Performance reviews are a collaborative conversation between a supervisor and an employee to reflect on accomplishments, discuss performance, and set goals for the future.
At the University of Iowa, staff participate in one annual performance review cycle, which begins in mid-April and ends on March 31 of the following year. Departments may set earlier internal deadlines to meet their operational needs.
Essential Elements of a Performance Review
- A back-and-forth conversation between the employee and supervisor to discuss:
- Short- and long-term goals, aspirations, development, etc.
- How the employees work relates to the unit's objectives and overall success.
- Resource needs and other support the employee needs from the supervisor.
- A review last year’s performance (or since the last performance review conversation).
Supervisor Responsibilities
- Ensuring the employee is aware of the responsibilities including universal competencies and/or WE CARE values as they relate to their position;
- Helping the employee understand how their work aligns with unit goals and university/UI Health Care goals;
- Serving as a coach to the employee in establishing goals and supporting their achievement;
- Creating and sustaining a healthy, respectful, and productive work environment; and
- Ensuring that the performance review conversation takes place enough in advance of the performance review deadline to allow the employee to ask questions and clarify all aspects of the performance review document before the review is signed by the employee.
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Performance Review Process
- Supervisor schedules review meeting: The supervisor sets up a date and time to meet with the employee for the performance review discussion.
- Employee completes self-review: P&S employees complete their self-review in the tool. Supervisors can enter comments after the employee submits it. Merit employees can fill out the Merit Self-Assessment Template.
- Employee updates goal plan: The employee adds progress notes to their goal plan and completes the online performance review form (for P&S staff).
- Supervisor completes review form: The supervisor fills out their portion of the performance review form.
- Review meeting takes place: The employee and supervisor meet to discuss performance. During the meeting, the supervisor shares their comments.
- Supervisor finalizes comments: After the discussion, the supervisor may revise their comments based on the conversation and then sends the form to the employee.
- Employee provides final comments: The employee has the opportunity to add their own comments and finalize the form.
- Employee signs review: The employee has 60 days after the performance review cycle deadline (March 31) to sign the review. If the review is not signed within this timeframe, it will be uploaded to the employee’s ePersonnel file in Self Service without their signature.
Performance Review Supervisor Checklist
Get a detailed checklist of each step supervisors should take during this process
Performance Descriptors
Outstanding
This rating is typically reserved for an extraordinary year and is seldom achieved year after year.
- Considerably and consistently surpassed performance expectations and goals in all areas.
- Made a significant contribution to the department's and/or University's success through unique and exceptional accomplishments.
- Excelled significantly beyond their performance expectations and goals.
Exceeds Expectations
- Surpassed performance expectations and goals.
- Demonstrated unique understanding of work well beyond job requirements.
Successfully Meets Expectations
- Met job performance standards.
- Was reliable in attaining expected results, and the employee is capable and knowledgeable of their work.
- Work was completed on schedule with a high-degree of accuracy.
Needs Improvement
- Has not satisfactorily completed the assigned duties in some areas and needs to demonstrate improvement toward meeting performance standards.
- Work results were inconsistent.
Unsatisfactory
Must show immediate and significant improvement toward satisfactory achievement of performance standards in order to continue University employment.
- Has not met expected standards or goals set for the position.
- Does not demonstrate knowledge or ability to perform the majority of assigned duties.
No Rating
This is only visible in Merit reviews, and should only be used in special circumstances and with approval from your supervisor and HR Representative.
Goal Setting
Setting goals is a key part of performance reviews. Goals should:
- Align with university, department/team, and employee career objectives.
- Be specific, measurable, and time-bound.
- Support both current role success and long-term growth.
Resources:
Goal Setting Tips
- Work with the employee to set 3–5 priority goals.
- Use the SMART framework (Specific, Measurable, Attainable, Relevant, Time-bound).
- Revisit and adjust goals throughout the year.
- Encourage employees to consider career aspirations alongside performance goals.
Performance Review Business Rules and Policies
Performance Review Cycle Dates
There is one annual performance review cycle for staff, which begins in mid-April and ends on March 31 of the following calendar year. Departments may establish internal deadlines within the performance review period to facilitate the needs and plans of the departments.
When a Review is Required (Trigger Dates)
A performance review is required, within the established cycle, for any staff member with continuous regular employment 3 months prior to the cycle end date. Continuous employment is defined as no break in service more than 10 days.
Departments have discretion to require performance appraisals be conducted on a more frequent basis to meet departmental needs or regulatory compliance.
Multiple Job Situations
Employees who hold multiple jobs, whether within the same department or in more than one department, are only required to have one review completed each cycle.
Multiple reviews may be completed in a performance review period if desired or warranted.
Compliance Requirements
- For a review to count as completed in a specific cycle, the review date on the form must be on or prior to the cycle end date.
- Ratings are required for all Merit and P&S employees.
- Ratings are optional for SEIU employees.
Employee Status Exceptions
UI requires reviews for all regular P&S/SEIU/Merit staff who are active, on paid leave, or on unpaid leave. Employees on complimentary appointments and Howard Hughes Medical Institute (HHMI) employees are excluded. Staff on leave who are not available to have a review may be identified as such in Self Service. Requests for this should be sent to the department HR Rep.
Official University Policy
The Policy Manual provides more details about performance review philosophy and policy in the Performance Review for University Staff section.
