This process outlines the FASS procedure for sending out reminders of and processing employee Performance Evaluations for Classified employees or Officers of Administration (OAs).
See Performance Evaluation for Classified Employees Workflow or Performance Evaluation for Officers of Administration (OA) Workflow
Step-by-step guide
- See chart below for examples of employee performance evaluation (PE) dates.
- Complete the top section of the PE form (employee information) using the information provided in reminder email from FASS HR.
- Use Classified Performance Evaluation form or Officer of Administration Performance Evaluation forms to write up performance evaluation.
- Review PD and let us know if you would like to request any changes.
- Meet with employee to discuss PE and to review updated PD.
- Scan and email signed PE and PD to fass@uoregon.edu.
- If there are PD updates, you will receive an e-mail confirming approval. Have the employee re-sign the finalized PD and email back to fass@uoregon.edu.
- Give one copy of the signed PE and PD to the employee and keep one copy of each for your supervisory files.
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- University HR will send out a spreadsheet on the 15th of each month to FASS HR that has a list of every FASS supported employee's Performance Evaluation (PE) date.
- FASS HR sends out reminders to supervisors of upcoming employee Performance Evaluations with deadlines, evaluation instructions, and a copy of each employee's position description (PD) for review.
- Supervisor reviews PD and completes classified or OA PE form.
- Supervisor schedules meeting with employee to review evaluation and makes any changes/updates to PD.
- Supervisor and employee signs the Performance Evaluation, and PD if no changes are needed.
- Supervisor returns signed Performance Evaluation and PD to FASS HR.
- FASS HR saves PE in employee's personnel folder, prints an extra copy and sends it and the original back to the supervisor for their records
- FASS HR submits a digital copy of the PE to University HR (hrdocs@uoregon.edu).
- University HR enters the PE into the employee's Banner record.
- If PD updates/changes are needed, FASS HR agent follows the Position Descriptions: Creating or Updating a Position Description process.
- University HR will send out an annual reminder to FASS HR regarding FASS supported OAs' Performance Evaluations.
- FASS HR sends out reminder to employees' supervisors of Performance Evaluations, evaluation instructions, and a copy of each employee's position description (PD) for review.
- Supervisor reviews PD and completes classified or OA PE form.
- Supervisor schedules meeting with employee to review evaluation and makes any changes/updates to PD.
- Supervisor and employee signs the Performance Evaluation, and PD if no changes are needed.
- Supervisor returns signed Performance Evaluation and PD to FASS HR.
- FASS HR saves PE in employee's personnel folder, prints an extra copy and sends it and the original back to the supervisor for their records
- FASS HR enters the completed OA PE to UHR via MyTrack.
- If PD updates/changes are needed, FASS HR agent follows the Position Descriptions: Creating or Updating a Position Description process.
PERFORMANCE EVALUATION GUIDELINES PER SEIU COLLECTIVE BARGAINING AGREEMENT | EXAMPLES |
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New Hires: 6-month trial service ends on date of hire. Annual PE first of the month following the 1-year anniversary of their hire date. | Date of hire: 4/9/2020 6-month trial service: 4/9/2020 - 10/9/2020 Annual PE: 5/1/XXXX | Transfer: Employee retains original annual PE date. | See above. | Promotion: 6-month probationary period review on date of hire. Annual PE first of the month following the 1-year anniversary of the end of their probationary period. | Date of promotion: 4/9/2020 6-month probationary period: 4/9/2020 - 10/9/2020 Annual PE: 11/1/XXXX | Demotion: If demotion occurs from a promotion and before the end of the 6-month probationary period, the PE date shall revert to the original annual PE date. In the case of a Voluntary Demotion, the employee's PE date does not change. | Original annual PE: 5/1/XXXX Promoted, then demoted after incomplete probationary period Annual PE: 5/1/XXXX | Direct Placement: No |
trail trial service or probationary period. Annual PE first of the month following the 1-year anniversary of their hire date. | Date of hire: 4/9/2020 Annual PE: 5/1/XXXX | Reclassification: Annual PE first of the month following the month in which University HR received the reclassification request. | Request received by UHR: 4/9/2020 Annual PE after approvals: 5/1/XXXX |
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UHR: University HR PD: Position Description PE: Performance Evaluation CBA: Collective Bargaining Agreement |
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