University of Oregon
Human Resources Policy
Policy Title: Officer
of Administration Performance Management Policy
Preamble: Performance management is an essential supervisory tool to communicate
expectations, provide feedback, plan work, acknowledge contributions and plan professional
development and training activities for all university faculty and staff. This policy acknowledges
the institutional support for performance management for officers of administration serving in
supervisory, administrative, managerial and professional roles; articulates expectations regarding
performance management; and provides the framework for a performance management system.
Reason for Policy: To define and outline performance management expectations for those who
supervise or manage the work of officers of administration.
Who is Governed by this Policy:
(Please mark all that apply)
X
X
Officers of Administration (including faculty who hold administrative positions)
Faculty (who have supervisory responsibilities for 0A5)
Students
Staff
Other:
Who Should Know this Policy: President, vice presidents, deans, directors, department heads,
OA supervisors, university administrators, and all officers of administration.
1
' Policy Statement: The University of Oregon leadership supports a performance management
system for officers of administration (0As) and requires that officers of administration receive
annual reviews.
In some cases, comprehensive reviews are conducted for high-level administrative or academic
posts. (See "Comprehensive Review" below.) For those positions subject to comprehensive
reviews, formal annual reviews may be conducted less frequently. Justification for less frequent
reviews must be approved by the appropriate member of the senior leadership team. (See
"Definitions" below.) In these cases, an annual conversation between the OA and supervisor
regarding goals and work issues is exoected. In addition_ a review in th p first vpar nf P m n In vm p nt
is expected.
Each member of senior leadership is responsible for ensuring that the officers of administration in
his/her area receive regular reviews. Staff in Human Resources will track annual performance
review cycles and provide reports on completed reviews to members of senior leadership in
his/her area.
As envisioned at the University of Oregon, performance management reflects a collaborative, ongoing communication process between the supervisor and officer of administration that provides I
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opportunities for planning work, developing job skills and knowledge, and assessing performance.
Elements of the performance management process include:
• Reviewing the OA's job description or portfolio of responsibilities and revising as
appropriate;
• Developing performance indicators, outcomes, or expectations;
• Setting goals collaboratively, including professional development goals;
• Conducting regular coaching and feedback;
• Providing an opportunity for self assessment, a written performance review and a face-toface performance conversation at the time of the annual written review.
Comprehensive Review: In addition to the regular process, the responsible member of senior
leadership may designate that administrators at a certain level in his/her organization receive a
comprehensive review conducted periodically (e.g., five-year intervals) on a schedule determined
by contract renewal timelines and the scope of the individual's internal and external
responsibilities. These extensive and in-depth reviews typically are conducted by a committee
that prepares a final report for senior leadership. The purpose of these periodic in-depth reviews
is to gather input from a range of organizational levels and perspectives to assess the
administrator's performance and to identify strengths, challenges and professional development
opportunities.
Formats: Because officers of administration hold diverse and varied positions, no one written
format is required for all officers of administration. The Office of Human Resources will provide
formats on its website that may be used verbatim or modified (subject to Human Resources
approval) to meet specific profession or unit needs. It is expected, however, that unit leadership
will use the same format consistently among officers of administration with similar
responsibilities. The officer of administration and the supervisor will both be required to sign the
review to indicate it has been completed.
In addition to written formats, the Office of Human Resources is responsible for providing
management and supervisory staff resources and support for officer of administration
performance management. This support includes ongoing training, instruction and advice on
performance management; individual coaching with managers and supervisors; and a reporting
mechanism to track completed reviews.
Timing: The timing of the annual performance management cycle may vary from unit to unit
within the university, based on operational needs. Leadership in each department or division has
the authority and responsibility to determine and communicate the timeline as well as to
establish deadlines to allow for timely completion of the reviews within that unit.
Rebuttal: Officers of administration are entitled to submit written responses or rebuttals to their
reviews, as well as relevant attachments, for placement in their files.
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Responsible Partners:
The officer of administration receiving the review is responsible for:
• Setting annual work and professional development goals in collaboration with his or her
supervisor, manager or department head;
• Identifying any obstacles to achieving performance goals and communicating those
obstacles to the supervisor;
• Providing a self-assessment that summarizes progress towards goals and results (optional
but strongly recommended);
• Providing a response or rebuttal statement to accompany the review if he/she disagrees
with the review and wishes to do so.
The supervisor, manager or department head conducting the review is responsible for:
• Establishing and communicating the strategic goals and operational direction of the
department;
• Providing assistance to the officer of administration in setting appropriate work and
professional development goals;
• Providing ongoing coaching and feedback regarding work performance;
• Providing support and resources for completion of work and performance goals;
• Providing regular, thoughtful and constructive performance reviews that include both a
face-to-face discussion and written review.
Senior leadership and the Office of Human Resources are responsible for:
• Setting clear policy and guidelines for performance management that address the diversity
of officer of administration positions;
• Developing ongoing systems for performance management and monitoring results;
• Providing tools such as review formats as well as coaching and training in performance
management to ensure successful completion of the performance review process.
This policy supersedes any previous policy on this subject and any policy or practice with which
it may conflict.
Definitions:
Performance Management: The entire process of managing performance through the course of
a year, from initial goal setting to a year-end written review and face-to-face performance
conversation, with on-going coaching and feedback in the interim.
Performance Review: The written document that describes the body of work completed
throughout the year and the results of the work effort. This includes assessment of performance,
suggestions for improvement, goals and objectives for the year, and professional development
goals and accomplishments. It may include a staff response to the review and should be signed
by both the supervisor and the officer of administration.
Senior leadership: Institutional vice-presidents, the senior vice-president and provost, the senior
vice provost, and other positions as designated by the president.
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Forms/Instructions:
Performance management and review forms and instructions are located on the Human
Resources website.
Cross Reference to Related Policies:
Human Resource 03.05.01 Officers o. f Administration, Sections 2, 3 and 4
Responsible University Office:
University Office: Human Resources
Office Website URL: http://hr.uoregon.edu/
Contact Name: Linda King, Assoc Vice President for Human Resources
Email: [email protected]
Phone: (541) 346-3159
Related Documents:
General Information for officers of administration and their managers/supervisors: The
performance management cycle.
Information for officer of administration managers and supervisors: (1) Conducting a
performance review conversation, and (2) Professional development for officers of administration.
Information for officers of administration: Writing a self-assessment.
General information regarding performance management: Performance Review Formats.
Please see the Human Resources website for these documents.
Frequently Asked Questions:
The formats on the HR website do not meet our department's needs. Can we develop our own
form?
Yes, you can develop your own form, subject to the review and approval of the Office of Human
Resources.
Can we use third-party input?
Yes, you can solicit input from colleagues, customers, and/or subordinates about the officer of
administration's performance. This input should be synthesized into your review. Third-party
input cannot be added to the Officer of Administration's permanent file unless the name of the
person providing the input is furnished or the officer of administration waives his/her right to
review the information. A sample third-party input form is available.
Must the performance review be written?
Yes. The performance review includes both written and verbal components.
Must the performance review be signed?
Yes. It is important for the OA and the supervisor to sign to indicate that the review was
completed. Depending on the vice president's preference, you may also need to have the review
signed by the next level supervisor. The employee's signature acknowledges receipt of the review,
not necessarily agreement with the comments.
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Revision/Development History:
Organizational Category:
(Please mark only one)
Governance
Academic
X Human Resources
Facilities
Students
Finance and Administration
Relations
Health and Safety
Research
Libraries
Athletics
Information Technology
POLICY CONSULTATION AND REVIEW
Consultation and review by the following individuals or groups (optional):
Print Name
Signature
Print Name
Signature
Date
Date
The following section to be completed by the Executive Leadership Team (required):
REVIEWED AND APPROVED BY:
o
Executive Leadership Team
ISSUED BY:
117////0
Date
Office of the Senior Vice President and Provo ASSIGNED POLICY NUMBER: 03.05.04
POLICY EFFECTIVE DATE: 11/08/2010
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