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Purpose:

To provide information on the policy and procedures related to annual staff performance evaluations in the College of Liberal Arts.

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COLA Deadline: June 27

General Note:

  • Before starting the performance evaluation process, the Supervisor shall review the employee’s job responsibilities in Workday. (WIG)

  • If the responsibilities need to be updated in Workday, the Supervisor shall communicate the requested updates to the HR Contact(s) for their unit, and the HR Contact should make the Workday update(s) in a timely manner. (WIG)

  • This year, you will have Each unit has the choice of using 1) the COLA appraisal form or 2) conducting performance appraisals through in Workday.  

  • Each unit has a UT Box folder that includes a spreadsheet with a list of employees (as of March 10, 2025) required to have performance appraisals. If you notice any employees missing, contact COLA HR.

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Expand
titleEvaluation Outside of Workday

Employee: [in April-June]

  1. Download the COLA staff appraisal form.

    1. Note: If the Unit does not wish to use the COLA Appraisal, they may use the University Appraisal Form found here. At a minimum, all employees reporting to the same Supervisor shall use the same form.

  2. Completes top & “Employee” sections of the appraisal form, skipping the "Overall Purpose of Position." (see screenshot) 

  3. Compile a complete list of key responsibilities for their position (Viewing Position Responsibilities WIG).

  4. Sends the appraisal form and the list of responsibilities to Supervisor.

Supervisor:

5. Reads the appraisal and makes notes of thoughts or questions.

6. Completes the "Overall Purpose of the Position" section.  (see screenshot)

7. Reads the job function list and updates any missing responsibilities or job functions.

Meeting:

8. Supervisor & Employee meet (~15-30min).

9. Supervisor will give overall assessment of employee performance and indicate any areas needing improvement. If there were any discrepancies or changes to job responsibilities list, that should be clarified.

10. Supervisor and Employee will review prior year goals (if applicable) and establish goals for the coming year.

Supervisor Comments:

11. After the meeting, Supervisor completes the "Overall Rating and Comments" section. (please see screenshot)

a. Must provide 1 overall ratings category (from the 5 listed). (see screenshot above) This rating will be updated in Workday by COLA HR.

b. Include overall assessment remarks and goals discussed in meeting for everyone's reference/records.

Signatures:

12. Supervisor shares completed appraisal with Employee.

13. If Employee finds factual errors, it is okay to correct or note the errors, but 'Employee Remarks' can also be used to note differences in opinion or interpretation, when applicable (see below).

14. Supervisor & Employee sign the form and record the date of the discussion.

a. Note: Per UT Policy (HOP 5-2310), Employees are not required to sign their performance appraisal. If Employee does not wish to sign, Supervisor can add "Employee did not wish to sign." on the Employee's Signature line on the form.

15. If Supervisor is not HR Contact, Supervisor can send the appraisal to the HR Contact at this point. HR Contact provides chair/director[unit head] opportunity to review, comment (optional), & sign (required).

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16. Employee can add additional comments, if they wish; this should be coordinated with the Supervisor and/or HR Contact, depending on the timing.

a. Note: The Employee may also attach additional comments or provide a rebuttal to the evaluation if they wish. Written employee responses shall be included as part of the record in the personnel file (and included in submission to COLA).

Submission to COLA:

17. Once signatures have been obtained, HR Contact scans/combines completed appraisal form, including job task list and any additional written response from Employee, into 1 PDF file. (If Employee Comments are received after appraisal has been submitted, a revised PDF, including the Comments, should be uploaded, and a note sent to COLA HR.)

a. Supervisor and Employee should both receive copies;

b. Save a copy in the department's personnel files.

18. HR Contact uploads 1 PDF per Employee to their unit's UT Box folder using the requested naming convention for each file:

YY-YY_PerfEval_DEPT_LastName.pdf

"YY-YY" = the fiscal year of the eval; ex. "24-25"

"DEPT" = 4-character UT Department code for your unit; ex. "ECON" (Department of Economics), or CLASP Department Code, if part of "COLA"; ex. "LAIT" (Liberal Arts Instructional Technology Services; LAITS)

"LastName" = Employee's last name. Can include first name or initial if needed for clarity. ex. "24-25_PerfEval_LAIT_RobinsonJ.pdf" or "24-25_PerfEval_LAIT_Davis_Justin.pdf" 

19. After uploading staff appraisals to the folder, HR Contact should update the spreadsheet within the Box folder:

    1. column A, "Completed?": Enter yes or no

    2. column B, "Notes": Required if A="no" (include reason for no appraisal); otherwise, please any other notes, as needed.

20. COLA HR will review and reach out if any other information is needed.

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