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Employee appraisals due by September 30

Dear UCOP Colleagues,

This letter is in regard to the annual performance review process for the Office of the President. Focused, thoughtful and objective feedback serves to recognize people’s efforts and give relevance to our work. This process is important as we create the kind of high performance organization President Yudof and the Regents expect from UCOP, as we support the University of California system.

I want to share a few thoughts and make sure you are aware of the resources available to you as managers and employees. This does not have to be a complicated, form-driven and time-consuming process.

We have one objective and it must be a priority: each employee should know where he or she stands and should receive guidance towards future success. The appraisal should be conducted with objectivity, acknowledgement, respect, and appreciation for contributions. Where performance gaps exist, the focus should be on giving advice for improvement. This is also an opportunity for employees to identify and discuss personal development goals.

In response to feedback on last year’s process, we will be broadening communications to reach all OP employees and to make more tools and training available to managers and supervisors. Links to online training and information about in-person sessions are available at the following Human Resources website, along with model appraisal forms, guidelines and policies.

Departments may use alternate forms for the process. Regardless of format, each review document and conversation should include the following elements:

    • What was accomplished? Performance goals and objectives with supporting data
    • How was it done? Examples of behaviors that demonstrate competency
    • Where does a person’s performance rate? An overall rating using an ascending 5-point scale (5 for high performance, 1 for low performance)

        Appraisals should cover the fiscal year from July 1, 2009 through June 30, 2010, and departments should plan to have all employee appraisals completed no later than September 30, 2010. As was done last year, OP HR will provide each department head with a list of the names of each employee with a space for each person’s overall performance rating. This sheet, along with the completed co-signed reviews will confirm departmental compliance.

        We appreciate your attention to and support of this important initiative, which is essential to recognizing and improving employee performance. Please feel free to contact my office, or Rene Jackson of UCSF HR, if you have any questions or require assistance. We are here to serve and support you and your staff throughout the process.


        Dwaine B. Duckett
        Vice President of Human Resources

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