Skip to Search Skip to Global Navigation Skip to Local Navigation Skip to Content
Handbook of Operating Procedures
  • Policy Process

    • Handbook of Operating Procedures
    Chapter 3 - Staff
    Publication Date: September 15, 2016

    Policy Owner: VP for Business Affairs

    3.01 Annual Performance Management Program

    I. POLICY STATEMENT

    The University of Texas at San Antonio (UTSA) provides for a performance evaluation to be conducted annually for all regular employees of the University.  The performance evaluation process is designed to provide a means to evaluate an employee’s work in relation to the pre-established standards for the position, provide feedback to the employee about his or her work performance, provide counseling on areas in need of improvement to clarify job duties and responsibilities, identify training needs, and to aid in promotion, retention and salary decisions used in the merit review process. 

    II. RATIONALE

    The purpose of this policy is to provide for the administration of an effective performance evaluation program.

    III. SCOPE

    This policy applies to all regular classified and administrative and professional (A&P) employees. 

    IV. WEBSITE ADDRESS FOR THIS POLICY

    http://www.utsa.edu/hop/chapter3/3-1.html

    V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS

    1. University of Texas System Policies or the Board of Regents’ Rules & Regulations
      1. Board of Regents' Rule 30501 Employee Evaluations
    2. UTSA HOP Policies
      1. UTSA HOP 3.06 Probationary Period for Classified Employees
    3. Other Policies & Standards
      1. UTSA Human Resource Department Performance Evaluation website

    VI. CONTACTS

    If you have any questions about HOP policy 3.01 Annual Non-Faculty Performance Evaluation Program, contact the following office(s):

    Human Resource Compensation Department
    210-458-4651

    VII. DEFINITIONS

    Rating Period - February 1st through January 31st of each year.

    VIII. RESPONSIBILITIES

    1. Staff Employees
      1. Conducts annual written performance evaluations for all applicable employees.
      2. Timely completion and submission to Human Resources of all applicable employees’ performance evaluations by submitting completed evaluations no later than the first workday in March of each year.
      3. Conducts written performance evaluation updates, or makes performance notes in the employee’s department file if, at any time, an employee’s performance reflects a significant improvement or deterioration.
    2. Human Resources
      1. Sends a general reminder, each January, to complete the evaluations.
      2. Maintains a record of when all employee evaluations are completed.
    3. Vice President
      1. Ensures, annually, that all applicable employees have been evaluated for the preceding year.

    IX. PROCEDURES

    1. Evaluation Criteria
      1. The supervisor is expected to develop standards for each position and may consult with the employee in that process. Performance appraisals will be based only on lawful, job-related, and non-discriminatory criteria.
      2. The standards for each position should be communicated to the employee by the supervisor when the employee is hired and at the onset of each evaluation period. Evaluations will be based on specific, objective, measurable and consistently applied criteria.
      3. Supervisors will provide appropriate documentation during the performance year, recognizing any significant improvement or deterioration in performance from the prior written performance evaluation.
      4. Supervisors should utilize the standard performance evaluation review form provided by Human Resources to evaluate employees. The University will establish the standards for which the employees will be rated. Performance evaluations will be based only on lawful, job-related, and non-discriminatory criteria.
    2. Procedure
      1. The employee’s immediate supervisor will conduct the annual appraisal. The supervisor will discuss with the employee his or her job performance in a formal evaluation interview. This evaluation interview can also include discussion of changes in standards and/or essential job duties for the coming review period. However, discussion of performance standards for the coming year may also be covered in a separate meeting, to occur early in the new performance year.
      2. The supervisor must place the original evaluation form in the employee’s departmental personnel file and provide a copy to the employee and a copy to Human Resources no later than the first workday in March of each year.
    3. Probationary Employees
      1. Supervisors will evaluate newly appointed regular classified staff (non-faculty) during the first six months of employment. A formal evaluation will be conducted on the 30th, 90th, and 160th day of employment.
      2. Results of these evaluations will be the basis for retention or release of the employee.
      3. The supervisor must place the original probationary performance evaluation form in the employee’s departmental personnel file and provide a copy to the employee and a copy to Human Resources.
    4. Merit Eligibility
      1. All full-time and part-time (50 percent or greater) regular (benefits-eligible) employees who have been continuously employed for at least six (6) months as of August 31st of the preceding year, will need an appraisal on file with Human Resources in order to be eligible for a merit increase.

    X. SPECIAL INSTRUCTIONS FOR IMPLEMENTATION

    None

    XI. FORMS AND TOOLS/ONLINE PROCESSES

    Classified Benefits Eligible Employee Performance Evaluation website

    XII. APPENDIX

    None

    XIII. Dates Approved/Amended

    09-15-2016