1. Policy objective
UIC’s Performance Review Program is designed to encourage constructive dialogue between staff members and their supervisors, to clarify job responsibilities and performance goals/expectations/standards, to enhance the staff member's professional development, to assure that job performance and accomplishment information is recorded in each staff member's employment history, to provide a basis for decisions on renewal of employment contract, salary adjustments, training and development arrangements and so forth.
2. Eligibility/compliance requirements
2.1. Staff Probation Review
2.1.1. For teaching staff
For teaching staff, the probation review is at the end of Teaching Result Assessment in each semester.
2.1.1.1 The probation review for new teaching staff members will be evaluated from three aspects:
2.1.1.1.1 Self-assessment
2.1.1.1.2 Performance Evaluation by Department/Centre Head and Dean of Faculty/School
2.1.1.1.3 Teaching Result Assessment (evaluated by students, and arranged for by the Academic Registry)
2.1.1.2 All the evaluation procedure shall be completed within the last week of the review period.
2.1.1.3 Completed documents or forms of performance review shall be filed in the Human Resources Office.
2.1.2. For non-teaching staff
For non-teaching staff, the probation review will be conducted according to the contract content, normally it will be after 1 or 3 months’ service.
2.1.2.1 Before the newcomers start their work at UIC, the direct supervisors are required to list the detailed job objectives for each new staff.
2.1.2.2 All the evaluation procedure shall be completed within the last week of the review period.
2.1.2.3 Completed forms or documents of a performance review will be filed in the Human Resources Office.
2.2. Staff Annual Performance Review
Staff Annual Performance Review will be conducted during July and August each year and should focus on the staff members’ performance during the previous twelve months. Staff who haven’t join any review this year and joined UIC before March this year should attend the Staff Annual Performance Review.
2.2.1 For teaching staff
2.2.1.1 Annual Performance Review for the academic/teaching staff members has two aspects:
2.2.1.1.1 Self-assessment
2.2.1.1.2 Teaching Results Assessment (evaluated by students, and arranged for by the Academic Registry)
2.2.1.2 The Human Resources Office is responsible for arranging and monitoring the process of Staff Annual Performance Review.
2.2.1.3 Academic Registry Office will arrange a Teaching Result Assessment by the end of each semester for all teaching staff, and the evaluation result from students shall be consider as one of the most important elements of the teaching staff’s Annual Performance Review.
2.2.1.4 Supervisors are mainly the responsible persons to hold the review with the staff members whom they directly supervise.
2.2.1.5 The result of the evaluation will provide a basis for decision on prolong employment contract, salary adjustment, staff training and development etc.
2.2.1.6 The entire finished performance review documents shall be sent to the Office of Human Resources for placement in the staff member’ personnel file.
2.2.2 For non-teaching staff (more details please refer to the HR-16 Performance-based Reward Policy for Administrative Staff )
2.2.2.1 The Human Resources Office is responsible for arranging and monitoring the whole process of the Annual Performance Review for non-teaching staff.
2.2.2.2 General non-teaching staff are reviewed by the direct supervisor after the staff’s self-assessment
2.2.2.3 A 360°Performance Review will be conducted for the managerial level staff yearly, including evaluation from direct supervisors, co-workers, subordinates and even relevant customers when necessary.
2.2.2.4 A written summary of the discussion is prepared by the supervisor and the staff need to response to their supervisor’s comments in writing in the performance review form. The supervisor and employee should try to resolve any disagreements regarding the summary.
2.2.2.5 The result of the evaluation will provide a basis for decision on prolonging an employment contract, salary adjustment, staff training and development, etc.
2.2.2.6 The final performance review document should be sent to the Office of Human Resources for placement in the employee's personnel file.
3. Process/procedures
3.1 Staff probation review
3.1.1 For teaching staff
3.1.1.1 For Academic/Teaching Staff, at the end of Teaching Result Assessment in each semester staff will receive a Performance Reviews Form from HR Office, and be required to hand it to the supervisor(s) one week after it's sent.
3.1.1.2 For Academic Support Staff, during the review period, staff will receive a Probation Review Form from HR Office, and be required to hand it to the supervisor(s) one week after it's sent.
3.1.1.3 Supervisor(s) will summarize the evaluation on the form and required to hand it to HR Office two weeks after it’s sent.
3.1.1.4 HR Office will retrieve the form and send them to assessment panel for estimation.
3.1.1.5 HR Office will retrieve the form after assessment panel’s approval and keep filed.
3.1.2 For Non-teaching Staff
3.1.2.1 During the review period, staff will receive a Probation Review Form from HR Office and are required to evaluate their own job in the past month(s) according to the objectives set by the supervisor and to express their own job objective or expectation in the future. This form needs to be finished and handed to the direct supervisors no more than two working days after they have received it from HR Office.
3.1.2.2 The supervisor concerned are required to thoroughly review the performance of newcomers and summarize their evaluation or memo when necessary in the review form, and hand it to HR Office.
3.1.2.3 HR Office will retrieve the form one week before the evaluation end date and keep filed.
3.2 Staff annual performance review
3.2.1 For teaching staff
3.2.1.1 At the end of Teaching Result Assessment in July or August each year the staff will receive a Self-Statement Form from HR Office, and HR Office will retrieve it two weeks later after it's sent.
3.2.1.2 After retrieve the form, HR Office will send them to assessment panel for estimation.
3.1.2.1 HR Office will retrieve the three forms after assessment panel’s approval and keep filed.
3.2.2 For non-teaching staff
3.2.2.1 At the beginning of July or August each year, staff selected will receive the Annual Performance Review Form for Administrative Staff or Performance Review Form for Managerial/Senior Professional Staff from HR Office and are required evaluating their own job in the past year. This form needs to be finished and handed to the direct supervisors no more than two working days after they have received it from HR Office.
3.2.2.2 The supervisors concerned are required to assess the staff's performance during the review period, including specific reference to the accomplishments and contributions made by a staff member and the areas where he/she should improve.
3.2.2.3 After finished HR Office will retrieve it and keep filed.
4. Form templates
4.1 Staff Probation Performance Review
4.1.1 F/HR-09-01 Probation Review for General Administrative Staff
4.1.2 F/HR-09-02 Probation Review for Academic Support Staff
4.1.3 F/HR-09-03 Performance Review for Managerial/Senior Professional Staff
4.1.4 F/HR-09-04 Self-Statement of Academic/Teaching Staff
4.1.5 F/HR-09-05 Self-Statement of Teaching Assistants/Instructors
4.1.6 F/HR-09-11 Academic/Teaching Staff Performance Review for First-Six-Month
4.2 Staff Annual Performance Review
4.2.1 F/HR-09-03 Performance Review for Managerial/Senior Professional Staff
4.2.2 F/HR-09-04 Self-Statement of Academic/Teaching Staff
4.2.3 F/HR-09-05 Self-Statement of Academic Support Staff
4.2.4 F/HR-09-08 Annual Performance Review Form for Administrative Staff
4.2.5 F/HR-09-09 Self-Statement of Administrative Staff
4.2.6 F/HR-09-10 Self-Statement of Managerial/Senior Professional Staff
The performance management policy was approved at the Staff Review and Development Committee (SRDC) on 6th May 2008.
