This document is intended as a guide for Finance and Operations merit staff, supervisors and HR professionals related to the Merit System Members Grievance Procedure outlined in the UI Operations Manual: 28.3 Merit System Members Grievance Procedures. Grievance processes and timelines are clearly outlined in the policy, however, this addendum guide is intended to provide Finance and Operations merit staff members direction as to which individuals will serve as the point of contact at the various grievance steps.
Grievance Step 1 - Employee’s immediate/administrative supervisor
Recommend supervisor consult with their HR Unit Representative upon receipt of a grievance.
Grievance Step 2 – Administrative Head of the Unit or Department
In Finance and Operations, these individuals are *:
- Business Services: Debby Zumbach, Associate Vice President and Director, Parking & Transportation and Business Services.
- Parking and Transportation
- Purchasing, Accounts Payable and Travel
- University Shared Services
- Laundry Services
- Printing and Mailing Service, Surplus, Materials Management
- Risk Management
- Department of Public Safety: ______________, Assistant Vice President and Director, Public Safety
- Facilities Management: Lynne Finn, Associate Vice President and Director, Facilities Management
- Treasury and Budget: Susan Klatt, Assistant Vice President and University Secretary
- University Business Manager and UI Space Planning: David Kieft, University Business Manager
- University Chief Financial Officer and Treasurer’s Offices: Terry Johnson
- Controller’s Office
- Accounting and Financial Reporting and Capital Assets Management
- Grant Accounting
- Financial Analysis
- Tax Manager
* Please note, the policy allows for these individuals to assign a designee to hear (if desired) and reply to the grievance after the grievance is delivered to the above contact. Recommend that the HR Unit Representative be involved in and/or made aware of the grievance process at Step 2.
Grievance Step 3 – Head of major functional or administrative unit of the University with a copy sent to Senior Human Resources Leader for the administrative unit.
In Finance and Operations, these individuals are:
- Head of major functional unit: Director, UI Employee and Labor Relations – email@example.com
- Senior Human Resources Leader: Lori Berger
Both the Director of UI Employee and Labor Relations and the Senior HR Leader will participate in the Step 3 grievance hearing and response.
Finance and Operations’ timeframe for completion of annual performance evaluations is January through December for non-organized P & S employees.
The evaluation due date will be established each year with a date in December.
All non-organized P & S employees should begin now in completing their self-evaluation found in Employee Self-Service under the My Career tile: Performance Review. The steps continue to include the following:
- Employee launches the review “Create New Review” to complete the self-evaluation.
- Employee completes review and routes electronically to supervisor via Performance Review tool.
- Supervisor requests feedback (optional) and completes their part of the review form.
- Supervisor schedules a time to meet with the employee to go over the review. Some leaders may also expect that a review of the performance rating occur with leadership prior to the meeting occur to ensure consistency across the organization. This should be done before communicating review to employee.
- Supervisor electronically routes review form to employee for acknowledgement.
- Employee electronically signs review, adding optional comments.
Review is automatically added to ePersonnel and rating is recorded in HR system.
Employees hired October 1, or later do not require a performance review at this time; however, discussion related to performance goals would be appropriate and are recommended for new staff.
Salary Policy - The Finance and Operation division salary policy is a separate process and will be managed later through separate communication.
Job Description Review – Performance evaluation time is also a good opportunity to review the position description. Any edits should be provided to the HR Representative.
Performance Reviews are completed via a tool accessible in Employee Self Service in “My Career”.
STEP 1 – Employee Self Evaluation
The first step is the employee self-evaluation. The employee initiates the review form and completes their self-evaluation. The supervisor should inform the employee and provide guidance on the completion date.
The creation occurs by the employee selecting “Create New Review”. There are also links to prior reviews for reference under the “History” tab.
Employee provides comments in the following sections:
- Three Universal Competencies
- Goals & Accomplishments
- Employee Additional Comments
Employees may choose to attach a document by uploading it the section called “Employee Performance Documents”.
Once the employee has completed all of the review form sections, they can select “Submit Performance Review” to send the form to their supervisor. If employee isn’t ready to send it, click “Save for Later” and a draft will be saved for the employee to come back to.
STEP 2 – Supervisor Option - Requesting Feedback
This section is optional and can be used to request feedback from others about an employee’s performance. The feedback can be added as part of the employee’s evaluation if the supervisor chooses to do so. Click on the Request Feedback Section. Also see the UI Best Practices Guidelines attached, if using the feedback option.
Click on “Request Some Feedback.” (Note this section is optional.)
Supervisors may send the request to individuals within the University of Iowa or outside the University of Iowa.
To select feedback from a University of Iowa individual, select the first option. Use the person search button to call up the person by name, University ID or Employee ID. Indicate the feedback deadline. Add a message to the persons from whom you are requesting feedback. It is often helpful to ask for descriptive responses on specific areas or items. For instance, the supervisor may ask the following if you are seeking information on the employee’s performance when it comes to collaboration. “What is an example of a barrier to collaboration that [employee] experienced in your workplace?” or “Describe a situation or a time when [employee] brought together other individuals or teams in order to drive results.” Click on the “Send Feedback Request.”
Here is an example of what an email looks like when the request is received by the individual the supervisor has requested feedback from. This may be helpful to know so it is not mistaken as a phishing or spam email.
When the feedback is sent to the supervisor, there will be an option to attach the feedback to the employee’s ePersonnel file if there is a check mark in the box indicating to do so. This must be unchecked in order for the feedback to not fully appear to the employee. Attaching it to the ePersonnel file is the only way the employee can see what was written. Attaching to the ePersonnel file is at the supervisor’s discretion.
STEP 3 – Supervisor Comments & Rating
Upon receipt of the self-evaluation from the employee, the supervisor provides comments about their assessment of the employee’s performance. They will also provide a performance rating.
When an employee has submitted their review to the supervisor, it will appear in the supervisor’s inbox. Click on the employee name to access the review form.
Enter comments in the text box under Universal Competencies, Goals and Accomplishments and Supervisor Comments. Supervisors may also read any attachments and employee has uploaded and may also attach any relevant information to the review. Please note, that any attachment included will be uploaded as an individual document in the ePersonnel file. The supervisor can also remove attachments if needed. Remember, it is optional to attach documents.
Scroll down to Overall Rating. Enter the date you and the employee will be discussing their review. Select a performance rating for the employee by clicking the appropriate radio button. Please note, if a supervisor has not discussed with their employee, prior to the review process, any concerns regarding their performance and are considering a “needs improvement” or “unsatisfactory” rating, it is recommended to discuss this with your HR Representative before meeting with your employee.
Once the supervisor has completed their portion of the review, you are ready to schedule a time to discuss your comments and rating with the employee. Select “Save for Later”.
Step 4– Supervisor Meeting with the Employee
Supervisor schedules a time to meet with their employee during a time that is free of distraction.
During the discussion, this is a good time for supervisors to hear from the employee about their last review period and not have the entire time devoted to supervisor comments.
Supervisor shares their written comments and then discusses with the employee goals for the next review period. Some supervisors may choose to schedule a separate meeting to confirm goals for the next review period as well.
Supervisors may also make note of any changes to the employee job description to share with the HR Representative.
The final step will be for the supervisor to share the overall rating for the review period and the thought process used in the assessment.
Step 5 - Finalizing the Review and Employee Acknowledgement
If during the evaluation discussion, the supervisor or the employee determine that they should make changes to their self-evaluation comments, the supervisor can return the review to the employee by clicking “Return Review to Employee”. The employee will only be able to see their own comments.
When the employee is done making changes, they click on “Submit Performance Review” to send the review form back to the supervisor.
Once the review is complete, the supervisor is ready to send the review to the employee for final comment and signature by clicking “Finalize Performance Review”.
STEP 6 – Employee Acknowledgement
In this step, the employee may again read the supervisor comments, make any final comments, and electronically sign the performance review by clicking Finalize Performance Review.
A second confirmation will pop up to confirm this step. The employee should again click Finalize Review.
The system will then record the rating and date of completion and attach the review as a document within the employee’s ePersonnel file. The performance review process is now complete!
Performance reviews for Merit staff need to be completed for the period of April through March, no later than March 31.
Employees hired January 1, or later do not require a performance review. However, supervisors should meet with staff to establish goals for the next review period.
STEP 1 – Supervisor Create/Launch Review
Merit staff will utilize the online UI Performance Review form in Employee Self Service. Departments may utilize a self-evaluation tool as an additional attachment as part of their review process. The evaluation is found in the “My Career” section of Employee Self Service.
The supervisor will create the form for Merit employees by clicking the green Create New Review button on the left side of the page in the performance tool. Merit employees do not have access to the evaluation in Employee Self Service until the acknowledgement step. If a self-assessment is used, this should be provided to the employee so they can complete it and return it to the supervisor prior to the performance discussion. Please note that a self-assessment is optional.
Once in the online form, the supervisor enters comments related to Core Values/Universal Competencies, Employee Goals & Accomplishments and Supervisor Comments.
STEP 2 – Employee Self-Review (optional)
A self-assessment document (F & O Merit Self Evaluation Template), if used, can be uploaded into the review on behalf of the employee.
STEP 3 – Request Feedback
Getting feedback about an employee’s performance from others – as appropriate – can enhance the feedback you provide, and can offer a broader perspective on staff skills, strengths, and behaviors. A discussion with the employee about who they would like to ask for feedback is a collaborative and transparent way to decide upon a list of feedback providers. Performance feedback can be initiated directly in the online review form using the Request Feedback tool.
If you plan to use the feedback tool, please see the best practices guidance below.
STEP 4 – Employee & Supervisor Discussion & Final Comments & Rating
Before finalizing, upload the self-review (if used), and any other additional documentation. You must select one of the rating descriptors. Do not use the No Rating option. A print option is available if you would like to share a draft with the employee during the conversation.
|Outstanding||Employee considerably and consistently surpassed performance expectations and goals in all areas, made a significant contribution to the department’s and/or University’s success through unique and exceptional accomplishments; and excelled beyond their peer group. This rating is typically reserved for an extraordinary year, is seldom earned year after year.|
|Exceeds Expectations||Employee surpassed performance expectations and goals, demonstrated unique understanding of work well beyond job requirements.|
|Successfully Meets Expectations||Employee met job performance standards, was reliable in attaining expected results, and the employee is capable and knowledgeable of their work. Work was completed on schedule with a high degree of accuracy.|
|Needs Improvement||Employee has not satisfactorily completed the assigned duties in some areas and needs to demonstrate improvement toward meeting performance standards, work results were inconsistent.|
|Unsatisfactory||Employee has not met expected standards or goals set for the position, does not demonstrate knowledge or ability to perform the majority of assigned duties, must show immediate and significant improvement toward satisfactory achievement of performance standards in order to continue University employment.|
After the performance review discussion, the supervisor can make additional edits to comments, if needed, and then finalize and send the form on to the employee for their signature and comments. This is done by clicking the Finalize Review & Send for Acknowledgement button at the bottom of the review.
STEP 5 – Employee Acknowledgement
Please remind the employee to log into Employee Self Service to review all of the information released by the supervisor. At that time, the employee can provide final comments on the process and then electronically sign the form. Once signed by the employee, the form, and any uploaded documents, are automatically sent to the ePersonnel file where the performance review process is identified as complete.