Gonzaga University

1. Gonzaga University Performance Management Open Information Session Spring 2009

2. Opening Remarks • Focus of Today’s Session • Review the enhancements to the performance review document • Define the shared responsibility between employees and supervisors • Discuss ways to prepare for the performance review discussion • Presentation and Revised Forms are available on-line at www.gonzaga.edu/humanresources • Please hold questions

3. Opening Remarks • Brief Historical Perspective • Based on recommendations from Performance Management Work Group (PMWG) the Cabinet and Board approved significant changes to the performance review and compensation systems • Training was held for supervisors and employees in Spring 2008 • Feedback gathered through: • Staff Assembly Compensation and Benefits Survey • Multiple facilitated feedback sessions across the campus • Enhancements have been made to the performance review documents based on this input • Full implementation targeted for June 2010

4. OpeningRemarks • Current Status • Performance Management Work Group (PMWG) has been reconvened for FY 2008-2009 • June 2009 annual increases are planned to be an Across the Board (ATB) increase or an adjustment to the minimum of the range (whichever is greater) • HR now working with the Pilot Groups (120 employees spread over 5 divisions) to go through a simulated compensation model and performance reviews

5. Opening Remarks • Path Forward • Pilot Groups evaluate the amended forms and compensation model to insure they are functional and a good fit for our culture • Feedback from the Pilot Groups will be provided to the PMWG • Recommendations made to the Cabinet in Summer 2009 • Change in Management’s Roles and Responsibilities • Greater accountability • On-going assessment and communication of employee performance • Greater utilization of Performance Review outcomes

6. Performance Management Cycle 1 • Setting Goals & Expectations • Define job criteria by which performance will be measured based on job description • Establish goals and objectives • Communicate expectations to employees • Rework objectives or performance standards, if necessary 3 2 • Annual Performance Review • GU Performance Review • Mistakes to Avoid • Behavior Based Statements • Performance Coaching • Define coaching • Give effective feedback • Recognize employees’ area of development • Coach for better performance • Document

7. Gonzaga Performance Review Packet

8. GU Performance Review Packet • Timeline of Key Months Document (New) • Overview Document • Employee Self-Review Document • Annual Performance Review Document Performance Review Packet can be found at www.gonzaga.edu/humanresources

9. Timeline Document • New Document intended to provide timeline by key months (February – June) for completing performance review process.

10. Overview Cover Sheet • States Compensation Philosophy • Outlines the program guidelines. Enhancements include: • February 1st – April 15th • 2-4 weeks to complete employee self review • Rating Definitions

11. Employee Self Review • Criteria reviewed by PMWG based on comments from feedback sessions held throughout campus. • Enhancements include: • Self Assessment – 5 to 3 - improvement opportunity, satisfactory, exceptional • Added Review Period • Employee Standards – similar to Supervisor Review except for Professional Development and Management and Leadership Responsibilities • Enhanced definition in goals section

12. Annual Performance Review Document • Criteria reviewed by PMWG based on comments from feedback sessions held throughout campus. • Enhancements include: • Expanded Assessment Rating Options with adding “N/A” and “.5” intervals • Performance Criteria – highlighting assess both Behavior and Competency Based • Additional Criteria – customize for the position (goal achievement, process management, quantity of work) • Enhanced definition in goals section

13. Performance Review Program Guidelines • Annual performance reviews are completed from February 1st – April 15th. • Prior to review meeting: • Ask your supervisor for your job description and self-review document generally 2-4 weeks prior to the performance review discussion • Ask your supervisor for any specific job criteria added to the review • Assess past year’s goals and timelines • Complete your self-review

14. Performance Review Program Guidelines • After the review has been administered: • Typically, annual salary increases spreadsheets will be distributed for approval/signature by Human Resources to the Area Vice President and should be returned to Human Resources no later than April 30th. • Any employee concerns regarding performance review content should be addressed between date of review given and May 15th within the Area Vice President Division • Final annual increase spreadsheets are provided to Payroll for loading from Human Resources to ensure fiscal year effective date. • Annual increases effective June 1st unless otherwise communicated by the University Cabinet.

15. Dual Responsibility between Employees and Supervisors

16. Dual Responsibility between Employees and Supervisors • Engage in on-going communication • Regular meetings • Weekly email updates • Project statuses • Ensure both parties are clear on job expectations, job description and duties • Discuss questions and clarify priorities

17. Dual Responsibility between Employees and Supervisors • Utilize Objective Criteria to demonstrate success during review period • Using metrics • Job expectations • Assess competencies • Utilize goal statements and progress made in achieving goals

18. Dual Responsibility between Employees and Supervisors • Create Goals • An effective goal statement provides an excellent basis for setting and monitoring progress toward strategically aligned goals • Goals should go beyond an essential job function • Goals should be something specific to focus on for the upcoming year • Use SMART formula (Specific, Measurable, Agreed Upon, Relevant, Timeframe)

19. Employee’s Role in Preparing for the Performance Discussion

20. Employee’s Role in Preparing for the Performance Discussion • Complete your self-review • Provide current information on your accomplishments • Provide specific examples of what you’ve done well • Provide specific examples of what you’d like to enhance with your work performance • Prepare what you would like to accomplish next

21. Employee’s Role in Preparing for the Performance Discussion • In addition to completing your self-review: • Confirm the time, and the place of the meeting • Be prepared to discuss specific examples of behaviors and performance outcomes • Be receptive to feedback • Be willing to take ownership to enhance performance • Be willing to receive assistance to heighten performance

22. Participation in the Performance Review Discussion

23. Participation in the Performance Review Discussion • Ask for feedback on what you’re doing well • Ask for feedback on what to improve • Ask clarifying questions • “What else could I have done to improve X?” • “Do you have any suggestions for me?”

24. Participation in the Performance Review Discussion • Discuss what you plan to achieve by the end of the next review period and ask what your supervisor expects you to achieve in this timeframe • Make sure you finalize SMART goals • Make your supervisor aware of any issues or roadblocks you are facing and discuss how they might be overcome • Let your supervisor know what you need from him/her during the next year to be successful

25. Participation in the Performance Review Discussion • Discuss your development activities for the year • Share progress you have made toward your own development • Find out how your supervisor can support you in accomplishing your development goals for the year • Complete the discussion • Thank your supervisor for his/her feedback • Recommit yourself to a successful year

26. Session Summary • Following the guidelines from this session will help enhance the performance review discussion • Employee’s Next Steps: • Meet with supervisor to receive self-review and review current job description • Complete your self-review document • Participate in review discussion by April 15th • Upcoming training targeted to further assist you: • Dealing with Change and Transition (May-June) • Please complete the evaluation form

27. Questions? • Email HR via the anonymous email tool on our website www.gonzaga.edu/humanresources • Email Heather Murray at murrayh@gonzaga.edu or Gretchen Stoup at stoup@gonzaga.edu