Money Monday - Evaluations

David Merriman Author

03/03/2025 Added

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Money Monday - Evaluations March 3, 2025

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[00:00:00.000]All right, so welcome to the March Monday Monday. We're going to be talking about evaluations. I'm Dori Smith. I'm the assistant dean for the College of Education Human Sciences. For those of you that don't know who I am. I think most of you do, though. So today we're going to be talking, like I said, about evaluations. I'm going to share my screen.
[00:00:23.420]Okay. So evaluations, it is that time of year. We do want everyone to have an evaluation done.
[00:00:48.960]So what are the five whys of evaluations?
[00:00:53.400]The whole point of doing the evaluation is to communicate performance, not only between the supervisor and the employee, but also to have something written in documentation so that other people, as needed, have that information.
[00:01:08.720]Evaluations are considered confidential documents. They're not widely shared. Only a few people, even on the business team, have access to those. Obviously, anyone above the employee in that line is going to have access to them.
[00:01:22.940]A direct supervisor and perhaps the chair of the department would have that access. If the dean wants access, the dean would have access. But they are confidential. It's not shared out there that everyone can see those.
[00:01:37.880]But it is a place that we communicate that performance. If something was to happen between that the direct supervisor wasn't there, that's a way to show what that person felt.
[00:01:52.480]The employee, how the employee was doing. So it has that written piece to it, who we expect everyone who is a permanent employee and a temporary employee, if they're going to be here for over a year.
[00:02:07.460]So that includes like postdocs. If most postdocs, we do expect to be here for a little bit longer period of time.
[00:02:15.540]Oftentimes their letters are for a year, but we do in our minds are kind of working with them.
[00:02:22.020]That we would like them to stay longer if funding continues.
[00:02:26.520]Lectures are another example that if you have a lecture that you think will be here for more than a year,
[00:02:32.800]depending on kind of what type of relationship or what you what this lecture is doing for you.
[00:02:38.320]That is pretty common that we do have lectures that are here for longer periods of time.
[00:02:42.840]Anyone that is going to be here continuously, that's what the permanent means.
[00:02:47.680]We should be doing evaluation. The temporary does.
[00:02:51.760]Get a little bit more questionable. But if you if they are going to be here for a continuous period of time,
[00:02:57.800]we would ask that you do evaluations for them as well.
[00:03:00.540]When the evaluations, the written evaluations are done yearly,
[00:03:06.860]usually in the spring, the faculty get announced a little bit earlier.
[00:03:12.680]The staff usually are announced in around the February time frame due in March.
[00:03:17.420]All of them need to be turned in before annual celebration.
[00:03:21.500]Annual salary compensation discussions can happen.
[00:03:24.080]So that's one piece of what the evaluations are used for,
[00:03:29.460]is for determining salary increases.
[00:03:32.780]But evaluation should also be done all the time.
[00:03:39.360]A verbal evaluation should be a continuous discussion
[00:03:44.200]between the employee and the supervisor.
[00:03:46.060]I like to say that there should never be something on the written
[00:03:51.240]document that has not been discussed already.
[00:03:54.620]So there shouldn't be a surprise to the employee.
[00:03:57.320]There shouldn't be a surprise to the supervisor.
[00:03:59.920]So those verbal communications should be happening all the time.
[00:04:04.180]And then the written is just writing and documenting
[00:04:07.460]what those verbal conversations throughout the year are.
[00:04:10.460]Why do we do evaluations besides what we've already talked about?
[00:04:15.860]Well, it's to help ensure success when the employee
[00:04:20.980]and the supervisor are clear and have communicated with each other.
[00:04:25.200]That's going to make it just better for everyone to know that they're doing well
[00:04:29.820]or if there's areas to continue growing on, growing in.
[00:04:34.060]And where?
[00:04:35.820]I would always recommend that an evaluation not be done just over email.
[00:04:42.420]It needs to be done in an in-person type setting.
[00:04:46.080]So Zoom if necessary, but in-person is always going to be
[00:04:50.720]the best.
[00:04:51.240]Having that actual one-on-one conversation where you're talking
[00:04:55.680]to each other face-to-face is going to be the best way to do an evaluation.
[00:05:00.860]So sometimes we can't do it always in person,
[00:05:04.180]but then that's where Zoom is a good option for that.
[00:05:06.660]The suggested format, the college, except for INR,
[00:05:13.840]doesn't have a specific required format.
[00:05:16.900]The performance management system that INR has,
[00:05:20.460]purchased and uses, is required for the INR staff.
[00:05:25.600]And we do use that for our INR partners
[00:05:28.600]so that all of those departments have that system.
[00:05:32.780]But the rest of us have the option of using it.
[00:05:35.780]We just use it not through the system aspect,
[00:05:38.680]but through a manual form.
[00:05:42.820]So that's what...
[00:05:43.900]Okay, yes, hopefully you can see that.
[00:05:48.140]So this is the...
[00:05:50.200]This is the performance management evaluation form.
[00:05:54.540]So basically, it's just a set of questions
[00:05:58.760]talking through the performance,
[00:06:00.340]showing kind of the accomplishments,
[00:06:05.600]how things are going for the year, challenges.
[00:06:09.800]We did change the question this year
[00:06:13.180]with everything happening in the world about diversity
[00:06:15.960]because it is important that
[00:06:17.740]even if we can't say the words diversity,
[00:06:19.940]it's important to ensure that every person
[00:06:22.540]and every interaction does matter at UNL,
[00:06:24.860]not only between the supervisor and the employee,
[00:06:28.900]but what that employee is doing to ensure
[00:06:31.520]that that's happening throughout the college.
[00:06:34.260]And I know that it sometimes seems,
[00:06:36.360]I sit in my office all the time.
[00:06:40.140]What do I have to do to ensure
[00:06:41.920]that every person interaction matters?
[00:06:43.980]Well, it can be an email.
[00:06:45.420]There's a lot of different places
[00:06:46.860]that that can really be important.
[00:06:49.680]We still wanted that to be in question
[00:06:51.920]and that's why it continues to be on the evaluation.
[00:06:56.920]And then this evaluation has just the overall ranking.
[00:07:02.260]So it has up here,
[00:07:03.900]the excellent needs improvement,
[00:07:05.820]excellent work, extraordinary year.
[00:07:08.120]I didn't do a slide for this.
[00:07:11.640]So I'm gonna talk about it real quick here.
[00:07:13.260]Needs improvement, when needs improvement is included,
[00:07:16.540]that does mean that that person
[00:07:19.420]will need to show growth pretty immediately.
[00:07:24.160]Otherwise, they will be put on a performance plan.
[00:07:28.200]So when we do get an evaluation
[00:07:30.360]that has a needs improvement as the overall ranking,
[00:07:33.680]that is something that there's gonna be discussions
[00:07:36.960]happening with me and the supervisor
[00:07:38.780]on what are the next steps
[00:07:41.220]to get that person on a performance evaluation plan
[00:07:46.780]to ensure their success.
[00:07:49.160]Otherwise, excellent work
[00:07:50.800]is where we kind of expect most people to be,
[00:07:52.920]that we want everyone to have a good year,
[00:07:55.520]but it's not always reasonable
[00:07:57.460]to have an extraordinary year.
[00:07:58.880]And we'll talk about that
[00:08:00.080]just a little bit more on the next slide.
[00:08:01.860]The other form that we use
[00:08:05.080]is called the assessment of performance.
[00:08:07.360]Get that pulled up.
[00:08:12.920]So that's the one that's a little bit more
[00:08:17.820]of the traditional,
[00:08:18.900]where you go through and you list
[00:08:20.200]the different job responsibilities for everyone
[00:08:22.660]and then actually mark them down as the...
[00:08:27.300]Oh, Spencer's telling me that he's not seeing it.
[00:08:30.540]So...
[00:08:40.020]Okay, sorry about that.
[00:08:41.800]So this is where we show the...
[00:08:44.940]where you rank it by the different responsibilities.
[00:08:48.640]So this form has the actual job responsibilities at the top
[00:08:53.560]and then where it talks about performance
[00:08:56.500]or professional development plans,
[00:08:58.920]job competencies, key behaviors.
[00:09:01.720]On this format, you do list and rank people
[00:09:06.060]by the different areas, kind of showing where they are.
[00:09:10.110]needs improvement here doesn't mean that they're going to be added to any performance plan or
[00:09:15.190]anything. That just means that there's an area that this person needs to continue to grow in.
[00:09:20.410]I mean, that's not something that we should be shameful of, that when we get a new area,
[00:09:25.370]that is something all of us, there's things that we can continue to grow in. If I was to receive
[00:09:30.610]a new duty, well, like this year, taking on some of the grant stuff, there was definitely some
[00:09:36.230]needs improvement that I need to do there to ensure that I am helping everyone and doing
[00:09:43.050]the exact, the work that needs done for the grants management. And then it does also have
[00:09:50.050]then the overall performance here. And that's where, if it is a needs improvement, that we would
[00:09:54.770]do those additional steps to further those conversations.
[00:09:58.990]All right, now see if I can get it switched back to the
[00:10:05.590]program.
[00:10:06.770]Slideshow.
[00:10:07.370]Okay, hopefully. So what to include?
[00:10:14.370]So like I said, we shouldn't expect every year to always be an amazing year.
[00:10:20.530]That's, it's not feasible to think that someone's always going to be at the very top of their game.
[00:10:27.970]So when there's exciting or new things happening, and they do a very great job with those, that's
[00:10:35.770]when they should be.
[00:10:36.110]They should have the exceeds, an extraordinary, an amazing year.
[00:10:40.110]Otherwise meets expectation, that middle category is where people should be on a more normal basis.
[00:10:47.630]And I know that that's something I think people think, oh, I'm just average.
[00:10:52.390]Well, it's okay to be average.
[00:10:55.050]We all, average for us as a college, I think does expect a lot.
[00:11:01.230]But that doesn't mean that we need to always feel that we have to be
[00:11:05.250]extraordinary.
[00:11:06.090]Every year, we need to not be afraid to be critical on the evaluations.
[00:11:11.670]This is a chance for us to have that constructive criticism to help each
[00:11:17.030]other grow, to help the employee grow as a supervisor.
[00:11:20.450]I think it's fine for the employee to say to,
[00:11:23.410]and talk to us about things that we can grow and just helping each other
[00:11:27.310]and working through that evaluation.
[00:11:28.910]The focus should be on the employee when we're doing evaluations though,
[00:11:32.610]obviously.
[00:11:33.030]But like I said,
[00:11:35.430]that shouldn't be anything that's new.
[00:11:37.230]So I know that when I'm doing evaluations,
[00:11:39.990]there's areas that I work with my team on things that they can continue to
[00:11:45.210]grow on.
[00:11:45.770]And so we just walk through those and talk about it.
[00:11:48.030]We want to make sure that we're consistent when we're evaluating that from
[00:11:53.230]different employees.
[00:11:55.030]So if we've got a team of five people,
[00:11:57.550]we should be kind of consistent on how we're evaluating them.
[00:12:01.090]So if we have a one place that we,
[00:12:05.270]think,
[00:12:05.450]Oh,
[00:12:05.610]this person that this type of work should always be done this way,
[00:12:09.410]then we should be consistent and not have favoritism or not let there be
[00:12:15.050]anything perceived as favoritism to show that we would rank one employee
[00:12:19.770]higher than another because of something like that.
[00:12:22.730]So having that consistent ranking,
[00:12:24.410]consistent mindset when you're doing your evaluations.
[00:12:28.370]And then also evaluations is a good time to address if there is an excessive
[00:12:34.210]amount of sick leave.
[00:12:35.210]The university doesn't have a strong policy on what is an excessive amount of
[00:12:40.790]sick leave.
[00:12:41.210]What I've been told by HR is that any sick leave usage that averages over a
[00:12:48.030]day a month can be considered excessive if there's no FML.
[00:12:52.850]If there's an FML, then that's different.
[00:12:54.990]Then we don't look at that.
[00:12:56.250]But if you do have an employee that's not on FML and they do have more than
[00:13:01.250]96 hours, which is the day a month,
[00:13:03.350]I would recommend,
[00:13:05.190]talking to that person when we have the university is very generous and
[00:13:11.550]allows us to have a lot of sick leave in some cases,
[00:13:15.750]but it doesn't mean that they want us to take it all the time.
[00:13:18.770]We need our employees here to be working and everyone suffers when they're
[00:13:24.130]not.
[00:13:24.450]So just talking through that with employees,
[00:13:27.650]seeing are there things that can be done to help them or getting them on an
[00:13:32.390]FML, if that's what's necessary.
[00:13:34.230]If they do have a continuous issue, sometimes there's just a bad year,
[00:13:38.310]that there's a lot of illnesses with kids,
[00:13:41.930]things like that that would not require an FML because there's just many
[00:13:47.210]different things.
[00:13:48.030]But just having those conversations so that your employee knows that you are
[00:13:53.050]here to support them, but that you're also paying attention to it.
[00:13:56.450]An example is that if you start seeing a lot of patterns where someone is
[00:14:02.730]calling in sick every Monday,
[00:14:04.210]that could mean there's something going on.
[00:14:07.070]So having that conversation with them about what's going on and helping them
[00:14:11.330]to be a better employee, that you need them here on Mondays.
[00:14:14.190]The process to submit or the process for the evaluation is basically the
[00:14:22.830]employee starts by completing the form.
[00:14:25.150]So you want to make sure that you communicate with your employees which form
[00:14:28.990]you want them to use.
[00:14:30.090]Then scheduling the time to discuss with the supervisor,
[00:14:33.530]discussing that overall ranking,
[00:14:35.930]both the supervisor and the employee signs and then submitting it to Spencer
[00:14:40.810]for the file.
[00:14:42.310]And then, like I said, those evaluations go in that file.
[00:14:47.070]They don't get pulled up unless there's an issue or until it's time to talk
[00:14:51.670]about merit increases.
[00:14:53.150]And that's when evaluations do get looked at a little bit more during
[00:14:57.570]evaluation time,
[00:14:58.630]especially that ranking to make sure that we are rewarding people that have
[00:15:03.510]the higher amounts with a higher increase when possible.
[00:15:07.370]All right. And then our contacts.
[00:15:12.210]So I went a little bit over the 15 minutes, not too much,
[00:15:15.170]but what questions do people have?
[00:15:18.350]I have a question.
[00:15:28.870]Have these forms been sent out to supervisors yet?
[00:15:33.490]They have, they were sent out last week.
[00:15:36.050]So the supervisor should be sending those out to the,
[00:15:40.370]so they were sent out to directors and unit directors and department chairs.
[00:15:46.350]So Jules, you would want to check with Sue.
[00:15:48.390]We don't send them out to every individual supervisor because there's a lot
[00:15:53.430]of different ones and we don't send it directly to the employees because we
[00:15:57.290]don't want it to be confusing on which form to use.
[00:15:59.970]So check with Sue, get the,
[00:16:03.470]and talk to her or you decide which form you're going to use for people you
[00:16:07.870]are supervising and then you would send it to them directly.
[00:16:10.890]Thank you so much.
[00:16:12.470]Other questions.
[00:16:16.190]Hey, I have a question.
[00:16:19.030]So I have a, an on-call employee.
[00:16:25.010]Is that someone that I would need to do?
[00:16:29.010]So normally,
[00:16:33.450]no, an on-call employee is meant to be a very short-term employment.
[00:16:37.450]If you think that this person,
[00:16:40.850]so an example would be as if you think this person is going to stay on for a
[00:16:46.230]longer period of time.
[00:16:47.230]So perhaps you have a position that we,
[00:16:51.410]because of mission critical haven't been able to fill it as quickly as we
[00:16:55.050]would like. And you were able to hire someone as an on-call,
[00:16:57.670]but you are hoping to be able to wave them into that position in the future
[00:17:02.010]or have them apply for a job.
[00:17:03.430]If you were able to apply for that position,
[00:17:04.450]it wouldn't hurt to do an evaluation in that situation.
[00:17:07.750]But if it truly is an on-call situation that you're not planning on this
[00:17:11.810]person really being here for a very long period of time or very,
[00:17:16.890]or the work they're doing is very, very sporadic,
[00:17:19.790]then evaluations aren't necessary.
[00:17:22.270]Okay. Thank you.
[00:17:24.530]So there is a chat that asked about evaluation files names and
[00:17:33.410]Spencer did state that he prefers to have the employee's name in the file.
[00:17:37.890]But other than that, we don't have a strong
[00:17:40.250]feeling on how those files are named,
[00:17:44.670]having the name and probably the year are both good.
[00:17:47.670]So that way then they can be easily filed.
[00:17:50.410]Anything else?
[00:18:03.390]Okay. Well, I appreciate everyone taking a few minutes to join us today.
[00:18:08.830]If there's any questions around evaluations or anything else,
[00:18:12.670]feel free to reach out to the business team.
[00:18:14.690]And as always, if you have topics for Money Monday, let us know.
[00:18:18.030]Thank you.
[00:18:18.950]Thank you.

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Money Monday - Evaluations

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