9.05 – Staff Performance Evaluation

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Scope: NMSU System

Source: ARP Chapter 9 | HR - Performance Evaluation, Promotion and Tenure

Responsible Executive: Vice President Administration and Finance

Responsible Administrator:

Last Updated: 06/21/2016



Revision History:

2017 Recompilation, formerly Rule 8.50 Parts 6–9
06/21/2016 Recompilation approved by Chancellor
10/21/2015 Policy 8.50 approved as initial Rule 8.50 by Board of Regents
07/21/2015 Amendment to Policy 8.50 approved by Board of Regents
04/27/2015 Provisional Amendment to Policy 8.50 implemented by Chancellor
07/29/2009 Amendment to Policy 8.50 ratified by Board of Regents
09/09/2008 Amendment to Policy 8.50 approved by Administrative Council
10/22/2007 Amendment to Policy 8.50 ratified by Board of Regents


An evaluation should be completed:

  1. After completion of a probationary period for nonexempt employees (may also be used for the annual evaluation if completed in December, January or February).
  2. Annually for purposes of allocating merit increases.
  3. Any time a supervisor considers an evaluation necessary.
  4. Upon transfer of an exempt employee to a new organizational unit.



  1. Evaluations will be made on the official Nonexempt Performance Evaluation Form.
  2. The form will be completed by the immediate supervisor and then reviewed and signed by the appropriate second level supervisor prior to discussion with the employee. The employee will be provided with a copy of the completed form within 10 working days of the supervisor’s signature.
  3. The evaluator should discuss the evaluation with the employee to avoid the possibility of misinterpretation. (This discussion should occur after the reviewer has signed the form.)
  4. The employee may discuss the rating with the reviewer prior to the evaluation being forwarded to the Office of Human Resource Services or being filed.
  5. If the employee does not agree with the evaluation and does not want to go through a formal appeal procedure, the employee may prepare an addendum to the evaluation to be placed in the employee’s personnel file within 15 working days after receipt of the evaluation form containing all necessary signatures.
  6. In the event that a supervisor is not able to evaluate due to lack of longevity in the position or lack of knowledge about the employee, the supervisor may designate a responsible official to complete the Performance Evaluation Form. If this is done, the supervisor must co-sign the evaluation form with the designated official.
  7. The employee’s current supervisor is responsible for completing the evaluation process and may consult with previous supervisors of the employee in assigning evaluation scores.



  1. Each major administrative unit should utilize a form approved by the assistant vice president for human resource services or the university approved form.
  2. All exempt employees will be evaluated at least once a year. If performance becomes a concern, interim evaluations may be administered.



An employee appeal may be forwarded in writing to the assistant vice president for human resource services within 15 working days of receipt of the evaluation form containing all necessary signatures.  The appeal should state specifically what area(s) of the evaluation are being appealed and why.  The Office of Human Resource Services will review the appeal and attempt conciliation. Performance evaluations with overall ratings of unsatisfactory, needs improvement or does not meet expectations may be appealed using the grievance procedure.