Engineering Human Resources

All staff receive performance evaluations at least annually.  The annual reviews are due each year by March 31 so that the evaluation ratings can be considered when making July 1 salary decisions.

Performance evaluations are located on UI Self Service, Personal tab, under Performance/Career.  Either the staff member or the supervisor is able to launch a performance review form.  Regardless of who launches the form, it goes first to the staff member to enter his/her comments before being forwarded to the supervisor.

Changes for 2017-18 

• The online Goal Plan will no longer be available after March 31, 2018.  
• 2017-18 goals are still available to edit and attach to the 2017-18 evaluation form
• To document 2018-19 goals, use the Goal Plan template found below, or you may use a different format, and attach it to the evaluation form.

Process Steps

The steps to complete the performance review process are outlined here, with more detailed information in the following sections:

1. Employee or Supervisor:  Launch the performance evaluation document.
2. Employee:  Update the 2017-18 goals and goal progress comments on the Goal Plan. *Note that the current “Goal Plan” in Self-Service will not be available after March 31, 2018 and next year’s goals will need to be entered on the “Goal Plan” template provided below.
3. Employee:  Complete comments on Universal Competencies and Goals/Achievements sections.  Complete optional Self-Evaluation template and upload it to the review form.  Submit the form to the supervisor.
4. Supervisor:  Complete comments on Universal Competencies and Goals/Achievements, and enter overall performance rating (see definitions below).  Save the form.
5. Supervisor and Employee:  Meet to discuss the evaluation and establish goals for next year using the Goal Plan template provided below or a different format.
6. Supervisor: Complete optional Performance Review Summary template and upload it to the review form.  Enter the date of the meeting. Upload 2018-19 Goal Plan.  Finalize the form which sends it back to the Employee for final signature.
7. Employee:  Enter any final comments and finalize the form with an electronic signature. The form is automatically uploaded to the ePersonnel file.

A PowerPoint presentation explaining the steps of the review process is available for your review. 

Three Elements of the Annual Performance Evaluation Form

1. Universal Competencies (required):  the staff member and the supervisor both have an opportunity to enter comments to describe the staff member’s efforts that demonstrate each competency.
2. Employee Goals & Accomplishments (required): you will find a link to the staff member’s 2017-18 goals so they can be viewed directly from the performance evaluation.  However, to edit goals and enter progress notes about the goals, the staff member will need to navigate to the Goal Plan link on UI Self Service, outside of the performance evaluation.  The performance evaluation document has space for the staff member to enter summary comments about his/her accomplishments during the review period, which should be supported by the goals and comments in the Goal Plan page. To document goals for 2018-19, use the “Goal Plan” template provided below and attach it to the performance evaluation.
3. Employee Performance Documents (optional):  provides the opportunity to upload other documents that you may wish to attach to the performance evaluation to document achievements.  The College of Engineering offers templates for staff and supervisors to use for an employee self-evaluation and for the supervisor’s overall review summary, as well as for a quarterly check-in. We encourage you to look at the templates to see if they may be useful in facilitating conversation about the employee’s work performance and needs.  If documents are uploaded, they can be automatically added to the staff member’s ePersonnel file when the evaluation is complete.

Optional Templates

2018-19 Goal Plan template *NEW*

Self-Evaluation Form

Performance Review Summary

Quarterly/Monthly Check-In

Performance Rating

The following five-point scale is being used to provide the overall performance rating.  The rating definitions are available here.

• Outstanding
• Exceeds Expectations
• Successfully Meets Expectations
• Needs Improvement
• Unsatisfactory

Supervisors of merit staff have the option to select “No Rating.”

Please contact your HR Administrator if you have any questions or need assistance as you complete the performance evaluation process.  We are happy to help!

CoE Supervisor Development

The College of Engineering HR Team hosts periodic supervisor development sessions for CoE supervisors.  All supervisors are invited to attend in person as often as they can.  If you can’t attend a session, the materials are posted here for your reference along with video recordings of the presentations.  Please contact any member of the CoE HR Team if you have questions about any of the material.

Employee Engagement, Rewards and Recognition, June 8, 2018
Presentation Slides
Handouts | Survey

Hiring and Onboarding, February 23, 2018
Presentation slides
Handouts

Goal-setting and Performance Evaluations, November 10, 2017
Presentation slides
Handouts

Professional Development, Career Advancement and Promotion, September 28, 2017
Presentation slides
Handouts

Performance Management and Feedback, July 28, 2017
Presentation slides
Handouts

Future development sessions:
To be announced

Supervising undergraduate students provides a unique opportunity to positively influence our students’ career development. Undergraduate students who are in roles as office assistants, tutors, peer ambassadors, designers, and camp mentors, among others, may not always appreciate how their work informs their degrees and future occupations, but research shows that these jobs influence their professional careers after college. Adding students to your staff is a great way to get work done efficiently and to advance projects and initiatives that regular employees don’t have the capacity to take on.

Student employees may have unique needs in the areas of work schedules, training and development, and engagement. Fortunately, the university has many resources to guide you in these areas, and Engineering Human Resources is here to help you apply them to unique situations here in the College.

• The Office of Student Financial Aid: The Student Employment website offers a comprehensive guide for employers both on and off-campus. Find information on policies related to student employment, such as work-study and limitations on weekly hours, how-to’s for posting jobs and hiring, as well as processes for hiring in the HR transaction system and making salary adjustments and raises.
• Pomerantz Career Center: The Pomerantz website offers comprehensive resources for recruiting students. You will find HireAHawk on this site, which is the University of Iowa’s primary online recruiting system for hiring students. You can also refer your students to the Pomerantz website for a variety of leadership and professional development activities that could enhance their educational experience. Pomerantz houses the Student Employment Programs office, led by Josh Frahm, Associate Director.
• UI STEP: UI STEP is a multi-faceted, high impact developmental experience designed to inspire and challenge UI students to find careers that reflect their personal values. Delivered through a for-credit course or individual workshops, this program will equip students to navigate the transition from college student to career professional with confidence. UI STEP also aims to develop our student workforce by targeting professional development opportunities within their student jobs now and into the future.
• Supervising Today’s Students Series: STS is a certificate program made available through a partnership between UI Learning and Development, Pomerantz Career Center, and the UI STEP program. The training sessions are geared toward faculty and staff who hire and supervise undergraduate students. Courses cover the student employment life cycle starting from recruitment, and provide practical tools for successfully engaging and leading student employees.
• Sample Offer Letters

                             College of Engineering biweekly student offer letter

                             Sample offer letter from UI Student Employment Programs Office

• Wages:  The Office of Student Financial Aid completes a wage survey for part-time and work-study student employees on a yearly basis. It’s divided by student job type so that you can see what other students are making across the university for similar work. Engineering Human Resources compiles a report listing typical wages by student job type for the student positions within the College of Engineering.

Overall hourly wage: $10.00

When should you increase a student employee’s wages? The Office of Student Financial Aid suggests that supervisors tie raises to positive performance evaluations, and also provides guidelines for how and when to make wage increases in the HR transaction system: https://financialaid.uiowa.edu/studentemployment/employers/university/payraises

Please contact Engineering Human Resources if you have questions or would like to discuss any needs related to student employment within the College of Engineering.  We are happy to support both our student employees and their supervisors.

For academic departments and administrative units of the College:
If you are planning to hire a staff member, whether it will be a newly-created position or filling a vacant position, please complete the New Hire Request Form which will be submitted to the Dean’s Office for review through Universal Workflow.  The Dean’s Office will provide a response to your request within two weeks.  If the position is approved, you will then work with your HR Administrator to develop a recruitment plan.

This new process is being implemented as of March 2019 to provide a more efficient process to evaluate the need for new staff hires.  If you have feedback about this process, please feel free to share your comments with Jan Waterhouse, Director of Human Resources, or by leaving a comment in the HR Suggestion Box found on the Engineering Human Resources home page.

For research centers:
Please contact your HR Administrator to evaluate the position and develop a recruitment plan.