|
Basis for the Feedback and Development Process
Feedback Data
Forming the Circle
The Development Plan
Basis for the Feedback and Development
Process
Is
this an evaluation process?
Yes, feedback and development circles are designed to provide
a strategic and consistent evaluation process for staff across
campus. Employees need to know when they are doing a good job
and need to receive suggestions for how better to meet the needs
of those they serve on an ever-changing campus. While feedback
and evaluation has been an annual practice in many departments,
some employees may never have received any formal feedback on
their job performance. The feedback and development circle process
carries evaluation a step further by providing employees with
a development plan a nd the resources to address areas for improvement.
Is
this program being developed and driven because of the failure
of supervisors to provide feedback to employees? Why are we doing
this?
Many departments have done a wonderful job providing feedback
to employees, but there has not been a consistent, campus-wide
method of doing so. In the day-to-day rush of business, some campus
departments may have trouble finding time to provide feedback.
The Feedback and Development Circle process assures supervisors
and employees that evaluation, feedback, and development are supported
by the College and are considered a high priority in the workplace.
Is
this process tied to pay increases?
The feedback and development process is NOT tied to compensation.
When
does the feedback and development circle process begin?
Supervisors will receive notice from People Services when it is
time for the process to begin and the supervisor will request
that the employee begin developing a list of circle members. Prior
to starting a Feedback Circle, the employee scheduled for a Feedback
Circle and the supervisor should update position descriptions,
which are needed for the feedback process.
Why
should I be motivated about getting feedback?
This feedback process gives employees the opportunity to access
resources for training and development that otherwise might not
have been made available to them. The feedback process is a tool
for growth, and the possibilities can be very exciting.
Is
everyone on campus going through this training?
Staff members and those faculty who have supervisory responsibilities
have received Feedback Circle training. Faculty who do not supervise
staff are not going through the training and neither are students.
If an employee has included some of these faculty, students or
people from off-campus in a feedback circle, he or she will need
to provide them with a brief overview of the process.
[top of page]
Feedback Data
Will
I receive copies of the feedback forms as completed by my feedback
circle members?
No - to facilitate the process of receiving candid, constructive
feedback, feedback forms are to be kept anonymous.
Will
this feedback information become a permanent part of my personnel
file?
The feedback information will be held at People Services in a
separate file from personnel files. The feedback forms are kept
at People Services for two reasons:
-
Many offices on campus lack space in which the files may
be locked away so that confidentiality can be maintained;
and
-
The files will be available from People Services for review
in case you have concerns that your feedback consolidator
did not accurately summarize the feedback information.
Will
any information (feedback comments, etc.) be sent to outside organizations
or used for any purpose other than what is being stated in the
training sessions?
The feedback information will not be sent to outside organizations.
The feedback comments are used specifically to create a development
plan to help the employee move forward in his or her career and
are not meant to be shared with others.
Can
I be fired based on information provide during the feedback process?
The feedback process is not designed to be a punitive measure
for employees who are having problems with their jobs. Any performance
issues that might impact a person’s employment are to be
handled outside the feedback process.
What
if the employee (feedback recipient) feels that the supervisor
has not reported the feedback accurately?
If an employee feels that the feedback data has been inaccurately
summarized, he or she can request a review of the original feedback
forms by People Services. The original forms from each circle
member will be on file at People Services for this purpose. If,
upon review, the decision is made that the data was not consolidated
accurately, a new consolidated form will be completed and reviewed
with the employee and the supervisor.
How
can I develop myself with regard to specific feedback if I do
not know who is providing the feedback?
With your supervisor, discuss the best way to address a given
practice or behavior discussed in the feedback meeting. This could
mean working with someone to refine a process or develop a new
practice. While individual feedback is kept anonymous in this
process, performance development should be an ongoing collaborative
process.
[top of page]
Forming the Circle
Is
‘5’ the magic number for feedback circle members?
To receive well-rounded feedback from a diverse group of people,
a feedback circle should have around five members. However, if
an employee has contact with many people in many areas, his or
her feedback circle could be larger. If an employee doesn’t
have frequent contact with people, his or her circle may be as
small as three members, which is the minimum number for a circle.
What
if there are not many people who know my work or who interact
with me frequently?
In cases where an employee has infrequent contact with people,
the feedback circle will have fewer members. The minimum number
of members for a feedback circle is three, so the employee should
select two circle members in addition to the supervisor.
What
if an employee has significant interaction with individuals who
may be off campus? Can they be part of the feedback circle?
Employees who interact with people off-campus may include representatives
of that group in the feedback circle. Keep in mind that people
off-campus have not gone through the feedback and development
circle orientation, so they will need to receive a cover letter
briefly explaining the process the their role in providing feedback.
Can
a supervisor ask an employee to provide self-evaluation or feedback
on him or herself?
Self-evaluation is definitely an important part of the feedback
and development process and comments from circle members should
serve as an opportunity for the employee to do some self-examination.
Self-evaluation will take place during the feedback meeting with
the supervisor as the employee helps determine the best ways to
address development issues. The supervisor might also encourage
the employee to complete the feedback forms, thus providing a
self-evaluation.
What
if my circle is not the same as a colleague’s circle?
People with similar responsibilities on campus may have similar
feedback circles, but it is not necessary for them to look absolutely
the same. Each circle needs to be custom-tailored to the employee’s
responsibilities and interaction with other people. Keep in mind
the guidelines for selecting circle members. Circle members should:
- Know your job
- Have fairly frequent contact with you
- Depend on your services
- Represent the areas touched by your work
Do
circle members ever meet as a whole group?
No. The feedback circle is a “virtual” circle. Its
members never come together as a whole group. They simply return
their feedback forms to the consolidator.
Will
I be on my supervisor’s feedback circle?
Your supervisor’s circle will definitely include people
he or she supervises. Whether or not you end up being on the circle
depends on whether one of his or her other employees is serving
on the circle. In most cases, to maintain diversity in the circle,
only one or two people who are supervised by the person would
be on the circle.
What
happens if you don’t want to participate in a circle? Can
you say ‘no?’
In most cases, you should participate on a circle when asked to
do so. Remember that your feedback is important to the person
who wishes to know how he or she is performing. However, if you
have a compelling reason, you might decline to serve on a circle.
You might decline if you lack knowledge of that person’s
position or performance, or if you already are serving on a significant
number of circles.
Can
feedback circle members provide comments to the consolidator by
phone rather than writing on the forms?
Verbal feedback should rarely happen, but in situations where
a feedback circle member is not comfortable writing out the feedback,
the consolidator might take information over the phone. The consolidator
should carefully take notes and clarify any details with the feedback
provider. The consolidator’s notes should be filed as the
original feedback with the other feedback forms as a record.
When
might my supervisor not be my consolidator? Do I have a choice
in whether my supervisor serves as my consolidator?
The employee does not choose the consolidator of his or her information.
In most cases the supervisor serves as the consolidator of feedback
data. A supervisor might not serve as consolidator if he or she
has such a large number of employees that consolidation would
be problematic or if the supervisor were newly hired and might
not be ready to take on consolidation responsibilities. In any
case, the supervisor is always a member of the feedback circle.
In
completing feedback forms, time considerations will come into
play. Will we be allowed to do this during work time?
Serving on a circle and receiving feedback will take place on
work time. The College supports the need for feedback and development
of college employees and sees the commitment of time and resources
as vital to having a strong, dedicated workforce.
[top of page]
The Development Plan
Is
the development plan based on what I think I need or what my supervisor
thinks I need?
The employee and the supervisor will work on the development plan
together, so that it addresses both the needs of the employee
and the needs of the department. Both employee and supervisor
should discuss the plan and consensus should be reached about
the best actions the employee can take to advance his or her skills.
How
do I identify resources to help me move along with my development
plan?
People Services staff are available to help identify training
opportunities both on and off campus to help employees with their
development plans. You may also apply for funding for training
and classes if your department budget does not allow for staff
training.
Can
the development plan include classes or training that aren’t
necessarily work-related?
The development plan should focus on work-related issues. Classes
or training for leisure should be taken on the employee’s
own time.
Who
is responsible for making sure that review dates are met?
When the development plan is created, review dates will se set
for each goal. Both the supervisor and the employee should note
these dates and a meeting should be scheduled for each date. The
supervisor is responsible for periodically discussing development
plan progress with the employee and for providing time for the
employee to work on the development plan. The employee is responsible
for completing the steps in the development plan and should notify
the supervisor if completing the plan is problematic.
[top of page]
|
