Staff Annual Performance Review
Staff Annual Performance Reviews (APRs) are a cornerstone of employee development and engagement at UTC. As outlined in UT Policy HR0129 – Performance Reviews for Regular Staff Employees, the APR process is designed to support meaningful performance conversations, clarify expectations, and strengthen alignment between individual contributions, departmental goals, and the University’s mission.
With the introduction of UTC’s merit-based pay practices, the DASH APR process places increased emphasis on:
Recognizing employees who consistently perform effectively
Distinguishing fully successful, superior and distinguished contributions
Encouraging ongoing, year-round performance conversations, not just an annual form
Purpose of the Annual Performance Review
The APR provides employees and supervisors with a structured opportunity to:
Reflect on job performance, beginning with the employee self-evaluation
Discuss accomplishments, challenges, and growth opportunities
Set goals for professional development and career progression
Establish objectives that contribute to departmental and university priorities
Support equitable and transparent merit-based pay decisions
APR conversations are designed to reinforce UTC’s shared commitment to excellence, accountability, and continuous improvement.
Performance Framework: Five Key Elements
The Annual Performance Review (APR) framework is built around five key performance elements that are deeply connected to and intentionally aligned with our Be One UT values. These elements form the foundation for assessing and recognizing the contributions of employees across the University.
1. Accomplishments
Definition: The extent to which the employee meets expectations in performing the job functions of their position, as defined by the position description, annual goals, and assigned responsibilities.
Be One UT Alignment: Accomplishment reflects a commitment to excellence, impact, and continuous improvement. Employees who demonstrate strong accomplishment consistently deliver results that positively advance their teams and the University.
2. Service & Relationships, Interpersonal/Communication Skills, and Collaboration
Definition: The extent to which the employee fosters positive working relationships in a diverse environment and demonstrates respect, cooperation, and effective communication with colleagues, students, customers, and visitors.
Be One UT Alignment: This element reflects embracing diversity, fostering unity, and working collaboratively to achieve shared goals. Strong relationships and communication are essential to collective success.
3. Accountability & Dependability
Definition: The extent to which the employee demonstrates reliability, responsibility, and commitment to supporting departmental effectiveness and the University’s mission. Note: Time off approved under FMLA may not be considered.
Be One UT Alignment: Accountability and dependability reflect integrity, transparency, and trust. These behaviors contribute to a culture where expectations are clear and commitments are honored.
4. Adaptability & Flexibility
Definition: The extent to which the employee demonstrates openness to new ideas, systems, programs, and change.
Be One UT Alignment: Adaptability reflects being nimble, optimistic, and innovative. Employees who embrace change help the University respond effectively in an evolving environment.
5. Decision Making & Problem Solving
Definition: The extent to which the employee makes sound, logical, and job-related decisions in the University’s best interest. This may include responsible management of human and fiscal resources in alignment with University policy.
Be One UT Alignment: Effective problem-solving supports bold thinking, innovation, and thoughtful decision-making when navigating complex challenges.
Performance Rating Structure
A comprehensive Rating Guide has been developed to support alignment in rating application.
Each performance element is rated using the following structure:
Distinguished Performance / Role Model
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)
Goal Setting in DASH
In addition to calendar-year APRs, goal development and submission are available in DASH. This functionality supports proactive planning and ongoing performance discussions throughout the year.
Clear, measurable, and achievable goals help:
Focus priorities
Clarify expectations
Support professional growth
Strengthen alignment with departmental and institutional objectives
APR Workflow in DASH
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.
Employee initiates the review process via completion of the Employee Self-Evaluation form.
Manager completes draft of Evaluation of Employee and submits.
Form routes to Next Level of Administration (Manager’s Manager) for review, requiring approval to be released back to the Manager.
Form returns to Manager for final review, and updating if necessary. Manager shares performance document with employee.
Form routes to Employee for review, signature and confirmation that the performance review meeting was held with manager.
Once signed by Employee, form routes back to Manager for signature and confirmation that the performance review meeting was held with employee.
Performance documents are recorded in DASH.
Users should monitor email notifications from [email protected] and log into DASH to take action according to the workflow outlined above.
Available Resources for Annual Performance Reviews (APR):
The Office of Human Resources has developed a comprehensive set of resources to support effective performance management and APR conversations.
Training & Online Learning
K@TE Online Courses: 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.
DASH Step Guides:
- Performance Management Tools:
PM Check-In Guide.pdf – Supports ongoing performance conversations and check-ins.
PM Documentation Log .xlsx – Helps track accomplishments, feedback, and performance discussions throughout the calendar year.
Accessing Prior Reviews:
2024 performance reviews are available in DASH.
2023 performance reviews are available to “view, print and save” in the Online Performance Review (OPR) System utilized for evaluation of the 2023 calendar year only. 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:
Questions regarding the staff annual performance review process can be directed to [email protected] / x4221 or by contacting a member of the Human Resources Employee Relations Team.