REG 05.50.08 Annual Evaluation of EHRA Non-Faculty

Authority: Chancellor

History:  First Issued: October 30, 2012. Last Revised: March 29, 2016.

Related Policies: 
UNC Policy Manual 300.2.1 – Employees Exempt from the State Human Resources Act
NCSU POL05.15.01 – Employees Exempt from the State Personnel ACT (EHRA)

Additional References:
EHRA Non-Faculty Annual Performance Evaluation Guidelines

EHRA Non-Faculty Performance Evaluation Template
EHRA Alternative Non-Faculty Performance Evaluation Template
Employee Self Evaluation Form

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

1. Purpose  

NC State University’s commitment and practice is to provide timely performance feedback at least annually to each EHRA non-faculty (formerly designated EPA) employee to help ensure effective work efforts and to focus on the continued successful achievement of the University’s goals and objectives.

2. Covered Positions

This campus regulation applies to all EHRA non-faculty positions – including SAAO positions as well as EHRA Instructional and Research positions — that are not otherwise covered by one of the following specific regulations:

REG 05.50.02:  Reviews of College Deans, or
REG 05.50.05:  Review of Dean of Undergraduate Academic Programs, Dean of Graduate School, and Vice Provosts, or
REG 05.50.06:  Review of Vice Chancellors, or
REG 05.50.07:  Review of Associate Deans

3.         Annual Evaluation

Supervisors must formally evaluate EHRA non-faculty employee on at least an annual basis, before the end of the fiscal year.  Merit-based salary adjustments may be permissible as of the start of a fiscal year, so evaluation of performance should be completed in time for making informed merit-based salary determinations.

4.         Procedures 

4.1  The evaluation process should review and discuss the employee’s achievement of the overall goals and objectives that had been established for the period being reviewed, and it should establish goals and objectives for the coming review period, consistent with and supportive of the University’s strategic plan and goals.

4.2 The specific format of the annual performance evaluation is at the discretion of the supervisor. There is no standard, prescribed format in recognition of how different the University’s EHRA non-faculty positions are and the varying criteria that would be employed to evaluate these employees. Templates are available online as suggested models. However, whatever performance evaluation criteria is used, it must be written and provide a general description of the position duties and expectations and a written assessment of performance against these standards during the performance period. One component of the evaluation should include the employee’s compliance related efforts.

4.3   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.

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

4.5 The employee should be provided an opportunity to comment on the annual evaluation in writing and any such comments should be attached to the original copy of the evaluation placed in the departmental personnel file at the employee’s request.

4.6  The supervisor must document the evaluation discussion for the record.  As a confidential personnel record, a completed copy of any such evaluation documentation must be maintained securely by the employing unit in accordance with the University’s records retention schedule.

5.   Evidence of Compliance

Each year, the Executive Vice Chancellor and Provost issues a memorandum to all vice chancellors, deans, and vice provosts, requesting their written assurance that all EHRA employees in their units have been reviewed during the year ending June 30.