Sam Houston State University (SHSU) clearly defines policies regarding appointment, employment, and regular evaluation of non-faculty (staff) personnel. The University publishes these Human Resource policies, as well as the Rules and Regulations of The Texas State University System (TSUS) [1], on the SHSU website [2]. All Human Resource policies regarding appointment, employment, and regular evaluation of staff personnel are reviewed by the Associate Vice President for Human Resources and Risk Management, the Vice President for Finance and Operations, the Office of General Council, and the President’s Cabinet, with final approval from the University President. Human Resource policies are periodically reviewed with the most recent and next review dates documented on the last page of each policy. Sample policies are provided for review:
The policies regarding appointment and employment of staff positions at SHSU are aligned with the TSUS Rules and Regulations, Chapter V, Component Personnel [6]. The University is committed to equal opportunity regarding appointment and employment of staff as outlined in the SHSU Finance & Operations Human Resources Affirmative Action Recruitment Plan [4]. This policy is in alignment with the TSUS Rules and Regulations, Chapter V, Section 2.11, which states the following:
The Texas State University System, including its Components, is an equal opportunity/- affirmative action employer and complies with all applicable federal and state laws regarding non-discrimination and affirmative action, including Title IX of the Education Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973. The Texas State University System, including its Components, is committed to a policy of non-discrimination and equal opportunity for all persons regardless of race, sex, color, religion, national origin or ancestry, age, marital status, disability, or veteran status, in employment, educational programs, and activities and admissions. [7]
Staff Personnel Hiring Practices
The SHSU Human Resources Department establishes policies and procedures and aids in the hiring process for all staff positions within the university (i.e., administrative, professional, secretarial/clerical, technical/para-professional, skilled craft, and service/maintenance staff). As stipulated in Finance & Operations Human Resources Policy E-1 – Staffing [3], the University makes public all job openings for which outside applicants are to be considered. This requires the posting of vacancies for a minimum of five calendar days on the Human Resources Department website, the Texas Workforce Commission website, and other applicable media.
The hiring process of staff begins with an electronic posting request, which stipulates the job description and requirements. Hiring managers review all job applications to determine which applicants meet or exceed the minimum requirements for the position and forward a list of requested interview candidates to Human Resources. Human Resources confirms all interview candidates meet minimum job qualifications and reviews interview pools for diversity. Qualified interview candidates are then forwarded to the hiring supervisor. Candidates are interviewed, and the hiring supervisor selects the best qualified candidate [3].
Evaluation of Staff Personnel
The Staff Evaluation System at SHSU is governed by Human Resources Policy ER-6 [5]. According to this policy, the purpose of evaluation is as follows:
To establish a systematic staff evaluation system for staff employees utilizing an annual performance appraisal process that will serve as a basis for merit pay increases (when available), employee development, and promotion decisions necessary to develop and maintain an effective and efficient staff workforce.
The policy, in part, declares that administrative employees are annually reviewed using the applicable evaluation instrument in the University’s Cornerstone Performance Management software system [8] [9] [10] [11] to ensure that the “University’s performance standards, evaluation criteria and appraisal process complies with the applicable regulations of the Equal Employment Opportunity Commission and related federal laws.” All staff personnel at SHSU are subject to annual evaluations, regardless of level.
Evaluation of the President
As provided for by the TSUS Rules and Regulations, Chapter IV, Section 7.1 [12]:
The Chancellor shall review annually the general performance and effectiveness of each President, presenting to the Board his or her written opinions, advice, and recommendations as to the President’s employment, subsequent to which the Board shall meet with the Chancellor and the President being evaluated.
The President of SHSU is evaluated in this manner by the Board of Regents once a year. Evidence of the President’s annual evaluation by the Board of Regents is provided here in the form TSUS Board of Regents Meeting Materials for May 2017 [13] and May 2018 [14].
Evaluation of Administrative Officers
As provided for by the TSUS Rules and Regulations, Chapter IV, Section 7 [15], “The Presidents of the Components shall periodically evaluate the effectiveness of all administrative officers who report directly to them and establish procedures for the evaluation of the effectiveness of all other administrators.” This process occurs annually at SHSU. Administrative officers are defined under the TSUS Rules and Regulations, Chapter V, Section 1 [6] as “. . . Vice Presidents, Deans and other administrative personnel with delegated executive authority as determined by the President.”
The President of SHSU meets with each of her Vice Presidents on an annual basis to provide them with a written evaluation of their year’s work. The President conducts this evaluation of the Provost and the Vice Presidents based on the performances of their respective divisions. All Vice Presidents were most recently evaluated in April, 2018 [16]. Confidential hard copies of each Vice President’s evaluation are maintained within the Office of the President and Department of Human Resources.
Vice Presidents, in turn, evaluate all administrators under their direct supervision. For example, the Provost conducts annual reviews for all of the Academic Deans and Associate Vice Presidents for Academic Affairs using the Performance Management software. Likewise, Academic Deans review the Associate and Assistant Deans. Vice Presidents, Associate Vice Presidents, and Deans are considered administrative staff, and appraisal factors include an assessment of leadership; communication; interpersonal relationships, external communication, and attitude; decision making; and professional development [9]. For the most recent performance appraisal cycle, 100% of administrative positions were evaluated [17]. Departmental Chairs are evaluated annually, with feedback solicited from their respective faculties, through a format as defined within each academic college. Sample Chair evaluation instruments are provided [18] [19] [20] [21] [22].
All other staff (i.e., administrative, professional, secretarial/clerical, technical/para-professional, skilled craft, and service/maintenance staff) are evaluated by their immediate supervisors using the Talent Management software each spring semester [10] [11]. The Department of Human Resources monitors and provides status updates to each supervisor to ensure that all staff, regardless of level, are evaluated by the stated deadlines. Supervisors are alerted via email that the evaluation cycle has opened and are provided with deadlines for completion of all staff performance evaluations [23]. Further, supervisors receive reminder emails leading up to and following the evaluation deadlines [24]. When a supervisor has failed to complete a required evaluation, the supervisor and the Division Vice President are notified for follow-up action and notification that the employee will not be eligible for a merit increase until the evaluation is completed [25]. For the most recent annual performance appraisal cycle, 98.92% of all staff positions at SHSU completed performance appraisals [26]. The supervisors of the remaining 1.08% of staff have been granted an extension due to employee leaves of various natures.
Although not part of the formal evaluation process, the University Faculty Senate conducts an annual survey of faculty perceptions of University programs and personnel, which includes administrators. These are used by individual administrators in self-assessment. Results going back to the 2006 academic year are posted on the University Faculty Senate website [27]. Examples of survey results, detailing evaluations on a 5-point scale, are provided here for the 2016 [28], 2017 [29], and 2018 [30] academic years.