Below are open Zoom general sessions which may contain participants from any academic and/or administrative area.

Does this process apply to all staff? Both, unclassified and university support staff?
The new process and forms will be used for evaluating all employees, except tenured or non-tenure track teaching and/or research faculty, graduate students, temporary employees or student employees.

Will training be available for supervisors and employees?
Yes, the training series encourages both supervisors and employees to attend. Register for one of the available training sessions at the top of this webpage.

How will communications be sent out?
We will communicate with the university about upcoming changes through K-State Today. Past articles can be found on the performance management strategic initiative page. Upcoming training and other resources can be found on the Human Resources performance management webpage.

Will the performance planning, evaluation, and process change?
Yes, there are new performance management forms. However, you will find that performance management best practices will still be aligned with this new process.

What is the purpose of the performance management process?
The purpose of the performance management process is to have a unified approach to set clear shared goals that are aligned with our mission of reaching operational excellence.

How are signatures collected for remote employees?
For remote employees, signatures are collected by having supervisors sign the document after meeting with the employees. The signed document is then forwarded to the employees via email, along with a deadline for them to return the signed document.

Will data be used from employee evaluations and if so how?
Performance level data can be reported and used as deemedappropriate by the university.

Will this be a paper process? How will the forms be available? Will there be a separate platform?
To start, this process will be available in paper form. Our ultimate goal is to implement an electronic system to streamline and support this process in the future.

Will merit dates align with the performance management lifecycle?
Yes. Performance evaluations will be due in the Spring of the calendar year following the evaluation period.  Budget allocations for any kind of salary enhancement, while not guaranteed, will be determined in the spring and may include a merit increase. The university will soon participate in a compensation study which will include pay administration guidance as one of the outcomes.  These pay administration guidelines will address salary enhancements for ideal alignment with the performance management process.  

Is the mid-period check-in optional?
The mid-period check-in is a part of the performance management lifecycle.

How are new performance levels impacting merit raises? Are there identical merit levels for each of the performance levels?
The new performance levels that apply to staff will ensure that everyone is using a four-point evaluation system. The university’s compensation study includes pay administration guidance which will provide details around assigning merit, if one is allocated.

Will USS staff still have a 6 month probationary period?
Yes.

Why should a health event not be listed as an employee’s performance barrier?
Employees are expected to perform the essential functions of their job with or without accommodations.

Will salary increases be attached to evaluations?
Salary enhancements are determined in the Spring once the university understands the budget allocation that is available.  Salary enhancements may come in the form of an across-the-board increase or a merit increase, which is an increase tied to performance.  While salary enhancements are not guaranteed, the unified performance management form and process provide a consistent approach for merit allocations.

Will we receive reminders when items are due via email? Will HR need to send out reminders for every step of the process?
Yes, you will receive reminders when to complete specific forms throughout the review period. These reminders will come from HR liaisons as well as direct supervisors to their employees.

Do we go to the website to complete forms?
Yes, the forms are available on the Employee Relations and Engagement website.

What does this year look like for performance management?
We recognize that 2024-2025 will be a significant transition year as we move from old systems, processes, and forms to a revised approach starting in January 2025. We encourage units and departments to complete 2024 evaluations using the existing processes and forms, and to begin 2025 with the new processes and forms. We understand that this transition may present some challenges and Employee Relations and Engagement is here to provide support and guidance throughout this process.

What is my role in this process?
HR liaisons play a crucial role in all HR processes, your role will continue to be essential. We will reach out early next year to provide more details and discuss your responsibilities in this new context.

What is the document retention schedule for this?
HR will provide guidance to HR liaisons.

Where are forms submitted or housed? Will something be required to be submitted within the windows for each phase?
Supervisors should keep the employee performance plan, coaching or feedback forms, mid-period check-in notes, and employee self-reflections organized and readily accessible for reference. At the end of the year, the supervisor will submit the year-end review to their HR liaison, who will then store it electronically in the employee’s personnel file.

We started the year with an existing performance planning and evaluation tool. Do I need to transfer this information to the new system to evaluate performance for 2024?
No, we encourage you to complete the 2024 evaluation period using the process and tools you originally began with. You will be expected to start using the new tools and processes beginning January 1, 2025.

An employee is not performing well, despite coaching. How do I address performance issues on a disciplinary level?
The website will have best practices on how to address performance issues. Employee Relations and Engagement is also always available to provide guidance.

Supervisors and supervisees are to collaborate on task objectives: what happens if they cannot agree on certain items?
Supervisors have the discretion to finalize task objectives.

What timeline do I follow if the employee is hired mid-year?
Supervisors should still establish the employee performance plan no later than two weeks after hire.

There is still an expectation to follow the performance process to include performance planning, mid-point check-in and end-of-year assessment. If you need further guidance, please reach out to Employee Relations and Engagement.

What happens if my employee is on a leave of absence for more than 30-days?
The performance review is to be completed and submitted within the first 30 days back on the job. Employees are evaluated only on work performed while on the job during the performance period.

What if the employee refuses to sign?
If an employee refuses to sign a document, clarify that the signature does not indicate agreement; it simply acknowledges that a conversation took place. Employees are also encouraged to add comments to the documentation. If the employee still chooses not to sign, please note on the signature line, "Employee refused to sign," and include the date.

What advice do you have for us with an employee whoseself-reflection does not align with their PD and/or their supervisor's assessment of them?
This would be an opportunity to have an open dialogue to understand the disconnection. Ultimately, it is the supervisor’s discretion.

What happens if the supervisor does not complete the evaluation?
Their manager should hold their supervisor accountable.

Why don’t supervisors turn in forms to HR after each step?
It is important to have meaningful conversations about each step throughout the year. To assist with these conversations, it is valuable to have ongoing performance documentation readily available.

What happens if the employee’s supervisor changes during the year?
The appropriate person to finalize the performance document depends on the phase of the performance management lifecycle. For additional guidance for nuanced situations, please consult with Employee Relations and Engagement.

Should employees be given time on the clock to complete their self-reflection?
Yes, employees should be given time during work hours to complete their self-reflection, as it directly relates to their performance and development in their position at K-State. Allowing this time demonstrates a commitment to their growth and encourages meaningful engagement with the performance process.

What do I do if my supervisor has not followed through on this process?
Work with your supervisor to schedule a time to discuss.

Where can I access additional job-related development opportunities?
Employees will have an opportunity to discuss development opportunities during the employee performance planning. This may look different depending on your position.

Do I need to wait for my supervisor to develop my employee performance goal plan?
No, you do not need to wait for your supervisor to develop your performance goal plan. We encourage you to be proactive and engaged in this process.

Where do I access my current position description?
Communicate with your supervisor to obtain a copy of your position description.

Will I receive training on the new process and forms?
Yes, you are encouraged to attend one of the training sessions using the registration options on this site.

Has the rating scale changed?
The unified performance management process has four-point performance levels to include: distinguished performance, successful performance, variable performance, and significant performance gaps. View the performance levels (pdf).

Will my performance level impact merit increase?
Performance and merit should be considered separately. While performance can influence future merit decisions, it's important that performance reviews accurately reflect the employee’s actual performance level. Merit decisions, on the other hand, will be based on a range of factors beyond just performance.

Are there opportunities for employees to provide feedback about their supervisor?
Yes, employees can provide comments during the mid-period and end-of-year reviews. Additionally, employees are encouraged to give feedback to their supervisors at any time throughout the performance management lifecycle. This ongoing dialogue helps foster a more open and collaborative work environment.

Will employees be provided instructions on how to complete their self-evaluation?
Yes, there are instructions available for completing the employee self-reflection form. Resources will also be accessible on the HR website. If employees have questions, they can always reach out to Employee Relations and Engagement for assistance.

Can I complete my self-reflection using pen and paper?
Yes, your supervisor will provide you with a hard copy of the self-reflection form if you prefer to complete it using pen and paper.