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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?