Performance Management Assessments

The University is committed to ensuring the success of its faculty, staff and students as we assess the performance of our staff employees. The Performance Management Process provides opportunities for coaching, mentoring, feedback and recognition. Our process allows managers and supervisors to tie goals and achievements to employee development, promotional opportunity and compensation through merit pay.

There are three types of performance appraisals for staff employees. All of these are completed by the employee's line manager and acknowledged by both the employee and the line manager's line manager. All of these appraisals are performed in the Oracle Fusion system.

• Annual: The standard annual appraisal evaluates the staff employee on 365 days of work performance (May 1 thru April 30).
• Probationary: The probation appraisal is conducted by the staff employee's line manager after the employee has been initially hired and in place for 90 days. Per UofM policy, a staff employee is only in an automatic probationary for the first 90 days of an uninterrupted employment cycle.
• Anytime: Also known as an off-cycle appriasal, the Anytime appraisal can use any number of days less than 365 to "catch up" an employee to the standard annual schedule. An anytime appraisal might be conducted, for example, by an employee who transferred to a new position during the measurement period.

THE PERFORMANCE MANAGEMENT CYCLE

Effective Performance Management Assessments follow a Performance Management Cycle:

• Set Performance Standards and Goals
• Communicate Standards and Expectations
• Monitor Employee Performance All Year
• Give Ongoing Feedback
• Write and Conduct the Performance Appraisal in Oracle Fusion

The standard review period for staff appraisals is annually from May 1 thru April 30. The staff appraisal is comprised of three (3) equally-weighted sections:

• Achievements Toward Goal Plan Assigned Beginning of Cycle (one-third)
• Core Competencies (one-third)
• Job-Specific Competencies (one-third)

Each competency is rated by the line manager using the following scale:

• Outstanding (Performance consistently exceeded job expectations and delivered exceptional results in all areas.)
• Highly Effective (Performance occasionally exceeded job expectations. Uniformly high quality of work.)
• Effective (Performance routinely met job expectations. Job well done.)
• Marginally Effective (Performance occasionally met job expectations but was inconsistent. Performance Improvement Plan likely necessary.)
• Unacceptable (Job expectations not met. Immediate action required via employment status decision or Performance Improvement Plan.)

SECTION 1: GOAL PLAN

At the beginning of the period for which you will appraise the employee (usually 12 months prior), the line manager may set a goal plan for the employee in Oracle. Then, at the end of the measurement cycle, the employee will be evaluated based on Their achievements toward those goals. This section counts as one-third of the overall appraisal. If the line manager does NOT attach a specific goal plan, a default goal plan with one goal related to the strategic plan will be used.

It is expected that line managers discuss with the employee the importance of goals and expectations as it relates to their job responsibilities. Managers and supervisors should provide ongoing feedback while monitoring performance throughout the year. Goals should be aligned with the division and ultimately, the University’s strategic goals.

SECTION 2: CORE COMPETENCIES

Regardless of job title, all staff employees at the University will be rated by their line managers in the following core competencies:

• Effective Communication
• Collaboration and Teamwork
• Productivity
• Dependability
• Accountability

This section counts as one-third of the overall appraisal.

SECTION 3: JOB/POSITION COMPETENCIES

Finally, the type of job the staff employee is performing will determine three position-based competencies for which the employee will be scored.

Every specific position at the University belongs to a broader family called a job. These jobs carry certain extra competencies with them toward the appraisal.

This section counts as one-third of the overall appraisal.

Job/Position Competencies

Job Names, Codes & Competencies (click to view)

Job Name	Job Code	Competencies
Accounting Support	10223	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Administrative Assistant	10180	Flexibility/Adaptability Initiative Judgment/Decision Making
Administrative Associate	10263	Flexibility/Adaptability Initiative Judgment/Decision Making
Administrative Specialist	10183	Flexibility/Adaptability Initiative Judgment/Decision Making
Administrative Support Specialist	10105	Flexibility/Adaptability Initiative Judgment/Decision Making
Advisor	10102	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Analyst, Academic Services	10204	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Analyst, Financial Operations	10028	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Analyst, Philanthropy	10294	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Assistant Athletics Director	10120	Initiative Judgment/Decision Making Leadership
Assistant Bursar	10307	Attention to Detail Judgment/Decision Making Leadership
Assistant CIO	10074	Initiative Judgment/Decision Making Leadership
Assistant Coach	10207	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Assistant Controller	10261	Attention to Detail Judgment/Decision Making Leadership
Assistant Director, Academic Programs	10118	Initiative Judgment/Decision Making Leadership
Assistant Director, Academic Services	10001	Initiative Judgment/Decision Making Leadership
Assistant Director, Athletics	10208	Initiative Judgment/Decision Making Leadership
Assistant Director, Campus Housing	10266	Initiative Judgment/Decision Making Leadership
Assistant Director, Campus Recreation	10017	Initiative Judgment/Decision Making Leadership
Assistant Director, Engagement	10174	Initiative Judgment/Decision Making Leadership
Assistant Director, Facilities OPS	10029	Initiative Judgment/Decision Making Leadership
Assistant Director, Student Services	10182	Initiative Judgment/Decision Making Leadership
Assistant Manager, Accounting	10030	Initiative Judgment/Decision Making Leadership
Assistant Manager, Engagement	10127	Initiative Judgment/Decision Making Leadership
Assistant Manager, Facilities OPS	10024	Initiative Judgment/Decision Making Leadership
Assistant Principal	10085	Initiative Judgment/Decision Making Leadership
Assistant Provost	10150	Initiative Judgment/Decision Making Leadership
Assistant Registrar	10069	Initiative Judgment/Decision Making Leadership
Assistant Vice President	10189	Initiative Judgment/Decision Making Leadership
Assistant Vice Provost	10075	Initiative Judgment/Decision Making Leadership
Associate Athletics Director	10122	Initiative Judgment/Decision Making Leadership
Associate CIO	10275	Initiative Judgment/Decision Making Leadership
Associate Coach	10172	Initiative Judgment/Decision Making Leadership
Associate Director, Academic Programs	10250	Initiative Judgment/Decision Making Leadership
Associate Director, Academic Services	10084	Initiative Judgment/Decision Making Leadership
Associate Director, Athletics	10003	Initiative Judgment/Decision Making Leadership
Associate Director, Business Services	10262	Initiative Judgment/Decision Making Leadership
Associate Director, Campus Housing	10104	Initiative Judgment/Decision Making Leadership
Associate Director, Financial Planning	10224	Initiative Judgment/Decision Making Leadership
Associate Director, Housing Facilities	10132	Initiative Judgment/Decision Making Leadership
Associate Director, Student Services	10037	Initiative Judgment/Decision Making Leadership
Associate Registrar	10039	Initiative Judgment/Decision Making Leadership
Associate Vice President	10111	Initiative Judgment/Decision Making Leadership
Associate Vice Provost	10191	Initiative Judgment/Decision Making Leadership
Athletic Trainer	10018	Flexibility/Adaptability Initiative Judgment/Decision Making
Athletics Performance	10291	Initiative Judgment/Decision Making Leadership
Attorney	10101	Attention to Detail Judgment/Decision Making Leadership
Building Maintenance	10258	Flexibility/Adaptability Initiative Judgment/Decision Making
Bursar	10106	Attention to Detail Judgment/Decision Making Leadership
Business Manager	10222	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Chief of Staff	10192	Flexibility/Adaptability Initiative Leadership
Coach Coordinator	10253	Initiative Judgment/Decision Making Leadership
Coach Director	10252	Initiative Judgment/Decision Making Leadership
Controller	10027	Attention to Detail Judgment/Decision Making Leadership
Coordinator, Academic Programs	10117	Flexibility/Adaptability Initiative Judgment/Decision Making
Coordinator, Academic Services	10203	Flexibility/Adaptability Initiative Judgment/Decision Making
Coordinator, Athletics	10171	Flexibility/Adaptability Initiative Judgment/Decision Making
Coordinator, Campus Housing	10184	Flexibility/Adaptability Initiative Judgment/Decision Making
Coordinator, Campus Recreation	10002	Flexibility/Adaptability Initiative Judgment/Decision Making
Coordinator, Engagement	10005	Flexibility/Adaptability Initiative Judgment/Decision Making
Coordinator, Environment & Safety	10133	Flexibility/Adaptability Initiative Judgment/Decision Making
Coordinator, Facilities OPS	10175	Flexibility/Adaptability Initiative Judgment/Decision Making
Coordinator, Financial Operations	10303	Flexibility/Adaptability Initiative Judgment/Decision Making
Coordinator, Institutional Support	10103	Flexibility/Adaptability Initiative Judgment/Decision Making
Coordinator, Lab Services	10169	Flexibility/Adaptability Initiative Judgment/Decision Making
Coordinator, Student Services	10185	Flexibility/Adaptability Initiative Judgment/Decision Making
Counselor	10313	Flexibility/Adaptability Initiative Judgment/Decision Making
Custodian, Campus Housing	10299	Flexibility/Adaptability Initiative Judgment/Decision Making
Dean	10045	Initiative Judgment/Decision Making Leadership
Deputy Athletics Director	10124	Initiative Judgment/Decision Making Leadership
Design Technician	10315	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Designer Professional	10177	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Designer Support	10300	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Director, Academic Administration	10121	Initiative Judgment/Decision Making Leadership
Director, Academic Programs	10086	Initiative Judgment/Decision Making Leadership
Director, Athletics	10020	Initiative Judgment/Decision Making Leadership
Director, Business Services	10136	Initiative Judgment/Decision Making Leadership
Director, Campus Recreation	10173	Initiative Judgment/Decision Making Leadership
Director, Engagement	10090	Initiative Judgment/Decision Making Leadership
Director, Environment & Safety	10220	Initiative Judgment/Decision Making Leadership
Director, Facilities OPS	10301	Initiative Judgment/Decision Making Leadership
Director, Financial Operations	10099	Initiative Judgment/Decision Making Leadership
Director, Financial Systems	10143	Initiative Judgment/Decision Making Leadership
Director, Institutional Affairs	10035	Initiative Judgment/Decision Making Leadership
Director, Philanthropy	10019	Initiative Judgment/Decision Making Leadership
Director, Student Services	10064	Initiative Judgment/Decision Making Leadership
Dispatcher	10038	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Enrollment Analyst	10051	Attention to Detail Initiative Judgment/Decision Making
Executive Assistant	10147	Attention to Detail Initiative Judgment/Decision Making
Executive Associate Athletics Director	10292	Initiative Judgment/Decision Making Leadership
Executive Director, Academic Services	10087	Initiative Judgment/Decision Making Leadership
Executive Director, Business Services	10225	Initiative Judgment/Decision Making Leadership
Executive Director, Environment & Safety	10141	Attention to Detail Judgment/Decision Making Leadership
Executive Director, Institutional Affairs	10232	Initiative Judgment/Decision Making Leadership
Executive Director, Student Services	10154	Initiative Judgment/Decision Making Leadership
Executive Vice President	10316	Initiative Judgment/Decision Making Leadership
Facilities Support	10134	Flexibility/Adaptability Initiative Judgment/Decision Making
Finance Accountant	10138	Attention to Detail Flexibility/Adaptability Initiative
Financial Reporting/Systems Analyst	10264	Attention to Detail Flexibility/Adaptability Initiative
Financial Services Support Specialist	10032	Attention to Detail Flexibility/Adaptability Initiative
Head Coach	10255	Initiative Judgment/Decision Making Leadership
Head Security Officer	10276	Initiative Judgment/Decision Making Leadership
HR Assistant	10109	Attention to Detail Initiative Judgment/Decision Making
HR Assistant Director	10110	Flexibility/Adaptability Judgment/Decision Making Leadership
HR Associate Director	10311	Flexibility/Adaptability Judgment/Decision Making Leadership
HR Director	10235	Flexibility/Adaptability Judgment/Decision Making Leadership
HR Executive Director	10273	Flexibility/Adaptability Judgment/Decision Making Leadership
HR Generalist	10236	Attention to Detail Flexibility/Adaptability Initiative
HR Specialist	10042	Attention to Detail Flexibility/Adaptability Initiative
Internal Audit/Compliance	10226	Attention to Detail Flexibility/Adaptability Initiative
IT Assistant Director	10238	Attention to Detail Flexibility/Adaptability Leadership
IT Associate Director	10187	Attention to Detail Flexibility/Adaptability Leadership
IT Coordinator	10188	Attention to Detail Flexibility/Adaptability Initiative
IT Database Administrator	10277	Attention to Detail Flexibility/Adaptability Initiative
IT Developer	10112	Attention to Detail Flexibility/Adaptability Initiative
IT Director	10190	Attention to Detail Flexibility/Adaptability Leadership
IT Manager, Support Services	10076	Attention to Detail Flexibility/Adaptability Leadership
IT Network Specialist	10077	Attention to Detail Flexibility/Adaptability Initiative
IT Network Support Specialist	10278	Attention to Detail Flexibility/Adaptability Initiative
IT Programmer/Analyst	10151	Attention to Detail Flexibility/Adaptability Initiative
IT Software Engineer	10279	Attention to Detail Flexibility/Adaptability Initiative
IT Specialist	10046	Attention to Detail Flexibility/Adaptability Initiative
IT Support Services	10048	Attention to Detail Flexibility/Adaptability Initiative
IT Systems Administrator	10153	Attention to Detail Flexibility/Adaptability Initiative
IT Systems Analyst	10243	Attention to Detail Flexibility/Adaptability Initiative
IT Technician	10248	Attention to Detail Flexibility/Adaptability Initiative
IT Technician Manager	10229	Flexibility/Adaptability Initiative Leadership
Landscaping	10095	Flexibility/Adaptability Initiative Judgment/Decision Making
Lead Technician, Building Services	10026	Attention to Detail Initiative Leadership
Legal Fellow	10063	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Legal Specialist	10265	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Librarian	10321	Attention to Detail Initiative Judgment/Decision Making
Library Assistant	10033	Attention to Detail Initiative Judgment/Decision Making
Library Supervisor	10231	Attention to Detail Initiative Leadership
Licensed Practical Nurse	10034	Attention to Detail Initiative Judgment/Decision Making
Manager, Academic OPS/Facilities Management	10088	Flexibility/Adaptability Initiative Leadership
Manager, Academic Services	10119	Flexibility/Adaptability Initiative Leadership
Manager, Accounting	10137	Attention to Detail Initiative Leadership
Manager, Business Services	10304	Attention to Detail Initiative Leadership
Manager, Campus Recreation	10125	Attention to Detail Initiative Leadership
Manager, Engagement	10123	Flexibility/Adaptability Initiative Leadership
Manager, Environment & Safety	10142	Attention to Detail Initiative Leadership
Manager, Facilities OPS	10025	Attention to Detail Initiative Leadership
Manager, Fund Management	10061	Attention to Detail Initiative Leadership
Manager, Internal Audit/Compliance	10062	Attention to Detail Judgment/Decision Making Leadership
Manager, Lab Services	10205	Attention to Detail Judgment/Decision Making Leadership
Manager, Payroll	10227	Attention to Detail Flexibility/Adaptability Leadership
Manager, Philanthropy	10254	Flexibility/Adaptability Judgment/Decision Making Leadership
Manager, Student Services	10181	Flexibility/Adaptability Judgment/Decision Making Leadership
Marketing Assistant Director	10036	Flexibility/Adaptability Judgment/Decision Making Leadership
Marketing Coordinator	10267	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Marketing Director	10066	Attention to Detail Flexibility/Adaptability Leadership
Marketing Manager	10268	Attention to Detail Flexibility/Adaptability Leadership
Marketing Strategist	10269	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Nurse Practitioner	10065	Attention to Detail Initiative Judgment/Decision Making
Office Manager	10070	Attention to Detail Judgment/Decision Making Leadership
Office Support	10040	Attention to Detail Initiative Judgment/Decision Making
Parking Attendant	10308	Attention to Detail Initiative Judgment/Decision Making
Parking Services Assistant Director	10233	Attention to Detail Judgment/Decision Making Leadership
Parking Services Director	10309	Attention to Detail Judgment/Decision Making Leadership
Parking Services Supervisor	10186	Attention to Detail Judgment/Decision Making Leadership
Parking Support Services	10271	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Payroll Support Specialist	10228	Flexibility/Adaptability Initiative Judgment/Decision Making
Police Colonel	10272	Attention to Detail Initiative Judgment/Decision Making
Police Lieutenant	10071	Attention to Detail Initiative Judgment/Decision Making
Police Officer	10107	Attention to Detail Initiative Judgment/Decision Making
Police Sergeant	10072	Attention to Detail Initiative Judgment/Decision Making
Police Services Administrator	10041	Attention to Detail Initiative Judgment/Decision Making
Police Services Deputy Administrator	10148	Attention to Detail Initiative Judgment/Decision Making
President	10047	Flexibility/Adaptability Judgment/Decision Making Leadership
Principal	10168	Flexibility/Adaptability Judgment/Decision Making Leadership
Provost	10008	Flexibility/Adaptability Judgment/Decision Making Leadership
Recruiter	10146	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Research Accountant	10100	Attention to Detail Flexibility/Adaptability Judgment/Decision Making
Research Analyst	10274	Attention to Detail Initiative Judgment/Decision Making
Research Assistant	10044	Attention to Detail Initiative Judgment/Decision Making
Research Associate	10239	Attention to Detail Initiative Judgment/Decision Making
Research Associate Director	10240	Attention to Detail Judgment/Decision Making Leadership
Research Coordinator	10314	Attention to Detail Initiative Judgment/Decision Making
Research Director	10242	Attention to Detail Judgment/Decision Making Leadership
Research Manager	10049	Attention to Detail Judgment/Decision Making Leadership
Research Specialist	10317	Attention to Detail Initiative Judgment/Decision Making
Research Technician	10162	Attention to Detail Initiative Judgment/Decision Making
Senior Vice President	10241	Flexibility/Adaptability Judgment/Decision Making Leadership
Skilled Trades	10219	Attention to Detail Flexibility/Adaptability Initiative
Skilled Trades, HVAC Systems	10260	Attention to Detail Flexibility/Adaptability Initiative
Specialist, Academic Services	10167	Flexibility/Adaptability Initiative Judgment/Decision Making
Specialist, Business Services	10144	Flexibility/Adaptability Initiative Judgment/Decision Making
Specialist, Campus Housing	10067	Flexibility/Adaptability Initiative Judgment/Decision Making
Specialist, Creative/Media Services	10270	Attention to Detail Flexibility/Adaptability Initiative
Specialist, Engagement	10089	Flexibility/Adaptability Initiative Judgment/Decision Making
Specialist, Environment & Safety	10097	Attention to Detail Flexibility/Adaptability Initiative
Specialist, Facilities OPS	10179	Attention to Detail Flexibility/Adaptability Initiative
Specialist, Financial Services	10145	Attention to Detail Flexibility/Adaptability Initiative
Specialist, Institutional Support	10306	Flexibility/Adaptability Initiative Judgment/Decision Making
Specialist, Landscaping	10098	Attention to Detail Flexibility/Adaptability Initiative
Specialist, Payroll	10305	Attention to Detail Flexibility/Adaptability Initiative
Specialist, Philanthropy	10004	Flexibility/Adaptability Initiative Judgment/Decision Making
Specialist, Public Safety	10073	Flexibility/Adaptability Initiative Judgment/Decision Making
Specialist, Student Services	10068	Flexibility/Adaptability Initiative Judgment/Decision Making
Sr Associate Athletics Director	10293	Flexibility/Adaptability Judgment/Decision Making Leadership
Staff Assistant Dean	10152	Flexibility/Adaptability Judgment/Decision Making Leadership
Staff Associate Dean	10193	Flexibility/Adaptability Judgment/Decision Making Leadership
Student Services Support	10108	Flexibility/Adaptability Initiative Judgment/Decision Making
Supervisor, Academic Services	10251	Attention to Detail Flexibility/Adaptability Leadership
Supervisor, Campus Recreation	10126	Flexibility/Adaptability Judgment/Decision Making Leadership
Supervisor, Facilities OPS	10221	Flexibility/Adaptability Judgment/Decision Making Leadership
Supervisor, Housing Facilities	10178	Flexibility/Adaptability Judgment/Decision Making Leadership
Supervisor, Landscaping	10135	Flexibility/Adaptability Judgment/Decision Making Leadership
Supervisor, Skilled Trades	10259	Flexibility/Adaptability Judgment/Decision Making Leadership
Support Specialist, Landscaping	10302	Attention to Detail Flexibility/Adaptability Initiative
Teacher Assistant	10310	Flexibility/Adaptability Initiative Judgment/Decision Making
Technician, Academic Services	10206	Flexibility/Adaptability Initiative Judgment/Decision Making
Technician, Building Services	10096	Flexibility/Adaptability Initiative Judgment/Decision Making
University Counsel	10078	Attention to Detail Judgment/Decision Making Leadership
Vice President	10050	Flexibility/Adaptability Judgment/Decision Making Leadership
Vice Provost	10155	Flexibility/Adaptability Judgment/Decision Making Leadership
Web Specialist	10230	Attention to Detail Initiative Judgment/Decision Making

COACHING AND MENTORING

The Performance Management Process affords supervisors and managers the opportunity to engage employees in coaching and mentoring. Coaching and mentoring are development approaches used to enhance an individual’s knowledge, skills, or work performance. Coaching is usually short term while mentoring establishes a longer relationship. They are both geared towards employee learning and development which can lead to peak performance.

WRITING THE REVIEW   

The end of the performance management cycle is the time when line managers complete the performance appraisal in Oracle Fusion. Prior to this, the employee has the optional opportunity to complete a self-appraisal on themselves. Managers may review this document before proceeding with the "official" appraisal.

Comments are required for each factor and should reflect the performance, achievement, or areas of opportunity to assist with employee development. Note actual examples of job performance that support your comments. Goals should be identified and captured as a goal plan for staff employees. In some cases, departments may identify standard goals for the same group of employees (e.g. landscape workers & custodians).   

SAMPLE COMMENTS

Quality of Work

Projects are always completed on time with few errors. Once the employee did not know if all University documents needed to have the University logo and date, but she contacted the Media Relations department for advice before printing the document. It is recommended for the next review period that the employee familiarize herself with University branding requirements for printed and electronic documents.

Job Knowledge

The Project Coordinator is responsible for streamlining processes and researching best practices. She did an outstanding job on eliminating manual processes and creating workflows based on current research. The information was used to produce online training that reduced the cost of printed workbooks.

PERFORMANCE APPRAISAL TRAINING

Need training on the performance appraisal process? Human Resources offers in-person, web-based, and online 24/7 version of performance appraisal training. To register, visit Oracle Fusion and under the Me tab, select the Learning tile. Click the Course Catalog link in the bottom left, then search for Performance Appraisal.

ACCESSING THE SYSTEM

To begin, click here to access Oracle Fusion.