PEP for Supervisors 2014

8/16/2019 PEP for Supervisors 2014

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4/22/20

PEP forSupervisors

2014

Today’s Agenda

The Basics

The PEP Process

PEP Forms

What the Ratings Mean

The PEP Meeting

More PEP Tips


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Performance Enhancement Program

Year-Round Process

Purpose

Communicate about performance

Align goals to strategic plan

Provide documentation

Why is this process important?

Align goals

Show you value the employees’ work

Improve performance as needed

Motivate and engage employees


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PEP Timeline

Apr 1: Link to PEP Status Report* from HR

Jul 1: New hire PEP notification from HR* (Apr-Jun new hires)

Aug 15: PEPs due in HR

Aug 16>:

PEPs require EAN for pay adjustment

Increase may not be effective Oct. 1

Dec 15: New Hire PEPs and EANs due in HR

* Notify HR with any updates immediately.

PEP Status report on EdWeb

Your own PEP

PEPs that are due from you

PEPs that are due from supervisors you

manage C = Complete

E = Expected

V – Void

Employees are encouraged to check status

of their PEPs


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PEP Status report on EdWeb (cont.)

Go to

http://think.stedwards.edu/registrar/edweb

Select PEP Status in left menu

Follow instructions

Tip:

Start planning now!

It takes time to do PEPs – especially if you

supervise more than one employee

Use PEP Timeline Worksheet*

* [See handout]


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PEPs are due on all staff

employees hired before July 1

Even if employee transfers

Supervisor of record on Mar. 31 submits PEP

Previous or new supervisor provides input

Past PEPs can provide information about goals &

performance

Tip:

If your supervision of an employee endsduring the middle of an evaluationperiod:Prepare a PEP up to that pointSubmit it to HR

Give it to the new supervisor, if possible


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Annual pay increase (if any)

is linked to PEPs

No PEP, no pay increase!

To ensure eligibility forOct. 1 increase, PEPs must be:

Complete

Employee’s Annual Report of Activities

Parts I, II & III of Goals & Evaluation Form

Documentation for any other-than-Successful ratings

All three signatures (employee, supervisor, supervisor'ssupervisor)

Performance Improvement Plan (PIP), if required

In HR by Aug. 15


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PEPs submitted after Aug. 15:

PEPs submitted after processing deadline will

require EAN (signed by VP) for pay increase

EANs for late PEPs will be processed for

(retroactive) pay increase the next month

No pay increase if PEP submitted after Dec. 15

Performance Improvement Plan(PIP) required

PIP* must accompany PEP with 3 or more “NeedsImprovement” ratings

Most of the work is already done PEP already provides examples

Just add goals & timetable

*[See handout]

Meet regularly with employee to review progress & re-evaluate in 3-6 months

If insufficient progress, continue disciplinary process


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Employees with 3+ NeedsImprovements are not eligible

for Oct. 1 pay increase

Pay increase could send a “mixed message”

Keep your manager/VP informed about performanceproblems

VP can make exceptions (with input fromsupervisor/manager)

Adjusted increase?

Delayed increase?

Make any recommendations for exceptions promptly!

A delayed pay increase:

Sends a clear message that there is aperformance problem

Gives employee with PIP time todemonstrate improved performance

Provides an incentive & documentation

But remember: PEP is still due Aug. 15

EAN and PIP update for delayed increase are due by Dec. 15


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New Hires (hired Apr 1-Jun 30):

Will appear on your PEP Status Report July 1

Are eligible for Oct. 1 pay increase, if you haveenough info to evaluate and 90-day orientationperiod is completed

Postpone the PEP if you don’t have enoughinformation (“Insufficient Info” ratings)

Pay increase will be postponed

New Hire PEPs and EANs are due by Dec. 15.

The PEP Process


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Employee completes:

Annual Report of Activities*

Includes suggested self-goals

Allow at least one week

Supervisor completes:

Goals & Evaluation Form*

Evaluation of Last Year’s Goals

Goals for Next Year

Consider employee’s suggestions, departmental goals, and universitystrategic plan

Operating Principles in Action

PIP (if 3 or more Needs Improvements)

Supervisor’s Comments *[See handouts]

Review draft PEP with your supervisor andmake any adjustments

Conduct PEP meeting with employee

Employee completes Employee Comments

Optional

Allow up to one week

Employee & supervisor sign PEP

Send completed, signed PEP to your

supervisor for final review and signature

Submit completed PEP to HR by Aug 15.


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Completing the PEP

Forms

Before you begin, review:

Employee’s Annual Report of Activities (ARA)

Last year’s PEP

Other performance notes

Your calendar

Employee’s job description*

* [Is it up-to-date?]


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Employee Information Section

Fill out completely (Evaluation Period, ID #, Job Title,

etc.)

Make your signature legible (or print your name

below it)

Evaluation of Last Year’s Goals

Write something , even if there were no goals last year

It’s okay to cite employee’s ARA -- if you agree with it

Goals for Next Year

Not too many (4-6)

Not too general or too specific

S.M.A.R.T. Specific

Measurable

Action-Oriented

Realistic

Timely

* [Tip: Training is not a goal!]


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Operating Principles in Action

Reflect SEU operating principles

Behaviors listed are only a few examples

You must choose one rating:

Insufficient Information

Needs Improvement

Successful

Approaches Ideal

Note total # Needs Improvements

Remember:

3 or more Needs Improvements =

Performance Improvement Plan (PIP)

Insufficient Information =

Postpone New Hire PEP (due by Dec. 15)


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What the Ratings Mean

Insufficient Information

The employee is so new to your supervision or

is so new to the task/responsibility that you are

not able to form any opinion of his/her

performance in this area

Postpone PEP (due by Dec. 15)


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Needs Improvement

Employee must demonstrate improved

performance in this area in order to be successful

A “Needs Improvement” rating in the same area for

more than one PEP cycle is cause for concern and

possibly disciplinary action

3 or more = PIP required

Appropriate for new employees, or employees with

new responsibilities

Successful

Employee is doing just fine in this area

Successful is good!

Successful does not mean “just average” or a

“C” grade

Most employees are “Successful” in most areas,

most of the time


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Approaches Ideal

Employee had the opportunity to demonstrate

extraordinarily outstanding performance in this

area, this year

Not an evaluation of the employee, but of the

employee’s performance this year

It is not usually possible for an employee to

“approach ideal” in all areas every year

Tip:

It can be risky to give a new employee

Approaches Ideal ratings on

his/her first PEP


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Documentation required

Any rating other than “Successful” requires a written explanation

At least one specific, behavioral example tosupport “Approaches Ideal” or “NeedsImprovement”

Give reason for “Insufficient Information” (e.g., hiredate)

If ratings don’t include a specific, behavioralexplanation, they may be returned for more

documentation.

Why document?

So the employee will know specifically whatto do – or stop doing – to remain or becomesuccessful

As a self-check that you are evaluatingemployees consistently

To provide documentation for any future

disciplinary action

To support salary decisions


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The PEP Meeting

Choose good time and place

Allow plenty of time

Give the employee time to review the PEP

Make it a dialogue, not a one-way conversation

Don’t be afraid of emotional reactions

Make it developmental, not punitive

Leave the employee with one clear message abouthis/her performance

If pay increase will be affected, say so!

Express confidence in the employee


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More PEP Tips

Explain your rating system ahead of time

Pay attention to the employee’s Annual Report

of Activities

Be honest

Be specific

Be consistent

Rate over the entire year

No surprises!

Remember the EAP


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Employee Assistance Program

Alliance Work Partners

800-343-3822

http://www.alliancewp.com

PEP Information & Online Forms

http://think.stedwards.edu/hr/content/performance-management

http://think.stedwards.edu/hr/human_resources_forms


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Goal-Setting Resources Goal Setting Guide:

www.goal-setting-guide.com/smart-goals.html

Goal Setting Wikipedia Style:

http://en.wikipedia.org/wiki/Goal_setting

Creating S.M.A.R.T. Goals:

http://www.topachievement.com/smart.html

Steps for Goal Setting & Achievement:

http://www.topachievement.com/paulchristenbury.html

SMART Goal Setting Worksheet With Guidance Notes:

http://www.executive-and-life-coaching.com/support-files/smartgoalsettingworksheet.pdf

Available in HR:

Coaching, Counseling, & Discipliningmanual

Books

Videos & DVDs

Individual assistance


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Available at the Munday

Library:

Recommended DVDs

Painless Performance Improvement

The Leadership Pickles

Keeping the Good Ones

Questions?

Comments?

Concerns?

PEP for Supervisors 2014

Documents