Review forms must be submitted to a Student Affairs HR Manager (for the employee's personnel file) prior to the 90th calendar day of employment.
Ongoing Performance Review
Employees in Student Affairs receive formal performance feedback at least two times per year. The mid-year performance review is completed by mid-December and the annual review by mid-May. Written feedback for mid-year reviews is at the discretion of the department for employees receiving performances ratings of "meets expectations" (rating of 2- or higher). A written review along with a performance improvement plan must be submitted for any employee who does not meeting expectations (rating=1). The annual review must be in writing and becomes part of the employee's personnel file. Duke HR provides an online Manager's Toolkit and well as a staff briefing presentation to assist supervisors with the performance management process. While departments have the flexibility to develop performance review forms applicable to specific fields and settings, most departments in Student Affairs use the standard University forms.
Resolving Performance Problems
Supervisors are encouraged to use coaching, continuous feedback, written performance improvement plans and to resolve performance problems in the most informal and positive manner possible. However, when an employee does not meet expectations for conduct and/or performance, corrective action may be necessary. Supervisors should review the Standards of Conduct and Performance/Corrective Action policy and consult with a Student Affairs HR Manager prior to initiating formal corrective action. All counseling sessions, corrective actions and related facts must be documented with one copy provided to the employee and one filed in the employee's personnel file. Corrective action processes include written warning, final written warning, and termination. The University's corrective action protocols are intended to be progressive, however, depending upon the circumstances, supervisors (in consultation with a Student Affairs HR Manager and Staff & Labor Relations) may repeat, omit, or employ any corrective action out of the progressive action sequence. Duke also reserves the right to effect immediate termination if such action is deemed necessary.