810  Performance Evaluation Reviews

Approved by President
Effective Date: June 5, 2017
Responsible Division: Business and Finance
Responsible Office:  Human Resource Services
Responsible Officer:  Assistant Vice President, Human Resource Services

I.  Purpose

This policy establishes the criteria for Middle Tennessee State University (MTSU or University) performance evaluation programs which encourages communication, promotes employee development, improves job performance, improves job satisfaction, identifies training needs, and provides records of job performance.

II.  Evaluation Periods

New classified and administrative employees will be evaluated after completion of the first four (4) months of the six (6) month probationary period.

All other classified and administrative employees will be evaluated annually before April 30 each year.

Faculty will be evaluated annually before June 30 each year.

III.  Employee Groups to be Evaluated

All regular employees shall be evaluated with the following exceptions:

A.  Employees on extended leave;

B.  Any employee who has a new supervisor who has had insufficient time (less than six [6] months) to accurately evaluate his/her performance.

These exceptions should be noted on the forms or memos and filed in the employee’s permanent personnel file.

IV.  Processing

A.  Classified Employees

1.  Personnel evaluations are completed and routed electronically through the system.

2.  As a reminder, Human Resource Services (HRS) will send a general memorandum in February to supervisory staff reminding them that all performance reviews must be completed and submitted to HRS prior to April 30.

3.  Prior to the supervisor discussing the evaluation with the employee, it should be routed to the evaluation reviewer for approval. Once approved, the supervisor must discuss the evaluation with the employee. Each area should be reviewed and the employee should be given the opportunity to ask questions. 

4.  The employee should be given the opportunity to write his/her comments by separate memorandum, which may be attached electronically or sent to Human Resource Services.

5.  The employee should acknowledge electronically through the system that the evaluation has been discussed with him/her.  

6.  The electronic evaluation will be stored by HRS as a part of the employee’s personnel file.

B.  Administrative Employees

1.  HRS will send a general memorandum in February to supervisory staff reminding them that all performance reviews must be completed and submitted to HRS prior to April 30.

2.  Personnel evaluations are completed and routed electronically through the system.

3.  The supervisor must discuss the evaluation with the employee. Each area should be reviewed and the employee should be given the opportunity to ask questions. 

4.  The employee should be given the opportunity to write his/her comments by separate memorandum, which may be attached electronically or sent to Human Resource Services.

5.  The employee should acknowledge electronically through the system that the evaluation has been discussed with him/her.

6.  The electronic evaluation will be stored by HRS as a part of the employee’s personnel file.

C.  Faculty

1.  The office of the Provost will send a memo to Department Heads reminding them that a performance evaluation is due.

2.  The format of the evaluation is left to the discretion of the Department Head. They may use a written narrative or whatever the appropriate format prescribed by the academic college or department.

3.  The evaluation should be signed by the faculty member and the supervisor to indicate that the faculty member was given the opportunity to discuss the evaluation with the supervisor.

4.  The faculty member should be given the opportunity to write comments concerning the evaluation in a separate memorandum which will be attached to the evaluation.

5.  The original copy of the evaluation should be filed as part of the faculty member’s personnel file in the office of the Provost.

V.  Confidentiality of Job Performance Evaluations

Pursuant to T.C.A. § 10-7-504(a)(26)(B), job performance evaluations of employees of public institutions of higher education shall be treated as confidential and shall not be open for public inspection. See also Policy 120 Public Records – Inspecting and Copying.

Forms:  none.

Revisions: none.

References:T.C.A. § 10-7-504; Policy 120 Public Records – Inspecting and Copying.