Performance

Evaluation
System
Guide

Michigan State University Extension

helps people improve their lives
through an educational process that
applies knowledge to critical issues,
Needs and opportunities.

Table of Contents
A Note about This Guide............................................................................................................2
Philosophy & Goals....................................................................................................................2
Performance Planning................................................................................................................3
Reflections/Progress.................................................................................................................. 3
Performance Review..................................................................................................................4
Steps of the Performance Evaluation.........................................................................................5
Additional steps for Partially Meets or Does Not Meet Expectations..................................... 7
Feedback of Supervisors Performance...................................................................................10
Appeals Process...................................................................................................................... 10

Performance Evaluation System

for Academic Staff Members
A Note about This Guide
This publication is a guide. The Performance Evaluation System for Academic Staff Members is a tool
that can be effective only when people communicate with one another to establish positive working
relationships. This guide can help users focus on performance, but it cannot replace honesty, integrity
and sincerity. These attributes come into play when Extension employees and supervisors
communicate effectively with one another. This guide is intended to facilitate that interaction.

Philosophy & Goals of the Performance

Development System
People are an organizations most important resource. For an organization to accomplish its mission, its
employees must have a clear understanding of their roles, know how well they are performing those
roles and be given opportunities to develop. These factors lead to positive outcomes for individuals,
teams and the organization. Thus, it is important for an organization to have an effective system for
assessing employee performance, communicating performance information to employees and
providing on-going support.
The MSU Extension performance evaluation system assesses performance and fosters growth among
MSU Extension employees. The appraisal itself is based on the goals established between the
academic staff member and his/her Institute Director, and documented in the Michigan Planning and
Reporting System (MiPRS). It also includes consideration of core competencies and performance
behaviors. It is characterized by and its success depends on the principles of empowerment,
professional development, interpersonal communication and teamwork, and the use of modern
technology. Thus, the performance evaluation system serves both performance assessment and
developmental purposes.
The performance evaluation system is an important tool in reaching Extension goals for human
r e s o u r c e and organizational development. The system offers a framework for Extension employees
and their supervisors to participate in open and on-going communication for individual employee
assessment, planning, recognition and development. At the same time, it takes into account the
b r o a d e r concerns of developing educational programs, achieving effective group processes and
enhancing team-building. Observation of staff members is one factor that allows supervisors to assist
Extension employees in their professional development.
Because the continuous development of Extension employees to meet current and future clientele
needs is critical to the health of Extension as an organization, this performance evaluation system
cannot conclude with merely evaluating the employees performance once each year. It is also not
solely the task of the supervisor but a coordinated effort between employee and supervisor. This
system relies on three steps: planning, reflection/progress and evaluation/review. By their very nature,
they connote collegiality, collaboration and support. This is essential because the end product of the
system is feedback that reinforces positive performance and supplies meaningful assistance when
improvement is needed. When utilized properly, the performance evaluation system will naturally
facilitate employee growth and development.

Performance Planning
Extension employees are integrally involved in developing plans for their work through team and
individual planning. During the planning phase, supervisors and Extension employees agree on both
team and individual performance efforts.
These team and individual work efforts are expressed in the MiPRS as part of the planning process.
The basic elements of this plan include:

proposed delivery methods,

diversity efforts,
planned evaluation processes

For those with supervisory responsibilities, additional, related initiatives should be incorporated into the
work plan.
A draft of the employees MiPRS plan is reviewed by the supervisor so the supervisor and employee
can come to agreement about the plan and expectations. Expectations describe desired behaviors
relevant to effectively accomplishing the objectives of MSU Extension.
Affirmative action and diversity efforts should be noted in objectives and methods. Purposeful efforts to
promote diversity and pluralism should be evident throughout most elements of the plan and, in
particular, within major initiatives.
The documentation of an employees programmatic plan in MiPRS is important for several reasons:

It represents an outline of the professional Extension employees planned allocation of time and
program resources.
It provides a means to communicate with others about what the educator is doing. It may be a tool
to inform advisory committees and Extension councils.
It serves as a quarterly reference for the Extension employee and the supervisor to communicate
regarding planned goals.
It provides a record and benchmark for building on important educational programming and
professional development goals.
It reflects the Extension employees commitment to diversity in all factors of educational programs.

The Extension employee consults with the supervisor to discuss carrying out the educational initiatives
plan. The net product is a cooperatively designed package of significant educational programs and
other programming efforts.

Reflections/Progress
The reflection/progress phase consists of ongoing documentation by the employee in MiPRS and
seeking input from the Institute Director and District Coordinator to assess progress and give/receive
coaching and feedback.
These interactions/discussions focus on the employees progress in implementing the plan, support the
supervisor can provide, changes needed and reinforcement for work activities done well.

Reporting in MiPRS is critical to the review by the Institute Director. Staff are expected to maintain
accurate, timely reporting on a monthly basis. Institute Directors will provide guidance around changes
or redirection that should be made to an individuals plan.

Performance Review
Early in the calendar year, the performance development summary for the previous calendar year is
held. The end of the year MiPRS reporting is completed prior to this meeting.
As part of the annual evaluation, extension employees will consider and respond to key questions
about their performance during the review period (self-evaluation). The Institute Directors and District
Coordinators will independently review documentation in MiPRS as part of the overall evaluation
process. The employee, Institute Director and District Coordinator will meet to discuss the employees
performance and record feedback on the evaluation form. Development opportunities are also
documented at that time as Opportunities for Development.
During the review phase, the supervisor and employee will complete the respective portions of the
performance evaluation document. The form reflects the supervisors judgment of the extent to which
the employee met the goals set forth in the plan. A performance development plan is then established
by the Extension employee and supervisor to address those items in the employees performance that
would benefit by further development and/or improvement.
The supervisor also determines whether the employee met work goals at one of the following levels:
Exceeds Expectations
Job effectiveness regularly exceeds performance expectations during the review period.
Employee achieves results well beyond established criteria for work performance. The
employee uses sound process in carrying out job functions and errors are rare or nonexistent. Employee demonstrates exceptional performance in quantity and/or quality of
work.
There are four common factors considered to help determine whether an individual merits
this rating:
1. Completed organizational expectations
Regular and complete reporting in MiPRS
Timely and complete submission of monthly articles
Completed majority of deliverables in POW with documented results.
2. Exceptional programming
Significant programmatic impact (reach, outputs & outcomes)
Alignment with workgroup objectives
Programming outputs, reach and outcomes that exceed efforts identified in
POW
3. Contributions to work group success
Accepts leadership role in workgroup programming/team activities
Actively engages in work group efforts and helps to push the envelope on
programming priorities and work group focus.
Contributes to resource development efforts through grants, fee for service,
etc. in significant ways.
4. Contributions to MSUE success
e.g., served on search committee, SERV contributions, etc.
Engages in state or national efforts as representative of MSUE.
Meets Expectations

Job effectiveness meets and at times exceeds performance expectations during the
review period. Generally the employee achieves the expected results relative to
established criteria of work performance. Employee uses sound process in carrying out
job functions. Occasions when expected results are not achieved are infrequent and
utilized as learning experiences. Employee gives focused attention to suggestions for
improvement in quantity and or quality of work.
Partially Meets Expectations
Job effectiveness is uneven and generally below performance expectations during the
review period. Employee produces some results that meet the stated criteria of work
performance and some results are below performance expectations for the review period.
Errors are occasional and sometimes repeated. Improvement in the quality and/or quantity
of work in multiple areas of performance is necessary. A written performance plan to
improve process and/or results is required.
Does Not Meet Expectations
Job effectiveness is consistently below performance expectations for the review period.
Employee fails to produce results consistent with the established criteria for work
performance. Process is flawed in carrying out job functions. One or all of these
characteristics are present in performance. Substantial improvement is required in quantity
and/or quality of work. A written performance plan to improve process and/or results is
required.
Special
For staff members who have been absent from work because of illness/injury or on a leave
without pay for a substantial period of the appraisal year.

Steps of the Performance Evaluation

1.

Employee completes the self-evaluation questions and submits this to the Institute Director and
District Coordinator by a given deadline.

2.

The Institute Director and District Coordinator discuss the overall goals and objectives and the
employees contribution at the local and organizational level. Written feedback is provided to the
employee no less than one week prior to the performance review meeting. Specific methods to
address developmental opportunities are jointly discussed and documented. When possible, a
timeline will also be incorporated.
Changes may be made to the form based on the discussion and as agreed to by the Institute
Director.

3.

Signatures indicate that the appraisal meeting has been completed and does not imply
concurrence with the evaluation. Upon completion of a discussion with the supervisor, if the
employee has concern regarding the evaluation, an appeals process is available to the individual
being evaluated.

4.

Assuming budgetary allowance, salary increases are provided to all those who meet or exceed
expectations.

5.

For all individuals who partially meet or do not meet expectations on the performance review
summary, the supervisor will write a development plan within 30 working days of the evaluative
feedback.

6.

At the time in the calendar year when the director is notified of available salary increase dollars,
Institute Directors will develop proposed salary increases based on the performance summary.
Employees that receive a partially meets expectations or does not meet expectations rating will
not receive merit increases or additional salary adjustments.

7.

To provide consistency across the organization, the Institute Directors will meet individually with
the MSUE Director and Associate Directors to discuss performance level of employees from their
Institute and proposed merit pay increases.

Additional Steps for Partially Meets or

Does Not Meet Expectations
The following procedure is implemented for an employee who receives a partially meets or does not
meet performance rating. See Partially Meets notes following these steps for further information.
When an employees performance is rated as partially meets or does not meet expectations, when
the time for Performance Summary appeal has elapsed or the director sustains a does not meet
recommendation from a performance appraisal appeals committee, the employees immediate
supervisor will develop a Performance Improvement Plan (PIP) within 30 days. The PIP is at least three
months in length.
1. To the extent possible, the immediate supervisors supervisor and the employee should participate
in the PIP development. This plan includes a professional development goal, methods to be used
for development, aspects of development for which the employee is responsible and those for
w h i c h the supervisor is responsible, the involvement of others in aspects of development, a
timeline and indicators of anticipated learning outcomes. A meeting of the employee and the
immediate supervisor is held to finalize and sign the plan.
A PIP expresses a supervisors perception of needed performance improvements and does not
require the employees agreement. Though it is better to have the employees agreement, the
performance plan will proceed regardless.
2. The Institute Director or District Coordinator will meet periodically (weekly is the goal) with the
employee to assess progress, provide feedback and provide support. Documentation of these
meetings and discussions should be retained by the supervisor and may be provided to the
employee.
3. The PIP can be constructed with or without a dismissal sanction. The dismissal sanction is applied
only after discussion between the District Coordinator, Institute Director and the MSUE Human
Resources manager.
If the PIP includes the dismissal sanction, the employee is informed at the beginning, in writing, and
reminded throughout the plan, orally and in writing, that failure to meet the performance goals will
result discipline, up to and including discharge.
If acceptable progress is not being made at any reasonable point during a PIP that does not contain
the dismissal sanction language, the immediate supervisor, following consultation with his/her
supervisor and the MSUE Human Resources manager, provides written communication to the
employee, outlining specific lack of progress and noting that continued failure to achieve the
performance goals will result in dismissal.
4. For continuing employment employees (those who have been granted continuing employment or
are working toward continuing employment), at least four months written notice of dismissal is
required. However, the PIP does not have to continue through this four-month period.
If an employee does not meet the performance goals of the PIP, the employee will be dismissed. If
the four-month continuing employment notice is required, it will be given at this point.

5. For fixed-term employees, the same PIP process is applied. However, the employer is not
obligated to extend an appointment to accommodate the PIP, nor is a fixed-term employee subject
to the four-month continuing employment notice requirement.
If an employee does not meet the performance goals of the PIP, the employees fixed-term
appointment will not be renewed at the end of his/her current fixed-term appointment.

6. If the employee meets the performance goals of the PIP, the employee returns to the annual cycle
o f PDS and appropriate documentation concerning successful improvement will be made.
Although successful in the PIP, there is no raise associated with this step.
Partially Meets
The same performance improvement plan procedure is implemented for an employee who receives a
partially meets performance rating. If at the end of the initial PIP period, the employee meets most
but not all of the goals of the PIP, an additional PIP period may be established. This extended PIP
must include written communication to the employee, outlining the specific lack of progress, and noting
that continued failure to achieve the performance goals will result in dismissal.
There is no salary increase given when an employee receives a partially meets rating. With
successful completion of the PIP, the employee returns to the annual PDS cycle and it is expected that
the improvements made will be continuous and ongoing. Without a mostly successful completion (see
above paragraph), the employee is notified of his/her dismissal. The four-month continuing employment
notice must be given as part of this process, as appropriate (see item 4 above).
PIP Guide
It is anticipated that the majority of staff members will fall into the Meets Expectations category. The
following charts illustrate the process for an employee who receives a rating of partially meets
expectations or does not meet expectations. Please note that this chart is meant as a reference
guide only and specific action taken should be based on the full PDS document and relevant MSUE
policies.

Performance Level:
Partially meets

Partially meets

Additional support to improve

performance at the
partially meets rating level.

3-month
Performance Improvement Plan
with regular, documented reviews

Meets goals
established in
PIP

Does not meet any

goals established in
PIP

Maintain employment;
document accordingly;
no pay increase

Termination four months notice

for CE staff

If, at the end of the initial PIP period established for partially meets performance rating, the employee meets
most of the goals of the PIP, an additional PIP period may be established. Follow the schedule outlined for
Does Not Meet, below.

Performance Level:

Does not meet

Does not meet

Additional support to improve
performance at the does
not meet rating level.

3-month
Performance Improvement Plan
with regular, documented reviews

Meets goals
established in
PIP

Does not meet

goals established in
PIP

Maintain employment;
document accordingly;
no pay increase

Termination four months notice

for CE staff

This chart is meant as a reference guide. Actions taken should be based on the details of the
PDS document and relevant MSUE policies.

Feedback of Supervisors Performance

At the time of the performance review all Extension employees are encouraged to provide feedback
about their supervisors performance. Employees can do this by completing the Extension Supervisor
Performance form. The completed form will be submitted to the Directors office.

Appeals Process
If an employee does not agree with the content of the performance development summary, s/he may
attach a letter to that effect with the summary.
An appeals process is also available, should an Extension employee, who do not agree with the
performance rating, wish to pursue consideration of a change in the rating. This process consists of
two steps. First, the employee writes to the Institute Director and District Coordinator within 15 days of
the signature date on the Performance Review form. The employee outlines, specifically, why she/he
disagrees with the rating and the desired outcome. The employee, Institute Director and District
Coordinator meet to discuss the employees concern. Any changes must be noted on the summary
f o r m and detailed in writing within one week of this appeal.
If the first step does not resolve the issue to the employees satisfaction, he or she may go to a second
step by writing to the MSUE Human Resources manager within five business days of notification of the
disposition of the first step. The MSUE Human Resources manager will notify the employee upon
receipt of the concern and will consider the appeal, discuss with the Institute Director, District
Coordinator and, if appropriate, the Directors Office and provide a response to the employee within five
business days of receipt.