Staff Annual Performance Review

Performance reviews are more than just a procedural requirement—they provide a valuable opportunity to reflect on your accomplishments, discuss areas for growth, and align with your supervisor(s) on goals for the future. The performance review discussions between employees and supervisors are designed to support your professional development while reinforcing our shared commitment to excellence.

The revised Annual Performance Review (APR) framework is built around five key performance elements that are deeply connected to our Be One UT values. These elements serve as the foundation for assessing and recognizing the contributions of employees across the university.

1. Accomplishments
   The extent to which the employee meets expectations in performing the job functions of his/her position as defined in documentation such as the position description (PD), annual goals, etc.
   How they align: Accomplishment represents the ability to achieve the desired outcomes and strive for excellence consistently. It aligns with being bold and impactful, as individuals who demonstrate accomplishment make a significant and positive difference in their work. The competency of accomplishment also aligns with the value of excelling in all we do, as it reflects a commitment to continuous improvement and outstanding performance.
2. Service and relationships, Interpersonal/Communication Skills, and Collaboration
   The extent to which the employee's behaviors are directed toward fostering positive working relationships in a diverse workplace, respect for fellow workers, and cooperation with students, customers, and visitors.
   How they align: Service and building relationships with diverse individuals and communities align with embracing diversity and fostering unity. It demonstrates a commitment to inclusivity, collaboration, and forging meaningful connections to achieve collective impact.
3. Accountability and Dependability
   The extent to which the employee contributes to the department's effectiveness and the University's overall mission. (NOTE: Time off approved under FMLA may not be considered.)
   How they align: Accountability and dependability demonstrate integrity, openness, and a sense of responsibility towards the University of Tennessee community. They contribute to fostering a culture of trust and transparency within the organization. Effective communication skills enable individuals to embrace diversity by fostering inclusive conversations and understanding different perspectives. Transparent and trusted communication builds integrity, openness, and accountability within the organization.
4. Adaptability & Flexibility
   The extent to which the employee exhibits openness to new ideas, programs, systems, and/or structures.
   How they align: Adaptability demonstrates a positive and visionary mindset, embracing change and envisioning future possibilities. It aligns with the values of being optimistic, visionary, nimble, and innovative, as it encourages individuals to embrace new challenges and adapt in a rapidly evolving environment.
5. Decision Making & Problem Solving
   The extent to which the employee makes sound and logical job-related decisions that are in the University's best interest. (As applicable, this element includes developing and managing human and fiscal resources within the framework of university policy.) 
   How they align: Problem-solving abilities help tackle grand challenges and drive innovative solutions. They enable individuals to think critically, adapt to change, and find creative ways to address complex issues, aligning with bold, impactful, nimble, and innovative values.

The new rating structure for the key performance elements is as follows:

• Distinguished Performance and Role Model Status
  Clearly and consistently demonstrates extraordinary and exceptional accomplishment in all major areas of responsibility. Performed above and beyond expectations under exceptional circumstances during the review period. Others rarely equal performance of this caliber in similar roles. (Requires specific examples)
• Superior/Highly Effective Performance
  Performance is continually and consistently superior and regularly goes beyond what is expected. An exceptional contributor whose performance exceeds expectations on a consistent and sustainable basis.
• Fully Successful/Effective Performance
  Performance consistently meets the critical requirements of the position, continually achieves preset goals, and performs with distinction. Incumbent performance is reliable and consistent in adding value to the work unit.
• Partially Successful Performance/Needs Improvement
  Performance does not consistently meet or occasionally falls below what is required of the position; improvement in specific areas is required. (Requires specific examples)
• Unsuccessful/Unacceptable Performance
  Performance fails to meet minimum expectations for this role, and immediate and sustained improvement is required. (Requires specific examples)

In addition to the 2024 APRs, we have also made the 2025 goals development and submission available in DASH. This will allow Supervisors and Employees the opportunity to discuss and plan goals for the upcoming year. Setting clear and achievable goals is crucial for personal and professional development.

Online Courses for Annual Performance Reviews (APR):

Online courses are available in K@TE at https://kate.tennessee.edu/ to provide employees and managers with a guide to understanding and navigating the new annual performance review process within DASH and preparing for meetings and discussions.

Employees: Understanding and Navigating the Annual Performance Review Process in DASH (1-hour, self-guided)

Managers: Understanding and Navigating the Annual Performance Review Process in DASH (1-hour, self-guided)

DASH APR Workflow Overview:

The electronic workflow of the APR requires engagement of the Manager, Next Level of Administration and Employee. The sequence of workflow is outlined below with email notifications being delivered to each user when action is required.

1. Employee initiates the review process via completion of the Employee Self-Evaluation form.
2. Manager completes draft of Evaluation of Employee and submits it.
3. Form routes to Next Level of Administration (Manager’s Manager) for review, requiring approval to be released back to the Manager.
4. Form returns to Manager for final review, and updating if necessary. Manager shares performance document with employee.
5. Form routes to Employee for review, signature and confirmation that the performance review meeting was held with manager.
6. Once signed by Employee, form routes back to Manager for signature and confirmation that the performance review meeting was held with employee.
7. Performance document is recorded in DASH.

**Each user should look for e-mail notifications from [email protected] regarding the 2024 Staff Annual Performance Evaluation and log into DASH to take action according to the workflow outlined above.**

Accessing 2023 Reviews: 

• 2023 performance reviews are available to “view, print and save” in the Online Performance Review (OPR) System utilized last year. You can access 2023 reviews by logging into the OPR at  http://opr.utk.edu/.
• Supervisors may export a copy of 2023 reviews for direct reports by selecting the “Actions” drop-down menu presented in the toolbar next to each employee’s completed review, then selecting “Export as PDF.”
• Employees may export a copy of their 2023 review by selecting “View My Review” and then “Export to PDF” from the viewing screen. 

Questions:

Contact Nicole Gaines, Director of Employee Relations, at [email protected] / ext. 4452 or [email protected] / ext. 4221.