I I. Performance Programs
The annual performance program is a written document that identifies
those aspects of your duties and responsibilities assigned for a one-year
duration. It is not a job description. The performance program is a
result of discussions between you and your immediate supervisor.
Your first written performance program is provided to you within 45
days of your initial date of employment. A new performance program is
provided yearly, or whenever your duties and responsibilities change,
after promotions or as conditions warrant.
Your performance program is the official record of your assigned
professional obligation and is placed in your official personnel file.
You must also receive a copy. Your annual evaluations are based on the
duties and responsibilities assigned in your performance program.
Here are some things you should keep in mind as your performance
program is being developed:
• Take advantage of the consultations with your immediate
supervisor prior to the final preparation of your performance
program. Ask questions and request clarification on anything
in your program that is unclear.
Ask that continuing professional development and training be included,
• Make sure you have a clear understanding of supervisory and
• Make sure you understand the criteria for evaluating the
achievement of each aspect of your written assignment.
• Make sure you understand the tasks, if any, you will be required
to perform over the next 12 months. Make sure the
timelines for achieving your objectives are reasonable.
• If secondary sources are identified as individuals who will
evaluate your performance, make sure you know who they
are, what part of your program on which they will be
consulted, and why secondary sources are included.
• Take advantage of an informal, ongoing evaluation process
with your immediate supervisor. If you are having difficulty
with aspects of your program, discuss it with your immediate
supervisor at the earliest opportunity.
• If additional duties are added to your performance program,
ask for others to be removed, or ask for a salary increase.
Here are some things to avoid when developing your performance program:
• Statements of duties that are not described, such as “any
duties as assigned.” You cannot be evaluated on something
you are not specifically told in writing.
• General or passive descriptions of your duties, such as “responsible
for all activities in residence hall, lab, department,” etc.
• Duties and responsibilities that you have no authority or
resources to carry out.
• Duties and responsibilities that are controlled by someone else.
The next step to establish your performance program is for your immediate
supervisor to put everything discussed in writing and to provide
you with a copy. Make sure the document is accurate and reflects what
you have discussed with your supervisor. Your supervisor has the final
authority to determine the elements of the performance program.
You and your supervisor will sign the performance program. Your signature
only acknowledges that you received it. You should attach a written
statement to the performance program within 10 working days of receipt
if you object to any part of it, or need to clarify your understanding of it.
A copy of the performance program (and your written statement if
submitted) is placed in your official personnel file. You should keep a
copy for your own file.
You will receive a new performance program each year, even if there
are no changes to it, or as conditions warrant.
It is not uncommon for changes to be made to your performance
program during the year. When changes occur, a new performance
program may be written and the new items included. If the changes
are not reflected in the performance program, you can be directed to
perform them, but you cannot be evaluated on them. You may be
eligible for a promotion, salary increase, extra service compensation
or compensatory time.
If your immediate supervisor changes, your new immediate supervisor
must be identified to you in writing within 30 days. It is important to
review your duties and responsibilities with your new immediate
supervisor to ensure you know your new immediate supervisor’s
expectations and vice versa.
Keep in mind that your performance program is intended to reflect
100 percent of the job you were hired to do for a one-year period.
It is also important to understand that management is not responsible
to compensate you for any extra duties you assign to yourself. When
you need to work beyond your professional obligation, speak to your
immediate supervisor first to get the approval to do so—and the compensation
(whether compensatory time or overtime) that is appropriate
because it is assigned.
If you have not received your performance program, you should speak
to your immediate supervisor so one can be developed. If you still do
not receive one, then you can speak to your UUP chapter leaders for
help. It is the policy of SUNY that employees are evaluated. You cannot
be evaluated without a written performance program. And, in fact, not
having a performance program in place by the deadline is grievable
under Article 7 of our contract.