The entire Notre Dame community benefits from the personal and professional growth of each member. That’s why the effective development of our staff is so important. The University’s Performance Management process is how employees and managers come together to make that development happen.
Performance Management is a regular employee-review process that begins immediately upon hiring and continues throughout employment. The process helps the supervisor and employee reach a shared understanding of expected behavior and results, encourages mutual feedback about progress, and links pay to performance in a way that recognizes the right efforts and rewards good results. The process also helps all staff understand the University’s core values: it’s not just what we accomplish that’s important, but how we accomplish it.
Done well, the Performance Management process helps employees:
- Clarify and prioritize expectations and accountability
- Align their goals with the mission and goals of the University
Performance Management also helps managers and supervisors:
- Recognize and reward employees for good performance
- Encourage professional development and growth.
The University’s intent is for all staff to receive clear expectations, periodic feedback, and an annual performance review. In doing so, the University also strives to help all staff do the best job they are capable of doing, enjoy a high level of job (and personal) satisfaction, and live the University’s core values every day.
During the annual Performance Management cycle, the supervisor and the employee work together to establish goals and expectations for the employee, review the employee’s progress towards those objectives, and assess the employee’s achievement. Each step is documented online in the eNDeavor Talent Management System. (Employees in some departments without regular computer access may utilize a manual paper process. Check with your supervisor.)
The Performance Management process is divided into three phases:
1. Setting Goals/Expectations
- Employee meets with manager to set Goals/Expectations and Development Plan
- Manager reviews and approves employee’s Goals/Expectations and Development Plan
2. Mid-Year Review
- Employee reviews goals and comments on progress
- Manager enters an assessment of employee’s progress and discusses it with employee
3. Year-End Review
- Employee reviews goals and rates his or her progress
- Manager reviews employee’s ratings
- Manager and employee discuss and confirm employee’s ratings
Phase 1. Setting Goals/Expectations and Development Plan (due August 15)
The Performance Management process begins in the Summer when the employee and manager meet to discuss and establish the employee’s Goals/Expectations and Development Plan. The timing corresponds to the University’s fiscal year and fits with the academic year activities. The objective is for the employee and manager to understand and agree upon what the employee is expected to accomplish over the course of the fiscal/academic year and what development activities the employee will pursue. Completion date: August 15.
Additional Resources (for Non-Exempt Staff):
- Writing Smarter Expectations – for Non-Exempt Staff (PDF-Large) (PDF-handout) (PowerPoint)
- Expectations Worksheet Example (Word)
- Expectations Worksheet Form (Word)
Additional Resources (for Exempt Staff):
- Writing Smarter Goals – for Exempt Staff (PDF-Large) (PDF-Handout) (PowerPoint)
- Engaging Staff in Goal-Setting — for Supervisors (PDF-Large) (PDF-Handout) (PowerPoint)
- Goals Worksheet Example (Word)
- Goals Worksheet Form (Word)
Phase 2. Mid-Year Review (due November 30)
The process continues in the Fall when employees revisit their Goals/Expectations and Development Plan to evaluate their progress. This self-assessment is the employee’s opportunity to demonstrate his or her progress by documenting examples of how the objectives are being met and by tracking his or her development activities. These examples and activities are documented in eNDeavor (or on paper in select departments). Both employees and managers are encouraged to document specific examples of the employee’s performance and development activities to allow for more constructive feedback during discussion.
First, the employee logs into eNDeavor to complete a self-assessment and document examples of how the employee is meeting his or her Goals/Expectations. The employee then sends the assessment forward to the manager.
Once the employee sends the assessment forward, the manager reviews the employee’s assessment and adds comments or additional examples as needed. The employee and manager then complete the Mid-Year Review by discussing the employee’s assessment and evaluating the employee’s progress.
The objective of the Mid-Year review is to make sure that the employee’s development is on track and to modify Goals/Expectations that have changed since the beginning of the performance cycle. While it is anticipated that feedback is ongoing throughout the performance cycle, the Mid-Year Review is a more formal opportunity to discuss how things are going and to avoid surprises at year’s end. Completion date: November 30.
- NEW E-Learning Program: Writing Performance Reviews (Online)
- Writing Performance Reviews (PDF-Large) (PDF-Handout) (PowerPoint)
- Conducting the Performance Review (PDF-Large) (PDF-Handout) (PowerPoint)
- Managing Employee Reactions (PDF) (PowerPoint)
- Participating in Performance Reviews (PDF-Large) (PDF-Handout) (PowerPoint)
- Handling a Disappointing Performance Review (PDF)
- University Values Levels
Phase 3. Year-End Review (due May 15)
In the Spring, each employee reviews his or her Goals/Expectations and Development plan, enters additional comments, and rates his or her level of achievement according to four rating levels: REQUIRES IMPROVEMENT, DEVELOPING, VALUED, or TOP. See Performance Rating Categories (PDF).
At Notre Dame, we believe that how we treat others in our interactions is as important as the results that we achieve. During the Year-End Review, employees are assessed not only by what they accomplish, but how they reflect the University’s values while accomplishing it. Each employee rates his or her performance in two areas: 1) how well s/he accomplished the agreed-upon goals and expectations; and 2) to what degree s/he demonstrated the University’s core values. Each of these two areas comprise equal parts (50% each) of the employee’s combined year-end rating.
Once the employee completes his or her ratings, the manager reviews the ratings and conducts a discussion with the employee to review and confirm the ratings. At this time, the manager and employee may also discuss the employee’s career interests and development progress.
Completion date: May 15. Reviews and discussions must be finalized and signed by May 15th to ensure full consideration for the merit planning process. NOTE: Department deadlines for review completion may be earlier in order to meet the May 15 requirement.
Non-Exempt Hourly Performance Management
If you work in an hourly paid non-exempt position, you will follow the standard performance management process and schedule. If you have access to a computer at work, you will receive training to enable you to utilize the Endeavor performance management system. If not, you will use a paper form to write your expectations and development plan activities in July. You will refer to this form when you discuss your progress at your Mid-Year Performance Review in November and use it to assess your year-end performance at Year-End Review Time in May.
As with the automated process, you are encouraged to keep notes of your performance results and examples of behavioral competencies. “Notes” booklets are available from Human Resources.
Click on the links below to access tools and documents that you will need to complete the performance management process:
Check current Learning Programs for available performance management training programs.
- Performance Management Training Workshops
- Goal Setting – Endeavor
- Expectation Setting – Endeavor
- Writing Performance Reviews
- Participating in Performance Reviews
- Conducting Performance Reviews
- University Values Levels
- University Mission, Vision, Goals, and Values