*OSU Extension is in the process of transitioning to a competency-based approach to human resource management which will include an improved performance management system to be developed in 2010. The description of performance management, processes, and timelines below are to be used until new materials are released in 2010.

Performance management is a systematic process for improving and sustaining human performance throughout the organization. It is important not to confuse performance management (involves planning, monitoring, and reviewing results) with performance evaluation (involves reviewing performance at the end of a time period). Performance management is an integrated approach to planning, coaching, performance observation and feedback, performance review. The ongoing process of performance management includes four major components:

Professional Development & Performance Planning

It is expected that the supervisor and employee will engage in professional development and performance planning discussions at least once annually. Professional development goals and performance goals should be developed and documented. Information from informal discussions, assessments, and performance feedback should be used in the planning process.

Performance goals are performance expectations related to core competencies and/or work to be accomplished. Professional development goals are goals focused on plans for learning and development to address areas identified through developmental assessments, performance goals, and/or career goals.

At a minimum, goals for the upcoming year should be documented in an employee’s written performance review. Ideally, performance planning should occur at any point when expectations change.

Ongoing Coaching

Coaching is an ongoing process of communication between the supervisor and the employee focused on improving current performance and building capabilities for the future. Coaching may involve informal conversations as well as more formal coaching meetings and written documentation.

Sources of Performance Feedback and Performance Documentation

Feedback provides employees and supervisors with performance information to supplement supervisory feedback and may include sources such as self, peers, clientele, or direct reports. Performance documentation provides a record of accomplishments during a review period. For example, the Unified Reporting System provides documentation of programming conducted and impacts for some employees.

Performance Review

Performance review is a summative two-way discussion and written documentation focusing on employee performance (areas of excellence, areas for improvement, goals related to performance and professional development). Review discussions should be clear, address issues that directly relate to job performance, and include a balance between progress on performance goals and how those goals were achieved.

General Information

• Performance Appraisal Rating Scale (Implemented in 2009)
• Unified Reporting System (URS)
• "Principles for Faculty Reward Systems in a High Performance Academic Culture"
• Provost Alutto Memo

County Directors

(includes both work as a county Extension director and an educator)

• Process and Timeline for County Directors
• County Director Self Evaluation
• Performance Input Self Evaluation
• Peer Evaluation Form and Sample Letter
• Clientele Evaluation Form and Sample Letter
• County Extension/Unit Director Evaluation Form and Sample Letter
• Educator/Specialist Counseling and Review Feedback Form

Educators

(for educators with no county Extension director appointment)

• Process and Timeline for Educators
• Performance Input Self Evaluation
• Peer Evaluation Form and Sample Letter
• Clientele Evaluation Form and Sample Letter
• Educator/Specialist Counseling and Review Feedback Form

Program Staff

(includes program assistants, program coordinators, program managers/specialists, program directors, etc.)

• Process and Timeline for Program Staff (county-based)
• Process and Timeline for Program Staff (state-based)
• Performance Input Form Self Evaluation or Self Evaluation (as appropriate for position)
• Peer Evaluation Form and Sample Letter
• Clientele Evaluation Form and Sample letter
• Performance Review Form

Specialists

(in the Department of Extension)

• Process and Timeline for Specialists
• Performance Input Self Evaluation
• Peer Evaluation Form and Sample Letter
• Clientele Evaluation Form and Sample Letter
• Educator/Specialist Counseling and Review Feedback Form

Support Staff

(includes office assistants, office associates, administrative associates, accountants, and other Administrative and Professional titles not in the above groups)

• Process and Timeline for Support Staff (county-based)
• Process and Timeline for Support Staff (state-based)
• Self Evaluation
• Performance Review Form