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Staff Performance Management Process
The goal of Clemson’s performance management process is to help employees and Clemson maximize performance potential and engage supervisors in the success and growth of every employee.
The process comprises three major phases: Planning, Performing and Monitoring, and Evaluation with continual communication and feedback throughout the process. Please familiarize yourself with the phases and your supervisory responsibilities as outlined below.
Staff Performance Management is required to be completed using OnBase-Performance for all full-time equivalent (FTE) and new hire/probationary employees. Time-limited positions (TLP), Time-limited Grant positions (TGP) and Temporary positions will not use OnBase Performance.
Supervisors of FTE Staff
OnBase-Performance Expectations and Resources for Supervisors of FTE Staff
- Full Time Equivalent (FTE)
- New Hire/Probationary Year
Supervisors of Temporary Staff
Planning and Evaluation Resources for Supervisors of Temporary Staff
- Time Limited Positions (TLP)
- Temporary Grant Positions (TGP)
- Temporary Employees
Performance Management Stages
Planning Stage
The PLANNING STAGE should be completed within the first 45 days of the Performance Period (PDF). The plan should include job functions (job duties and success criteria), objectives for the review period and competencies.
Supervisor Responsibilities:
- Ensure the position description reflects required work and aligns with core competencies and discuss with the employee
- Discuss department/unit goals for the coming year with employee Collaborate with employee to build planning stage and expectations using SMART criteria
Resources:
Performing and Monitoring Stage
The PERFORMING AND MONITORING STAGE occurs throughout the performance period.
Supervisor Responsibilities:
- Monitor and document the employee’s performance and progress toward goals
- Hold regular one-on-one meetings with employees throughout the year to discuss performance Identify and discuss any performance concerns in a timely manner
- Complete a mid-year review (optional but highly encouraged)
Resources:
Evaluation Stage
The EVALUATION STAGE occurs within the last 90 days of Performance Period (PDF). Both the supervisor and the employee formally evaluate the employee’s performance for the year.
Supervisor Responsibilities
- Ensure employee completes their self-evaluation
- Evaluate and rate the employee’s performance based on the success criteria outlined in the planning stage. (Consider including examples, narratives and any feedback received)
- Meet with the employee to discuss performance and evaluation
- Set a meeting for discussion of the planning stage for the upcoming performance year
Resources:
Communication and Feedback
COMMUNICATION AND FEEDBACK are encouraged throughout the process to ensure alignment with expectations, address concerns early and often, and promote growth and professional development.
Supervisor Responsibilities:
- Establish regular meetings with the employee to provide performance feedback
- Provide positive recognition as well as constructive criticism
- Revise the planning stage if new or changing business priorities will not allow the employee to accomplish goals
- Celebrate success and accomplishments
- Help your employees gain the skills, abilities and knowledge they need to increase their potential and improve their performance
Frequently Asked Questions
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Why is it important to submit an employee review and rating on time? Can I start early?
The state requires a recorded performance rating/review every 12 months. Any employee who surpasses this 12-month period (the selected established review date) without receiving a review and rating will receive a “concedes to successful” rating. The “concedes to successful” rating is reported and is reflected poorly on the supervisor. Providing an employee with a timely annual evaluation affords supervisors with a great opportunity to express appreciation or concern for the work being performed. Conversely, not providing an evaluation will result in your employee being marked as “concedes to successful”, which may not be representative of the work they performed which may make it more challenging for future disciplinary action.
Importantly, in the future, the performance rating will be one of the factors considered when evaluating an employee’s compensation. If the employee “concedes”, they may not be eligible for a higher amount of pay. Additionally, if the rating is not received on time, this may impact the potential performance based increase and/or the communication of a potential performance based increase.
If you want to get ahead, reviews may be started as early as 90 days prior to the end of the performance period i.e. the last day to submit performance reviews.
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What guidance is provided on how to rate my employees?
It is imperative that each covered staff member receive a review and rating indicative of their performance. Typically, we see performance fall around a normal distribution with about 60% of performance equivalent to a successful level, 20% above that and 20% below successful. If you would like to truly reward your highest performers, you should set specific, stretch goals, and you should differentiate performance to draw attention to the highest level of performance.
You can review the definitions for each rating (PDF).
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How can a supervisor link performance to pay?
OHR has been working with the budget office and Provost Office to develop a merit or performance-based pay plan Universitywide. This plan will directly correlate an employee’s compensation with proven performance as well as other factors such as time in position, experience, skills, certifications/degrees, and span of control. Now more than ever, it is critical for supervisors to provide employees with, fair and timely reviews that are truly indicative of the employee’s performance. The performance rating (as well as time in position, current market level, etc.) will guide the amount of increase suggested for the employee. Any pay decisions are at the discretion of the dean or VP of the budget center and dependent on budgetary constraints.
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Can I rate an employee overall “unsuccessful” on their performance review?
An employee cannot be rated as overall “unsuccessful” on their performance review unless a Performance Improvement Plan (PIP) has been completed. An employee can receive a rating of “unsuccessful” on an individual job duty, however, the overall rating cannot be “unsuccessful” without a PIP. Please contact Staff and Faculty Relations for more information.
*Effective September 1, 2024, the South Carolina Department of State Human Resources (DSHR) made several updates to the state HR regulations, including the renaming of a Warning Notice of Substandard Performance to a Performance Improvement Plan (PIP). Please reference this OUR Clemson announcement for additional details.
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May new supervisors view previous performance documents for their direct reports?
Yes, supervisors can view the completed performance reviews for their direct reports. Please contact empverifications@clemson.edu to set up an appointment to view those documents.
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What are the expectations for a new employee with regard to performance management?
Please familiarize yourself with the Staff Performance Management Policy and resources available on the HR Staff Performance Management page. Your supervisor should be meeting with you within your first two months of employment to create a planning stage document. If you do not receive this document, please talk to your supervisor.
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I need help with OnBase-Performance. Who can I contact?
Please complete the OnBase-Performance support form to submit your questions. A member of the support team will be in touch within 1-2 business days to assist you.
