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HOWARD UNIVERSITY STAFF PERFORMANCE EVALUATION PROGRAM (PEP) FREQUENTLY ASKED QUESTIONS (FAQs)

1. When are staff annual PEP evaluations to be completed? This year's Performance Evaluation Program will follow the timeline listed below: July 1, 2009 through April 3, 2010: May 1, 2010: FY-2010 PEP Cycle

Updated PEP forms available at http://www.hr.howard.edu. Supervisor and Manager PEP Information Sessions

May 6, 2010 through June 24, 2010: July 1, 2010:

Completed PEP forms due (Department of Compensation and Performance Management)

The information is generally disseminated via e-mail and on the Office of Talent Management web site located at www.hr.howard.edu. 2. For whom do I need to conduct a PEP evaluation? This program covers all non-student, non-wage, non-union staff employees hired on or before January 4, 2010. A supervisor or manager must have supervised the employee for 90 days to rate the employee. 3. Where do I get a PEP evaluation form? Visit the Office of Talent Management web page at www.hr.howard.edu, click on the Performance Evaluation Program link, then click on and download the appropriate evaluation form. 4. Can I customize the PEP evaluation form further for use in my own area? Changes are not allowed to the PEP evaluation forms. Please contact John Peeples, Interim Assistant Vice President of Talent Management by email ([email protected]) or via phone at 202-806-1297 for further information. 5. Is the employee required to sign his or her evaluation form? We ask that the supervisor and employee sign the PEP evaluation form as an indication of commitment to the developmental goals for the year. Signature on the PEP evaluation form does not indicate agreement with the supervisor's evaluation feedback. If an employee does not sign the evaluation, s/he is still accountable for the responsibilities and performance of the job. 6. Who can look at an employee's past performance evaluation in the employee's personnel file? The rating official, reviewing official, appropriate Dean and key decisional authority (Provost, Senior Vice Presidents of that area) may review and have access to performance ratings of employees under their purview. Email John Peeples, Interim Assistant Vice President of Talent Management ([email protected]) or via phone at 202-806-1297 to request a copy of the employee's previous performance cycle evaluation.

HOWARD UNIVERSITY STAFF PERFORMANCE EVALUATION PROGRAM (PEP) FREQUENTLY ASKED QUESTIONS (FAQs) An employee may view his/her performance evaluations on file in The Office of Talent Management, Department of Human Resource Information Systems (HRIS). The employee must bring photo identification, such as an HU identification card or driver's license, in order to view the contents of his/her file. 7. To whom do I send performance evaluations once they are completed? Forward the ORIGINAL signed PEP evaluation form for each staff member to the Office of Talent Management, Director of Compensation and Performance Management. Keep a copy of all signed documents for your own files and provide a copy to the employee. Some divisions require managers to forward their originals to an internally designated individual before sending them to the Office of Talent Management. Please follow your internal guidelines for this process. If your division has this added internal step, you will need to complete your reviews earlier so that your division can meet the established deadline for the submission of the PEP evaluation forms. 8. What happens to the evaluation form once I submit it? Performance evaluations are recorded and then are placed in the employee's personnel file in The Office of Talent Management, Department of Human Resource Information Systems (HRIS). 9. What if my employee wants to add comments to the evaluation? An employee may submit a memo to be included as an addendum to the evaluation form for inclusion in his/her personnel file at any time. As the supervisor, you should inform the employee that s/he has the right to add documentation to the file if desired. 10. What do I do if I encounter difficulties with this process? Email John Peeples, Interim Assistant Vice President ([email protected]), or via phone at 202-806-1297. 11. Are managers required to attend PEP training? The PEP information sessions are critical to gathering insight into performance management guidelines and preparation for the next PEP cycle. It is MANDATORY for all managers and supervisors responsible for conducting a PEP evaluation to attend one PEP general information session during this performance cycle. Any additional questions regarding PEP process should be directed to John Peeples, Interim Assistant Vice President of Talent Management ([email protected]) at extension 6-1297 of Talent Management

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