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DOCUMENT TYPE:
Policy
PURPOSE:
To outline the process used by University Support Staff (USS) to appeal an overall rating of unsatisfactory on a performance evaluation.
APPLIES TO:
University Support Staff (USS) with active appointments to regular positions who are not serving on probationary status.
CAMPUS:
Edwards, Lawrence, Juniper Gardens, Parsons, Topeka, Yoder
POLICY STATEMENT:
Discussion with Supervisor
A USS employee who disagrees with the content within a performance evaluation should meet with the employee’s supervisor upon receipt of the completed evaluation. The supervisor should document the employee’s concerns during the discussion meeting. In the event that an amicable decision is reached, and a change has been agreed upon, the change may be made to the pertinent section(s) and/or rating(s) of the electronic evaluation. Such changes may or may not impact the overall rating of the evaluation. Ultimately, however, it is within the supervisor’s authority to determine the final content of the evaluation after the discussion with the employee.
Informal Resolution
If the employee’s concerns are not resolved in the informal discussion with the employee’s supervisor, and the employee receives an overall rating of unsatisfactory, the employee may wish to appeal the overall unsatisfactory rating. The employee must submit an appeal form to Human Resources (HR) on the specified form no later than 7 calendar days after acknowledgement of the electronic evaluation. The employee’s appeal should include specific information for the grounds of the appeal, any witnesses and/or supporting documentation related to performance during the time period evaluated.
HR staff will offer an opportunity for a voluntary, informal meeting with the employee and the supervisor to attempt to facilitate a resolution to the differing perspectives regarding the unsatisfactory overall rating. This informal resolution is not a required step; the employee may wish to lodge an appeal with the Evaluation Appeal Board.
Performance Evaluation Appeal Board
At the conclusion of any voluntary informal resolution process which may have occurred, the employee determines whether to pursue the appeal further by requesting from HR a hearing before the Performance Evaluation Appeal Board. The Board is selected from a standing committee appointed by HR with input from the parties for the selection of the board members who are staff without direct involvement with either party. HR will select the board chair from the standing committee.
The Board conducts a hearing, reviews materials provided by both parties, and accepts witness testimony. The Board recommends to the Associate Vice Provost of Human Resources (or designee) modifications to the evaluation, whether the supervisor’s evaluation should be upheld, and/or any other recommendations. The evaluation rendered by the Board and approved by HR is final and cannot be further appealed.
EXCLUSIONS OR SPECIAL CIRCUMSTANCES:
While the overall performance rating may be appealed, the actual compensation decision in regard to merit cannot be appealed.
Employees who believe that they have been discriminated against on the basis of race, religion, color, sex, disability status, national origin, ancestry, age, status as a veteran, sexual orientation, marital status, parental status, genetic information, gender identity, or gender expression with respect to rendering a job performance evaluation should contact the Office of Civil Rights & Titles IX at 785-864-6414.
This policy does not apply to staff covered by a Memorandum of Agreement whose provisions specify a performance evaluation appeal process.
CONTACT:
Human Resources
103 Carruth-O’Leary Hall
1246 W. Campus Road
Lawrence, KS 66045
785-864-4946
hrdept@ku.edu
APPROVED BY:
Associate Vice Provost for Human Resources
APPROVED ON:
2017-06-15
EFFECTIVE ON:
2017-06-15
REVIEW CYCLE:
Annual (As Needed)
RELATED STATUTES, REGULATIONS, AND/OR POLICIES:
Probationary Periods
USS Performance Evaluations
RELATED PROCEDURES:
Performance Management System
USS Process Information
RELATED FORMS:
USS Evaluation Appeal Form
CHANGE HISTORY:
03/26/2025: Migration to TeamDynamix from Drupal.
09/20/2024: Updated Human Resource Management (HRM) to Human Resources (HR); updated broken links.
09/01/2021: Updated IOA to Office of Civil Rights & Title IX.
06/15/2017: The policy codifies existing practices and replaces information previously provided in retired Handbooks for University Support Staff.