COP 05-0309 Performance Management
The College aims to create a workplace where all employees see how their efforts contribute to the College's goals and have chances for personal growth. One way to achieve this is by having a strong feedback system that focuses on performance and happens often. This ongoing process helps set clear expectations in a collaborative way, which keeps both supervisors and their team members on the same page. Supervisors should provide regular coaching that highlights each employee's strengths. Feedback should come often, be targeted, and look forward to future improvements. By setting clear expectations and ensuring consistent coaching, both supervisors and their teams hold each other accountable. This accountability builds a supportive working relationship, promotes open communication, focuses on the department's and College's success, and clarifies what is expected from employees in their roles.
FSW is using Agile Performance** as a software tool to create a clear and easy-to-use space for all performance-related information from both supervisors and employees. Supervisors are expected to have regular meetings and chats with their team members about performance goals, employee growth, and any necessary adjustments. Agile is used. Agile helps to keep track of these discussions. Agile consists of the following modules and the expectations regarding their use:
Module- Feedback
Purpose: Feedback is the exchange of information between supervisor and a direct report. It typically includes information about an expected performance and actual performance. Feedback is essentially an on-going, two-way conversation.
While managers typically provide feedback to their direct reports, a supervisor may request feedback from other employees regarding the performance of their direct reports.
Requirements: Supervisors must provide a minimum of 4 feedback sessions to their direct reports (1 per quarter) which are documented in Agile.
When feedback is requested from other employees regarding their direct reports, the direct report should be notified of the request, and the results should be shared with the direct report.
** Agile Performance is used for regular full-time and part-time staff. Full-time faculty, adjunct faculty, student employees and OPS Temps are not reviewed using Agile nor are members of the Campus Police department.
Module- Check-Ins
Purpose: The Check-in module uses the power of agile performance management to set employees up for success. Agile performance management fits the new ways in which we work—more collaborative, fast-paced, and social. It stresses constant communication and emphasizes employee development, success, and future performance rather than past accomplishments, documenta-tion, and scores.
Using Check-in, managers and employees collaborate. Employees and managers set check-in meetings to go over how things are going. And when used with Expectations and Feedback modules, Check-in becomes a powerful tool to set expectations and provide on-going feedback. It makes it easy for collaboration between supervisor and direct report.
Requirements: Check-ins may be initiated by both the supervisor and their direct report. The minimum requirement is for two (2) documented check-in sessions per year, one every six months.
Module- Expectations
Purpose: Expectations identify what the employee will be working on in the near future and how it will be achieved. Employees generally initiate the expectation process, but supervisors may generate them as well. When an employee sets their own expectations, managers are notified of those expectations. A manager can edit those expectations, if needed, to align to the changing needs of the department.
Requirements: Expectations may be utilized throughout the year to ensure that direct reports are focusing on the appropriate tasks at the appropriate times.
Module- Reviews
Purpose: The Reviews module is an automated performance measurement tool. Managers and employees use the Reviews module to track job performance.
Requirements: Reviews will be initiated by human resources for individuals in their six-month introductory period in the 3rd and 5th months. The majority of the College will not have annual reviews.
Module- Goals
Purpose: The Goals module allows for the creation and tracking of goals. Direct reports and managers can set goals. Goals can also be associated with departmental or College-wide objectives. Goals are specific activities, tasks, or objectives that the manager and direct report create to grow and improve job knowledge, skills, and job performance. Goals are associated with a specific time period (goal period).
Requirements: The intent of this module is to ensure that the goals set for direct reports are timely and meaningful to the work of the department/College. They may be short or long-term. At least one goal should be tracked in Agile for each direct report. Upon completion of a goal, another goal should be initiated.
For complete information about the performance management process please consult COP 05-0309 Performance Management.
The performance management process within the Campus Police department is unique as detailed in the FSW Campus Police Department General Order 35.1.