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Policies and Procedures Manual Section 6

Western ¾ÅÒ»Â鶹ÖÆƬ³§ University is committed to providing opportunities for staff to develop on the job and to prepare for possible advancement. We believe this is achieved through a performance management process that deliberately plans our focus, activities, and responsibilities to achieve the results we want and need. Training on the performance management process is available throughout the year or can be arranged through Human Resources. More information is available at Performance Management.

Objectives of performance management process

1. Focus employees on both what they do (through development of objectives) and how they do it (through selection of WMU-defined competencies).
2. Encourage interaction between supervisors and employees through frequent and constructive performance discussions and written documentation.
3. When possible, tie individual objectives to University/department goals.

Three main phases of performance management process

1. Initial objective-setting. Occurs between June and September each year. While the supervisor sets the overall direction, the employee should draft objectives for discussion using the performance management form. Finalized objectives and competencies require next-level managers' review.
   
   Complete instructions are included on the performance management form, which can be obtained from the HR website or from Human Resources.
2. Performance tracking and coaching. Informal reviews and ongoing coaching/discussions occur throughout the year. One formal mid-year review is required. Both the employee and the supervisor should document performance at the mid-year review.
   
   Supervisors may review and document performance at any time during the year if the employee's performance is deemed to be at the "needs improvement" level.
3. Year-end performance review. Due in May, the employee completes a self-appraisal, while the supervisor completes an independent review which is approved by the next-level reviewer prior to discussion with the employee. The supervisor and employee meet to discuss performance and the final review.

Performance improvement plan

If an employee's year-end overall rating is "needs improvement," a performance improvement plan is required. The employee does not receive an annual pay adjustment until satisfactory performance is achieved and documented.

Note: Supervisors may review and document performance at any time during the year if the employee's performance is deemed to be at the "needs improvement" level.

Procedure-performance improvement plan

1. The employee, supervisor, and a Human Resources representative meet to discuss performance, beginning with the current performance management form.
2. Together, the employee, supervisor, and Human Resources representative set objectives and competencies for the performance improvement plan cycle.
3. The supervisor and employee set a date, usually in three to six months, for the next performance review relative to the performance improvement plan.
4. If the employee's overall rating is no longer "needs improvement," the employee resumes the normal performance management cycle. The employee receives any annual pay adjustment effective the date of the satisfactory review.
5. If the employee's rating remains at the "needs improvement" level, the employee may be discharged from the University. Human Resources must be contacted prior to finalizing a decision to terminate an employee.

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