Employee Handbook

Policy No. 610
April 1, 1997
Reviewed January 2021
Scheduled Review January 2025

PERFORMANCE APPRAISAL

PURPOSE
To provide a process for two-way communication between supervisors and employees for purposes of performance development and establishing goals.

SCOPE
This policy applies to half, reduced and full time staff employees.

POLICY
The employee performance appraisal process is designed to accomplish the following objectives:

1. To enhance individual employee performance and ensure effective university operations.
2. To summarize both formal and informal performance discussions held between supervisors and employees as well as establishing performance standards and goals.
3. To document performance areas in which employees do well, including those areas requiring improvement and plans to correct performance shortcomings.

PROCEDURE (OR PROCESS)
Each supervisor is responsible for setting and communicating performance standards for his or her employees at the beginning of and throughout the review period. Each supervisor is also responsible to observe and discuss with his or her employees’ positive and negative aspects of their performance in relation to standards throughout the review period. And, on a not less than biennial basis, each supervisor is responsible for conducting formal written performance appraisals with each subordinate employee summarizing past discussions, and setting performance goals.

1. Timing.  Staff employees will receive an appraisal not less than biennially.
2. Performance Appraisal Forms.  AA copy of the employee performance appraisal form for both the employee and the supervisor should be downloaded from this webpage.
3. Performance Appraisal Discussion.  Supervisors will hold a discussion with the employee regarding each performance appraisal, discussing the supervisor’s section and the employee’s section. The discussion should be held at a prearranged time in a private location free from interruptions.
4. Employee Signature.  The employee will be asked to comment on the appraisal and acknowledge it by signing the form. He or she will then be given a copy of the signed appraisal. If the employee declines to sign the form, they should be encouraged to discuss any concerns and submit a written response, which will be attached to the appraisal, prior to signing.. In the event the employee still declines to sign the appraisal, the supervisor should write “employee declined to sign” at the bottom of the form, add his or her initials and the date, and give the employee a copy of the appraisal. The supervisor should then notify his or her manager and the director of Human Resources.

Policy No. 620 
Responsible Department: Office of Human Resources
Responsible Administrator: Chief Human Resource Officer
Effective Date: January 1, 1994
Revised/Updated: December 2015
Date of Scheduled Review: December 2019

PROMOTIONS POLICY

PURPOSE
To support the basic organization-building process of promoting qualified employees to positions of greater responsibility and recognition.

SCOPE
This policy applies to all positions.

POLICY

1. When a position vacancy occurs, opportunities to promote from within may be explored consistent with the goal of filling positions with the most capable individual available.
2. Job posting, employee performance appraisals and professional development and training will provide the primary input to the internal selection process.
3. At times, external recruiting sources will be used simultaneously with the internal search.
4. Receipt of a promotion does not constitute a commitment for continued employment in a new position for any specific time, nor is there a guarantee that an employee will be able to return to his or her former position if he or she is unsuccessful in the new job.

RELATED POLICIES

• Policy No. 020, Recruiting and Selection
• Policy No. 610, Employee Performance Appraisal
• Policy No. 621, Job Posting

Policy No. 621 
Responsible Department:  Human Resources
Responsible Administrator:  Director of Human Resources
Effective Date:  October 1995
Reviewed Date:  September 2019
Date of Scheduled Review:  September 2023

JOB POSTING

PURPOSE
To provide a system by which employees may investigate, apply and be selected for job openings on an equal basis with outside applicants.

SCOPE
This policy applies to all non-exempt and exempt staff positions.

DEFINITIONS
The university supports the practice of promoting from within when practical. It also believes that employees have the primary responsibility for their own career development.  If hiring from within, the supervisor with the open position should advise the internal applicant to notify their current supervisor when an interview is scheduled.

PROCEDURE (OR PROCESS)

1. When a vacancy occurs, the appropriate supervisor will submit an approved Request for Personnel (RFP) Form to the Human Resources Office. This completed form includes all job-related requirements necessary for proper job posting.  A current job description, formatted according to the template found on the Human Resources website, must be emailed to humanresources@acu.edu.
2. Once the RFP and job description have been received, the position will be sent to the Senior Leadership Team within one business day for approval. It can take up to five business days for the approval process to be completed.
3. When a current employee is selected to fill a posted vacancy, the two departments involved will confer and agree on a suitable transfer date.  Such transfers are expected to occur within two to three weeks from date of job acceptance.  All such transfers must be coordinated with the Human Resources Office.