Frequently Asked Questions for C&T Employees and their Supervisors
- Why is a performance feedback process being introducted for C&T employees?
- Is the performance feedback process intended to be a disciplinary tool?
- Who designed and approved the C&T process, forms, and tools?
- Does the employee receive a copy of the completed feedback form?
- Where will feedback forms be stored?
- Who has access to completed feedback forms after submission to Human Resources?
- Will all C&Ts be expected to participate in the performance feedback process?
- Are all supervisors of C&T employees expected to participate in the performance feedback process?
- Must these new forms be used if the department already has a feedback form?
- Who provides performance feedback?
- Why is there an employee self-assessment and what is the benefit?
- What resources and training classes are available to help supervisors and employees prepare for the performance goal-setting and feedback discussions?
- What should an employee do if they disagree with the supervisor’s remarks?
- Why does the employee have to sign the feedback form, and what does it mean?
- How much time do employees have to complete a self-assessment?
- Where should the interim or annual review discussion take place?
- When does the feedback form get completed?
1. Why is a performance feedback process being introduced for C&T employees?
Making sure employees receive clear and thoughtful feedback on their job performance is a consistently cited best practice of best places to work. All employees deserve to receive feedback that will reinforce their positive performance; ensure their awareness of areas to improve; and help them identify professional development and career interests.
2. Is the performance feedback process intended to be a disciplinary tool?
No, the performance feedback process is not intended to be a disciplinary tool. It is meant to be an effective feedback, developmental, and career planning tool.
3. Who designed and approved the C&T process, forms, and tools?
The “Performance Feedback and Joint Objective Setting Task Force” jointly created the performance feedback process and the forms and tools it includes. The Task Force was formed as a Best Practices initiative and included representatives from Local 34 leadership and University management. The Task Force benchmarked the performance feedback processes at other similar Universities and made recommendations to the Best Practices Initiative Steering Committee and the Policy Board which reviewed and accepted the proposed process, forms, and tools.
4. Does the employee receive a copy of the completed feedback form?
Yes. Once the employee and supervisor have completed the form and have held the feedback discussion, a completed copy of the form will be provided to the employee by the supervisor.
6. Who has access to completed feedback forms after submission to Human Resources?
The employee, his or her supervisor, and University Officials such as the appropriate HR Generalist, will have access to the completed feedback forms. In addition, employees may authorize sharing of their feedback with hiring managers as part of the reference checking process by indicating their desire to do so on their feedback form at the time of their review.
8. Are all supervisors of C&T employees expected to participate in the performance feedback process?
Yes. All supervisors of C&T employees, including bargaining unit and excluded C&Ts, are expected to participate.
9. Must these new forms be used if the department already has a feedback form?
Departments should adopt and use the new form, unless they are already using the FOCUS form. The new form, or the FOCUS form, will be the accepted standards for performance management for C&T employees by all departments. If the employee’s job requires a specific skill set or business knowledge due to governmental/institutional certification, documentation of those required skills or knowledge should be attached to the form, so that it reflects all job requirements.
10. Who provides performance feedback?
The supervisor is responsible for providing the overall performance feedback. However, the supervisor may seek input from others who can contribute meaningful feedback regarding the employee‘s performance (e.g. customers and others who receive or depend on the employee’s work); the employee should suggest names the supervisor may contact for input. The manager will determine whom to contact for input and will share this information with the employee during the feedback discussion.
11. Why is there an employee self-assessment and what is the benefit?
The self-assessment ensures that the employee has an opportunity to provide input and perspective into his/her own performance, and to include information the supervisor may not have. Working through this process can help employees identify and capture developmental interests they may want to discuss with their supervisor. It also provides supervisors with information to reflect upon as they complete their portion of the form. The feedback process should be an earnest dialogue between the supervisor and employee, and the self-assessment helps to ensure that this dialogue will take place.
12. What resources and training classes are available to help supervisors and employees prepare for the performance goal-setting and feedback discussions?
Training opportunities and resources including forms, guides, and samples available at http://www.yale.edu/hronline/focus/CTEmployees.html. Supervisors and employees are encouraged to visit the website to learn more, and review the multimedia overview created to help familiarize them with the process. Special classroom training, for supervisors who manage C&T local 34 employees exclusively, will be offered during the introductory year of the new C&T Performance Feedback process. In addition, existing training continues to be offered through the Learning Center’s classes in “Goal Setting and Feedback for Supervisors” and “Goal Setting and Feedback for Employees.” Managing at Yale classes for supervisors, which incorporate performance management content and are also offered continually, can be found on the web at www.yale.edu/managingatyale – particularly “InsideOut Coaching”, “Managing at Yale Essentials”, and “Great Manager”.
13. What should an employee do if they disagree with the supervisor’s remarks?
The feedback discussion itself provides the opportunity for the employee and supervisor to have a dialogue and exchange information about job performance and results for the period being reviewed. Often, during the conversation differences in perception are lessened as the result of additional information and perceptions being shared. In addition, the employee may record any disagreement with the supervisor’s remarks by using the space provided on the feedback form for “Employee Comments.”
14. Why does the employee have to sign the feedback form, and what does it mean?
The employee signature is needed to verify that the employee has seen and discussed the completed feedback form with the supervisor. The employee signature does not signify agreement or approval of the contents or statements on the form. It also indicates that the employee has had an opportunity to enter “Employee Comments.”
15. How much time do employees have to complete a self-assessment?
A minimum of two weeks is the recommended time between when a supervisor asks the employee to complete a self-assessment and when it is handed in.
17. When does the feedback form get completed?
Recommended timelines will be communicated during the rollout of the C&T Performance Feedback process, and can be referenced online at http://www.yale.edu/hronline/focus/documents/performance-management-timetable.pdf.
18. What if the employee is new to the job?
Employees should meet with their supervisor and set goals for the remainder of the performance cycle. While some employees may be hired close to the end of the performance cycle, time should be set up to review the past years previous goals and talk about possible goals for the next year’s cycle. This may be refined when the new departmental goals and the manager’s goals are set prior to beginning of the C&T Performance Cycle. The feedback form also includes a column the supervisor can check for each particular skill or performance area to identify whether it is “too soon to rate or NA”.