Performance Management FAQ

Performance Management Frequently Asked Questions

Why are we launching a campus-wide performance management program?

• To align all Rice Schools and Departments to the University's vision, mission and goals.
• To standardize the performance management system across the organization.
• To help develop a Performance Development program.

As a supervisor, what will I be expected to do during this process?

Communicate with the members of your staff. The basis of this new system will be focused on goal creation.

• Create Team Goals that align with your department and the university's goals
• Help your staff create goals and action plans.
• Follow up with your staff on their progress.
• Evaluate your staff's performance over the course of the year.

As a staff member, what will I be expected to do during this process?

In collaboration with your supervisor, create performance goals and action plans.

Follow up with your supervisor.

Will there be tools and resources to aid me with the process?

Yes. On-demand training, tools and resources will be available and posted on the KnOWLedge Café

If we have a performance review form within our department, can we continue to use our form?

No. All departments are required to utilize a standardized form created for the university-wide performance management program.

Will this program replace our current performance management initiatives?

Yes. All departments are expected to participate in the university-wide performance management program (i.e., adhering to timelines, forms, etc.).

What is the timeline for implementing the performance management program?

How will this be tied to pay raises?

Performance Evaluation will inform merit discussions. For more information, please refer to the Compensation Guidelines here.

What do the performance evaluation ratings mean?

The performance evaluation ratings are categorized into five levels:
• Exceeds Expectations (4): Consistently delivers outstanding results that go beyond agreed goals.
• Successfully Meets Expectations (3): Consistently meets job expectations and is seen as an effective performer.
• Generally Meets Expectations (2): Meets most goals but may require improvement in some areas.
• Does Not Meet Expectations (1): Fails to meet agreed performance goals and needs significant development.
• Acclimating to Position (0): Used within the first 90-180 days as the employee is still learning the role.

How does my rating impact my career progression?

Higher ratings, such as "Exceeds Expectations," can indicate readiness for additional responsibilities, promotions, and professional development opportunities. Lower ratings may indicate areas for improvement and the need for further training.

What should I do if I receive a rating of “Generally Meets Expectations” or lower?

If you receive a rating of 2 or below, it’s important to work with your supervisor to develop an improvement plan. Focus on identifying skill gaps and taking proactive steps to enhance your performance.

Can I appeal my performance rating if I disagree with it?

If you disagree with your rating, you should talk with your supervisor to understand their perspective and provide any supporting documentation that might warrant reconsideration. If you still disagree please discuss the matter with your leadership chain. If you still disagree, please contact the Human Resources Employee Relations team.

How does this evaluation align with the Rice values?

Each rating level incorporates elements of the Rice values, ensuring that employees not only meet performance goals but also uphold the core principles of the organization.

How should I use these ratings when providing feedback to my team?

Supervisors should use these ratings as a framework to provide clear, actionable feedback. Focus on strengths, areas for improvement, and specific examples of performance.

What steps should I take for employees rated “Does Not Meet Expectations”?

For employees rated at this level, it is crucial to establish a performance improvement plan (PIP) in consultation with the Employee Relations team to set clear goals, and provide the necessary support to help them succeed.

How does this evaluation system help department leaders during merit discussions?

The evaluation system provides a structured and objective way to assess performance, which helps department leaders make informed decisions regarding salary adjustments, promotions, and resource allocation.

How can supervisors support employees who “Exceed Expectations”?

Supervisors can recognize high-performing employees by offering development opportunities, mentoring programs, and potential leadership roles to sustain engagement and motivation.

How should the “Acclimating to Position” rating be used?

This rating should be used only within the first 90-180 days of hire, allowing new employees time to learn their responsibilities before formal evaluations begin.

How do performance evaluation ratings impact merit increases?

Performance ratings are a key factor in determining merit increases. Employees who receive higher ratings, such as "Exceeds Expectations," may be eligible for larger merit increases, while those who receive lower ratings may receive a smaller increase or none at all. The ratings provide an objective basis for allocating budgeted salary adjustments fairly.

Can an employee with a "Generally Meets Expectations" rating still receive a merit increase?

Yes, employees who "Generally Meet Expectations" may receive a merit increase, but it is likely to be lower compared to those who "Successfully Meet" or "Exceed Expectations." The merit increase in this case reflects steady performance but acknowledges areas for improvement.

How should supervisors differentiate merit increases among employees with similar ratings?

Supervisors should consider additional factors such as the complexity of work performed, contributions beyond the job description, teamwork, and professional development efforts. Documentation of specific accomplishments and their impact on the organization can help justify differentiated merit increases.

Will an employee rated as "Acclimating to Position" be eligible for merit increases?

Typically, employees in the "Acclimating to Position" category are not eligible for merit increases since they are still within their first 180 days. Their performance will be reassessed in the next evaluation cycle to determine merit eligibility.

If I have questions during the process, who do I contact?

Contact performancemanagement@rice.edu.

Additional questions? Contact performancemanagement@rice.edu