REG 05.50.08 Annual Evaluation of EHRA Non-Faculty

Authority: Chancellor

History:  First Issued: October 30, 2012. Last Revised: May 16, 2023.

Related Policies: 
UNC Policy Manual 300.2.18[R] – Regulation on Annual Performance Appraisals for Staff Exempt from the North Carolina Human Resources Act (EHRA Non-Faculty)
NCSU POL 05.15.01 – Employees Exempt from the State Human Resources Act (EHRA) Policy

Additional References:
EHRA Non-Faculty Annual Performance Resources

Contact:  Director, Employee Relations (919-515-4300)

1. Purpose  

North Carolina State University’s commitment and practice is to provide timely performance feedback at least annually to each employee who is an Exempt from the State Human Resources Act (EHRA) non-faculty employee.   Regular performance evaluations provide an opportunity for employees to understand how their responsibilities and performance expectations align with the goals and priorities of their work unit and the University’s strategic plan initiatives.  They also provide a defined cycle of review for managers and employees to assess employee success toward meeting operational needs and professional development goals.

2. Covered Positions

This regulation applies to all EHRA non-faculty positions except as noted below so long as these positions are subject to alternative performance evaluation procedures established by a separate regulation (i.e. Review of College Deans, Associate Deans, Vice Chancellors, Department Heads/Chairs):

2.1 EHRA non-faculty employees at the level of Chancellor, Provost, Vice Chancellor, Dean, or substantially similar titles, and any other individuals subject to Section 300.1.1.I.A of the UNC Policy Manual (SAAO Tier I employees);

2.2 EHRA employees who concurrently hold tenured faculty appointments;

2.3 Athletic directors, head coaches, and associate and assistant coaches; and

2.4 Post-doctoral scholars and College of Veterinary Medicine House Officers.

3. Performance Cycle and Timing of Review

3.1  The performance cycle for eligible EHRA non-faculty employees will operate on a fiscal year basis, July 1 – June 30.

3.2  Faculty members with a nine-month academic year appointment who supervise EHRA employees subject to this regulation may complete the annual evaluation prior to May 16 of each performance cycle if they will not be able to complete during the standard evaluation period.

3.3   In order to receive an annual performance evaluation and final overall rating, an employee: (1) must be an active employee as of June 30 in an eligible EHRA non-faculty position; and (2) must have been employed in an eligible position(s) for the past six months. Those hired after January 1 of any calendar year are not eligible for an evaluation unless they had concurrent service in an EHRA position prior to January 1. An employee who moved from an SHRA to an EHRA position prior to April 30, would be eligible for a review, provided that they have at least six months cumulative service.

4. Format

The Division of Human Resources shall publish a standard performance evaluation instrument.

5. Rating Methodology

5.1 The following performance rating scale shall be used in the annual evaluation of all employees subject to this regulation:

5.1.1 Employees rated as “Not Meeting Expectations” often perform below an acceptable level of performance of their assigned duties or have demonstrated substantial performance deficiencies in certain assigned duties.

5.1.2 Employees rated as “Meeting Expectations” generally perform at, and on occasions may exceed, a successful level of performance of their assigned duties.

5.1.3 Employees rated as “Exceeding Expectations” routinely perform above expected performance of their assigned duties and are generally considered among the highest performing employees within the work unit.

5.2 The University shall provide to UNC System Office the overall rating for each covered employee no later than September 30 of each year.

5.3 One component of the evaluation should include the employee’s compliance related efforts.

If the employee being evaluated is also a Point of Contact (POC) owner of a compliance subject matter area, the evaluation process must assess the employee’s efforts in meeting the current year’s compliance-related expectations and also include written compliance-related objectives for the upcoming fiscal year. These expectations and objectives should be determined by the POC and the POC’s supervisor at least annually.

6. Communication with Supervisors and Employees

6.1 The employee should have the opportunity to provide a self-report of major accomplishments during the review cycle, of proposed plans for the next performance cycle, of potential barriers to success, and of ideas to enhance his or her professional development and successful performance during the coming performance cycle.

6.2 The employee should be provided an opportunity to document comments on the annual evaluation and any such comments will be included with the evaluation.

6.3 The supervisor must document the evaluation discussion for the record and provide the employee with an electronic or written copy of their completed performance evaluation.  As a confidential personnel record, a completed copy of the evaluation must be maintained securely in the employee’s personnel file in accordance with the University’s records retention schedule.