Ithaca College

As we move into the middle of the spring semester, the Office of Human Resources would like to remind all supervisors and staff members that it is a good time to begin preparation for the 2009-10 performance feedback/review process.  It is an expectation that all Ithaca College staff members receive an annual performance review.  This review should be the conclusion of ongoing conversations between supervisors and those that take direction from them regarding goals, work accomplishments, and professional development.

The performance review is considered complete when a written summary is prepared, discussed, has appropriate signatures, and has copies distributed to individual staff members and the Office of Human Resources.  The process is not complete until a completed and signed copy of the performance review is placed in an employee's personnel file - that is the official work history for all staff members.  The goal is to have all performance reviews completed by the end of the fiscal year (May 31, 2010).  If a supervisor needs to go beyond the end of the fiscal year, they should contact either Vicki Estabrook at vestabrook@ithaca.edu, x-41509 or Mark Coldren at mcoldren@ithaca.edu, x-43853 in the Office of Human Resources.

At this point in time, there are a few different tools that can be used to complete written performance reviews.  The Ithaca College Performance Review form and Performance Planning Worksheet is available on the HR web site at https://www.ithaca.edu/hr/documents/emprel/perfreview/.  This is the form that has been offered for use for several years and is referenced in the Ithaca College Policy Manual, Section 5.2.2, at  https://www.ithaca.edu/attorney/policies/vol5/Volume_5-502.htm.  Some departments and supervisors have worked with HR to create performance feedback forms that they feel are more effective for their areas in capturing  performance review discussions.  Any of these forms for performance reviews are appropriate for the 2009-10 cycle, including the goals review forms (noted below) that were introduced last year for summarizing periodic conversations about goals and performance.

Consistent elements for any staff member performance review include:

   1. Feedback on identified work goals.  These goals could come out of specific projects, initiatives, and/or work identified by supervisors working with their direct report.  Staff members may use goal worksheets or feedback forms that have been offered by HR on their web site at
https://www.ithaca.edu/hr/documents/goals/.
https://www.ithaca.edu/hr/documents/emprel/perfreview/perf_review/

   2. Feedback related to a staff member's job/role.  Reference to an individual's job description can help with this feedback that should focus on how a staff member meets the expectations and job competencies of her/his role at Ithaca College.

   3. Professional development.  Supervisors should discuss individual development opportunities with their direct reports.  This can include things such as training, work assignments, educational coursework, etc.

Supervisors should take into account the results of performance feedback/review when they make decisions regarding the assignment of available rewards for staff members. 

These rewards can include the following:
 

• The assignment of a Full General Merit increase.
• The assignment of an Additional Merit increase.
• The assignment of a one-time lump sump payment (not added to the base salary).
• Other rewards including things such as attendance at conferences, training opportunities, work assignments, etc.

As always, the most important aspect of this process is the conversations between supervisor and staff member.  A successful performance feedback/review requires an effective communication process.  This can best be achieved by an interactive process where information and feedback are shared both verbally and in writing.  It is an expectation by the College that if any supervisor has identified that an individual staff member may not be meeting the expectations of their role, she/he should contact the Office of Human Resources prior to conducting the performance feedback/review.  If any supervisor or staff member has questions regarding the process or any tools that might be utilized, please contact Vicki Estabrook or Mark Coldren. 

Thanks.