People Manual MATS University

7. Performance Management

Objective:This policy provides guidelines for objectives setting, performance evaluation and enhancement of performance of an individual.

Scope:All employees of MATS University.

Policy

The performance management covers objectives set at the beginning of the year, achievements made by the employee during specific periods, evaluation, feedback and development plan. The detailed processes and policies are given below.

1. Objective setting: At the beginning of every academic year, the employee and the supervisor set objectives with measurement criteria. Each objective should be manageable and achievable. This forms the foundation for evaluating the performance at the end of the year. Objective setting should be carried out within 15 days from the beginning of the academic year or date of Joining. It will be the responsibility of the Head of the Department finalize the objectives of al the employees in the respective department. HR will ensure that the objective setting is completed within the time frame with respect to all employees, collect the same and maintain the records.

2. Annual Appraisals: Despite regular interaction, feedback and review of performance, which is encouraged, the annual appraisal is a crucial event for any employee. At the end of the academic year, performance of employees is evaluated based on their set objectives. Annual appraisal (Self-appraisal, appraisal by Supervisor, Appraisal review, appraisal discussion and Development plan) process is completed within one month from the completion of academic year.

Confirmation Appraisal: For new employees, appraisal is carried out at the end of eleven months from the date of joining. This is called the confirmation appraisal and will follow the same process as above. Their next appraisal

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People Manual MATS University

would constitute a period that will be the remaining months up to June plus the next academic year.

For example, any employee joining in the month of September 2001, his confirmatory appraisal would be for the period September 2001 to August 2002. His next appraisal will be for the period September 2002 to June 2003. Subsequently he will be evaluated for the period June to July.Document: Performance Appraisal and development Plan –Annexure 7A

The processes involved in the annual appraisal are as follows:

a. Self-appraisal: In this, the employee fills his/her achievements/results achieved during the academic year, against each set objectives. Self-Appraisal should be completed within a week’s time and handed over to the Supervisor.

b. Appraisal by the supervisor: After the employee fills the self-appraisal, supervisor would incorporate his inputs and rate the employee’s performance. The supervisor gives his inputs relating to competencies and rate each competency. Supervisor also completes ‘performance summary’, summarizing on the candidates strengths and weaknesses and areas of improvement. This should be completed within a week’s time and sent to HR.

c. Appraisal Review: In order to avoid subjectivity and maintain uniformity, an appraisal review panel will review all appraisals. Members of the panel will include the Head of the Institution, HR representative, and the Director. The Chairman will review appraisals of all the HODs and Heads of the Institution. This should be completed within a week’s time and sent to HR. HR will release the same to the supervisor for Appraisal Discussion.

d. Appraisal Discussion: After the appraisal review, the same will be

released to the appraiser for the discussions with the appraisee. The supervisor discusses the appraisee’s performance, strengths, weakness and areas of improvements and records the summary of

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discussions in the format provided. This should be completed within seven days

Note: In the above processes, the HR trains the employee on filling the self-appraisal form and also trains the Supervisors on filling the appraisal report and handling appraisal discussions.

e. The Development plan: After the discussion and discussion summary, development plan will be made and incorporated. Development plan will be made both by the appraiser and the appraisee. The development plan will recognize the areas of improvement specific to that individual and provides a plan to overcome the same. A development plan will contain:

a. Specific areas of developmentb. Method of developmentc. Action by employeed. Action by supervisore. Target dates

The performance management cycle thus helps in evaluating strengths, weaknesses and helps in planning overall development of the individual.

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