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Employee Services FAQ

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Employment Services

Applying for jobs at UTC

Technical Requirements

Recommended Operating Systems (OS) to access the Taleo Job Portal include:

Windows Vista and above Mac OS X 10.9 and above Mobile devices, including smartphones and tablets, may not meet the requirements to view and apply for job openings in the Taleo Job Portal. It is highly recommended to use a desktop or laptop computer.

Note: JavaScript is required to view Taleo job openings and access the Taleo application portal.

Internet Explorer (IE) version 7 through 11 Google Chrome version 37 and above Mozilla Firefox version 32 and above Safari 7 and above

Recommended Web Browsers to use include:

How to Create an Applicant Profile

The Taleo Job Portal provides you with the ability to create a main profile to house all your application information. You can use this profile to apply for multiple job positions if you wish. You will see links to either log in with an existing username and password, or to create a "New User" profile when you click the "apply" button associated with any job opening.

Creating your username

Many employees already have Taleo profiles created with their UTCID number (abc123). However, please keep in mind that the Taleo Job Portal is separate from our internal personnel system, called IRIS.

For new users, choose a username that is easy to remember but unique, and does not have spaces.

Creating your password

Creating a password in Taleo allows you to securely store your application information for future use. Your password does not expire. It must be between 6 and 32 characters in length, contain at least one letter and one number, and must be different from your username.

If you forgot your username and/or your password, please click the Forgot Your Password/Forgot Your Username link found on the login page to reset your password or to retrieve your username. Note: You will need to enter a valid email address to receive an email that will reset your password.

Entering your email address

If you do not have an email address, you can create one through many web sites, such as Google (Gmail), Yahoo! (Yahoo Mail), etc. Some best practice tips when creating and using email addresses for job applications include:

Enter a personal email address, rather than an email address associated with business, as your Taleo profile email. This way, you will always be able to access your email regardless of your current or future workplace. Do not use email addresses that contain highly personal, inflammatory or otherwise unprofessional words and/or number sequences. Generally, it is suggested to use a variation of your name for your email address, such as "[email protected]".

How to Apply for Open Job Positions

Filling out your job application

On the left-hand column of this page, you may choose which job openings to view under the "Work at UTC" drop-down column.
Prospective Staff may apply for positions listed on either the External or Internal Career Site, via the link provided on the Staff Job Openings page. Temporary positions are listed on the right-hand side of the Staff Job Openings page, with unique instructions to apply indicated.
Prospective Faculty/Adjunct Faculty may apply for jobs listed on the Faculty Career Site, via the link provided on the Faculty/Adjunct Faculty Job Openings page. For all positions except temporary job openings, click on the respective link depending the type of job to apply, and find the open job position from the list provided within our site housed in Taleo, our job applicant tracking system (ATS). Click on the title of the job position to see additional details, including job description and qualifications. Click “Apply Online”. You will redirect to a Login page. If you are a new user, enter in a username, password, and email address. You will then be redirected to a “Registration Confirmation” screen, and click OK. You will then be directed to a Welcome screen to start navigation through the application process for the job you chose. If you wish to save your information as you navigate through the application process and continue with the next step in the application, click “Save and Continue”. If you wish to save your progress and return back to the application at a later time, click “Save as Draft”. When you log back into the Taleo application program, you will see a pencil beside the job opening you are applying for, as well as an option to “Finish Draft Submission”. You may click on “Finish Draft Submission” to finish and submit your application. You may also access your draft submissions by clicking on the “My Jobpage” tab at the top of the screen. Some tips during navigation:

  1. If you live in the United States, your phone number will start with “01”, and will follow the format “01-xxx-xxx-xxxx”. For example, the UTC HR office would be listed as: 01-423-425-4221
  2. To be considered for the position to which you are applying, it is strongly suggested to enter all relevant information, including number of years of work experience, as indicated within the Taleo application program. If you are asked to list work experience, enter in the appropriate amount of work experience within the actual “Work Experience” fields, as opposed to simply uploading your resume/CV.
  3. Make sure that all attached files you wish to submit are marked as “Relevant Files”. NOTE: Only files checked as “relevant files” will be considered for inclusion with your application.
  4. If you wish to withdraw your application at any time, click “Quit” at the bottom of your screen. You will be asked if you wish to withdraw your application, and click “Yes”.
  5. At the end of the application process, you will be asked to electronically sign your application. Follow the prompts to adequately sign your name electronically to be considered for the position to which you are applying.
Are you an adjunct instructor?Please keep the following in mind: Some of our incumbent adjunct faculty profiles were imported into Taleo, but Taleo does not communicate with IRIS or any other UTC-based software program (email, etc.). Therefore, you may notice that you have a UTC-based login profile name that is the same as your UTCID, but your password does not match your current UTC email password. To successfully get your password reset, click on "forgot password" at the login screen, and enter in you email address in this fashion: [email protected]. This will reset your password and send the link to your UTC email address ([email protected]), but will recognize your IRIS-based profile information by using the "@tennessee.edu" email name.
How to Edit an Existing Job Application

If you need to edit or update the information provided in your original job submission:

  1. On the left-hand column of this page, you may choose which job openings to view under the "Work at UTC" drop-down column. Prospective Staff may apply for positions listed on either the External or Internal Career Site, via the link provided on the Staff Job Openings page. Temporary positions are listed on the right-hand side of the Staff Job Openings page, with unique instructions to apply indicated. Prospective Faculty/Adjunct Faculty may apply for jobs listed on the Faculty Career Site, via the link provided on the Faculty/Adjunct Faculty Job Openings page.
  2. For all positions except temporary job openings, click on the respective link depending the type of job to apply, and find the open job position from the list provided within our site housed in Taleo, our job applicant tracking system (ATS).
  3. Click on the “Sign In” link found at the top right-hand corner of the job list.
  4. Enter your username and password used when you created your profile in Taleo. (If you do not remember your username and/or your password, you may click the “Forgot…?” links below the sign-in fields to receive a reminder of your username or to generate a new password via email.)
  5. You will now be brought to a screen that includes the job posting list, but also shows that you are signed in at the top left. Click on the “My Jobpage” tab under your name.
  6. Within the “My Jobpage” tab, you will see any draft (unfinished) job submissions, as well as completed submissions by name. Under each name, look for options to “finish draft” or to “view/edit”. Note: If you are only given the option to “View” a job submission, the position opening is now closed for review or consideration and you will not be able to edit your submission.
  7. If you are able to do so, click either “finish draft” or “view/edit” submission, and you will be brought to either the last page you completed if it is for a draft submission, or to the summary “Review and Submit” page for those you completed but wish to edit.
  8. Under the “Review and Submit” page at the end of your job application, click on the “Edit” button beside any information you wish to update.
  9. Pay special attention to the “Attachments” field. NOTE: Only attachments checked as "relevant files" will be considered for inclusion with your application. If your attached files are not marked as "relevant", please modify your application. In the attachments section, click the edit button beside the Attachments field and check the "Relevant Files" box next to those files you wish for us to consider with your application. If they are not checked as "relevant" then the hiring manager will not be able to see the attachment. Then, click "Save."
  10. When you are finished, click the blue “Submit” button at the bottom of the “Review and Submit” page.
Checking on the Status of Your Application

Checking the Status of Your Application

After you apply successfully to an open position, or if you still have draft submissions remaining:

View these by logging into your account through the UTC HR website, then clicking on the “My Jobpage” tab. From there, you will see the status of your completed submissions, as well as be able to access your draft submissions and complete or withdraw the application as desired.

Logging in as a Search Committee Member

Logging in as a Search Committee Member

If you are a search committee member, you can log into Taleo directly at ut.taleo.net.

Additional assistance can be provided by contacting the Recruitment Specialist assigned to your Division.
Student Employment Through Center for Career and Leadership Development

Student Employment Through Center for Career and Leadership Development

Center for Career and Leadership Development provides access to part-time jobs, internships, and career positions. These are divided into two areas: Help Wanted and Handshake. Help Wanted is the place to find short-term positions such as yardwork, tutoring and babysitting. Handshake is a dynamic career management platform with a multitude of resources, including a jobs board for internships and career positions. Click hereto make your way to Center for Career and Leadership Development.

Regular Faculty Applicants Using Interfolio/Dossier Services For Letters of Recommendation

Using a Dossier Service (e.g. Interfolio) to Provide Confidential Letters of Recommendation (Regular Faculty Searches Only)

Please review the following steps to ensure successful delivery of your letters from Interfolio:

  1. Log into your dossier service to request email addresses that will link to your recommendation letters. For example, within your Interfolio account, you will need to click on the “Start a Delivery” option and then “Add Delivery.”
  2. You will be provided with a link to generate an email address for an online-based application.
  3. Generate a unique email for each reference by uploading each letter of recommendation you wish to submit separately within the “Create an Online Application Delivery” webpage.
  4. Within UTC’s online application system (Taleo), copy and paste each unique email address provided to you by the proxy service into the respective references in the “References” section within your application. You will need to repeat steps 3 and 4 for each reference provided.
  5. You will receive an email from Interfolio within one business day stating that the delivery of your recommendation letter to Taleo was created. Review the "How to Edit an Existing Job Application" section on this page for instructions on how to update or add a reference to your application to reflect the Interfolio-based email address.
  6. Email [email protected] to inform HR that you have updated your references so we may send out an email invitation to Interfolio for you. This process will take 1-2 business days.
  7. IMPORTANT: You will need to log back into your Interfolio account after you receive an email from Interfolio and navigate to your “Pending Deliveries” page. You will need to confirm each letter and click “Check Out” to successfully upload your letter of recommendation to your application.;
Questions About Letters of Recommendation for Regular Faculty Searches

Questions Regarding Letters of Recommendation (Regular Faculty Searches Only)

The UTC Faculty Career Site has the capability to collect and store confidential letters of recommendation written on behalf of candidates for regular faculty positions. Below are frequently asked questions regarding letters of recommendation.

1. How does the UTC Faculty Career Site collect letters of recommendation?

Upon request of the search committee, letters of recommendation invitations are sent from;[email protected] to the email addresses provided by the faculty candidate. The invitation includes a link that allows references to upload or copy/paste a confidential letter of recommendation within the application.

An initial recommendation invitation is sent to the requested reference, with an email reminder after seven days. After 14 days, a final email is sent to both the reference and the candidate to advise that the requested letter of recommendation has not been received; and provide additional instructions for providing alternate references, if needed.

2. Why did I receive more than one recommendation request for the same person?

Letters of recommendation are appended to INDIVIDUAL positions. Therefore, references may be contacted multiple times to solicit a letter of recommendation if the candidate has applied for multiple positions. Search committee members may differ between positions and therefore letters of recommendation may not be seen from one committee to another.

3. Can I send a letter of recommendation directly to UTC?

Unfortunately, we cannot accept any recommendations sent to us via email for consideration or to append to a job posting submission. However, instructions on how to upload letters provided by a dossier service or proxy are indicated below.

4. Who can see/read my letter of recommendation?

Only search committee members who are assigned to the position the candidate applied for, as well as Human Resources and the Office of Equity and Inclusion, can see letters of recommendation for candidates. Candidates themselves cannot view letters submitted by references.

5. When are letters of recommendation due?

Letters of recommendation are encouraged to be submitted as soon as possible to provide search committee members with as much information as possible within an application.

6. Can a proxy/administrative assistant provide letters of recommendation on references’ behalf for candidates?

It is best to use references’ individual email addresses. However, if reference(s) insist on using a proxy, please instruct the candidate to provide the proxy’s email address within their application in the “References” section, and have them contact [email protected] for alternate steps.

7. Why didn’t my reference receive a request to submit a letter of recommendation?

If a candidate receives an email from our application system stating that a reference was unable to be contacted, the following troubleshooting points may be helpful:

There may be accidental errors, typos, or special accents/characters in the contact information provided by the candidate. Note that our application system (Taleo) cannot send emails to email addresses which contain accents or special characters.

If there are typos, please review the “What if I need to Change/Update my List of References” section of this webpage.

If there are no special characters/typos in email addresses provided, please request references to check SPAM folders. Email invitations for recommendation letters are sent from [email protected]. If a proxy or dossier service is listed as a contact, this may create additional issues in receiving letters of recommendation. Please see please review the “What if I am Using a Dossier Service” section below for further instructions. The file size of your letter of recommendation may be too large to be uploaded successfully into the application. Letters must be less than 5MB or they may not be automatically uploaded to Taleo. References can use compression methods to decrease their file size if needed. The search committee attributed to the position may not yet have requested letters of recommendation to be solicited.

If issues are still occurring, please contact [email protected] for assistance.

8. How do I change/update my list of references?

If the position is still posted, the candidate can update reference information as well as review their application by logging into the UTC faculty career site and clicking on “my job page.”

Once updated, please email [email protected] to notify us of this change. We can then request new email invitations to be sent to references. This process can take up to 1-2 business days for new or updated references to receive an email invitation.

If the position is no longer posted, please email [email protected] for further assistance.

9. Can I use a dossier service (e.g. Interfolio) to provide letters of recommendation?

Candidates may use a dossier service to provide letters of recommendation. Please review the following steps to ensure successful delivery of recommendation letters from a dossier service:

  1. Log into your dossier service to request email addresses that will link to your letters of recommendation. For example, within your Interfolio account, you will need to click on the “Start a Delivery” option and then “Add Delivery.”
  2. You will be provided with a link to generate an email address for an online-based application.
  3. Generate a unique email for each reference by uploading each letter of recommendation you wish to submit separately within the “Create an Online Application Delivery” webpage.
  4. Within UTC’s online application system (Taleo), copy and paste each unique email address provided to you by the proxy service into the respective references in the “References” section within your application. You will need to repeat steps 3 and 4 for each reference provided.
  5. You will receive an email from Interfolio within one business day stating that the delivery of your letter of recommendation to Taleo was created. Click here for instructions on how to update or add a reference to your application to reflect the Interfolio-based email address.
  6. Email [email protected]to inform HR that you have updated your references so we may send out an email invitation to Interfolio for you. This process will take 1-2 business days.
  7. IMPORTANT: You will need to log back into your Interfolio account after you receive an email from Interfolio and navigate to your “Pending Deliveries” page. You will need to confirm each letter and click “Check Out” to successfully upload your letter of recommendation to your application.

Total Compensation

Compensation

What is Employee Self Service?

An employee (regular, term and student) may access Employee Self Service by using their university Net ID and password to log in, then click on the Employee Self-Service Tab and select the desired feature.

An employee does not have to be an IRIS user. For assistance with NetID or password, contact the Help Desk at 425-4000.

How do I view my pay statement?

Employees can view, print, email and/or download their current pay statement as well as pay statements from the previous three years through Employee Self Service.

An email notification will be sent to the employee's [email protected] email address on the day prior to a pay date. This is a reminder that the on-line pay statement is available for viewing.

Read More→

How do I view my W-2 (Employee Wage and Tax Statement)?

Current University Employees access their W-2 statements online by following the instructions below:

  • Log in to My IRIS Web Portal using your NetID and Password
  • Choose Employee Self-Service
  • Select Benefits and Payment
  • Click the W-2 Statement option
  • The 2022 W-2 statement should auto populate for you, but you may also select previous years utilizing the Date Selection: W-2 Year navigation options.

Password/Login Help: If you have trouble logging in to the My IRIS Web Portal because your password has expired, please contact the IT helpdesk at x4000 for assistance with resetting your password for these purposes.

If a current University employee has not opted to discontinue receipt of paper W-2s, a hard copy will be mailed to their home/U.S. Postal Service Address as recorded in the IRIS Payroll System. If the address on file in the IRIS Payroll System is incorrect and the W-2 is returned as undeliverable mail to the University of Tennessee, an electronic copy or corrected W-2 can be requested by emailing [email protected] for assistance from the UT System Payroll, Benefits & Retirement Office. Please include your full name, last 5 digits of your social security number, and date of birth in e-mails requesting copies of your W-2 to assist with identity confirmation. The UTC Office of Human Resources does not have access to employee W-2 documents. All requests for copies must be made by following the instructions outlined above.

Terminated Employees may request an electronic copy of their W-2 by emailing [email protected] for assistance from the UT System Payroll, Benefits & Retirement Office. They must include their full name, last 5 digits of their social security number, and date of birth in e-mails requesting W-2s to assist with identity confirmation. The UTC Office of Human Resources does not have access to employee W-2 documents. All requests for copies must be made by following the instructions outlined above.

How do I discontinue receipt of the paper W-2 forms and receive the electronic version only?

Current University employees may opt out of receiving paper W-2s for future calendar years by following the instructions outlined below:

  • Log in to My IRIS Web Portal using your NetID and Password
  • Choose Employee Self-Service
  • Select Benefits and Payment
  • Click the W-2 Opt Out of Paper option and complete the form
When will my pay be deposited into my account?

Funds will be deposited on your pay date. Please refer to Payroll Calendars. Funds will not be available prior to that date.

What do I do if I want to change banks or accounts?

Employees may access electronic direct deposit forms utilizing the following two methods:

1. Instructions for Accessing Online Direct Deposit Form:

  • Log in to https://directdeposit.tennessee.edu using your NetID and password 
  • Complete the electronic form
  • Attach a picture or scanned copy of one of the following:
    • voided check; or
    • letter from your financial institution confirming your bank account # and routing #
  • Click SUBMIT

2. Instructions for Accessing Direct Deposit Form in ESS:

  • Log in to the IRIS Employee Self Service (ESS) portal using your NetID and password

  • Select the “Employee Self Service” folder
  • Select “Benefits and Payment”
  • Select “Direct Deposit”
  • Complete the electronic form
  • Attach a picture or scanned copy of one of the following:
    • voided check; or
    • letter from your financial institution confirming your bank account # and routing #
  • Click SUBMIT

Effective Date of Direct Deposit:  Please refer to UT System Payroll Deadlines to determine effective date of direct deposit submissions.  New direct deposits or changes to existing direct deposits must be received by established time entry and approval deadlines.  New employee direct deposits received after the payroll time entry and approval deadline may result in the new employee’s first paycheck being mailed to the permanent address reflected in IRIS.

Please contact [email protected] if you encounter any technical issues in accessing or submitting direct deposit.

How do I change my home address and phone number and/or office phone number?

Using your university Net ID and password to log in, click on the Employee Self-Service Tab and select the desired feature.

Home Address Update – You may change your home address and you may add up to 4 additional telephone numbers for fax numbers, cell numbers, and alternate telephone numbers. You may also change your disclosure declaration limiting how much information is published within the University. Each time you make a change on this screen you will receive an email notification that your information has been changed.

Office Phone Update - You may change your office telephone number and add up to 4 additional telephone numbers for fax numbers, cell numbers, and alternate telephone numbers. You may also change your disclosure declaration limiting how much information is published within the University.

IRS Form W-4 Update – This screen allows you to change the tax withholding declarations used by the payroll system when calculating your federal income tax withholding. For example, if you get married or you want an additional amount withheld you may want to change your current declaration. Each time you make a change on this screen you will receive an email notification that your information has been changed.

Are Graduate Assistant Tuition Waivers tax exempt?

Frequently Asked Questions (FAQ)

Why are there tax withholdings on my tuition waiver?

All graduate tuition and fee waivers are taxable unless exempt under the Internal Revenue Service (IRS) Code.Under the University’s Graduate Student Assistantship Plan that is in compliance with IRS Code

127, $5,250 per calendar year (January to December) in tuition and service fee waivers associated with Graduate Assistantship (GA) appointments are excluded from taxable income. If the amount of the tuition and service fee waiver exceeds $5,250, the excess (the amount above $5,250) is deemed taxable income under IRS Code and taxed accordingly.

Is this a change in University policy?

No. Under federal tax law, a university employee who receives a graduate school tuition waiver in excess of $5,250 in a calendar year must treat the excess amount as additional taxable income (unless exempt as noted below). As a result, the University is required to withhold tax on the excess amount of the tuition waiver for Graduate Service Assistants (GSAs) and report this amount on the W-2. However, tuition waivers for certain service assistantships may be tax exempted under IRS Code §132 and Treasury Regulation 162(a) which allows education benefits from employers to be tax exempted for certain courses of study.

Are all GA positions included in this IRS Code or are some assistantships allowed to exclude their graduate tuition waivers from their income?

IRS Code §117 exempts teaching (GTA) and research (GRA) graduate assistant tuition from being taxed. Therefore, the tuition and service fee waivers that exceed $5,250 are not taxable for teaching and research GAs. Non-teaching/research GAs, that is GSAs, were specifically excluded from this exclusion thereby making the tuition waiver related to these assistantships taxable.The University considers a GTA or GRA as a graduate student who is involved in the following teaching or research activities:

TEACHING: For University tax purposes, teaching activities may include, but are not limited to, the following: providing or coordinating classroom instruction, including lab or discussion sessions; tutoring students; grading tests and assignments; developing instructional materials; accompanying/coaching musical or vocal performances and proctoring exams.

RESEARCH: For University tax purposes, research activities may include, but are not limited to, the following examples of applying and mastering research concepts, practices, or methods of scholarship: conducting experiments; organizing or analyzing data; presenting findings; collaborating with others in preparing publications; and conducting institutional research for an academic or administrative unit.

What is the Graduate Assistant Position Description form and who must complete it?

The purpose of the Graduate Assistant Position Description form is to determine the type of graduate assistantship and then determine if the assistantship is taxable or exempted. If the GA is teaching or research, then it is exempted by definition under IRS Code §117. If the GA is a service assistantship, then the “Assistantship Duties and Responsibilities” are designed to allow the University to determine if the assistantship is taxable or exempted under Treasury Regulation 162(a) by comparing the duties of the assistantship to the course of study.The Graduate Assistant Position Description form must be completed for each graduate assistantship position. Every department or unit employing a graduate assistant(s) must complete a form for each position. Failure to complete the form may result in the position being classified as a service assistant and not exempt from the taxation.

When will tax withholding start?

Beginning March 2012, once the value of your tuition waiver is above $5,250 it will be included in your taxable income. The tax withholding will start on that pay period.

What will be provided to me to show taxation of my tuition waiver?

Students whose tuition waiver and fees are taxed will receive a 1098T. The waiver and award will appear in Box 5 of the 1098T.

How much is the withholding?

If you hold a GAA, the value of the waiver that exceeds $5,250 will have tax withholding of 30%.

What happens to the taxes that are withheld?

Both the amount of taxable income associated with the waiver and the taxes that the University withholds with respect to such income are reported on Form W-2. The taxes that the University withholds are forwarded to the IRS and credited to your tax liability for the year.

Is it possible that the tax withholding will result in my take home pay in the pay periods to be significantly reduced or reduced to zero?

Yes. Your tax liability may result in a zero paycheck depending on the value of your waivers and the pay you receive for the services you perform for the University.

Who should I contact if I have specific questions? Please contact the Office of Human Resource at 423-425-4221 or the UTC Graduate School at 423-425-4666.

Are Employee Graduate Fee Waivers tax exempt?

Staff who are classified as graduate level students taking courses required by their employer or to maintain or improve skills needed in their present job are exempt from taxation. To claim this exemption, please complete the Job Related Tuition Waiver Form. This form requires both the signature of the employee and the department head. Once the form has been completed, return the form to the University Wide Payroll Office at P115 Andy Holt Tower, Knoxville TN, 37996 or email it to [email protected]

Beginning Spring Semester 2012, the university will begin withholding taxes on the non-qualified graduate fee waivers once the $5,250 excludable amount has been reached for the calendar year. The in-state and out-of-state graduate fee waiver value will be prorated over several months and taxed according to the following schedule.

Semester Month(s) including additional tax withholding
Spring February, March, April
Mini-Term May
Summer June, July
Fall September, October, November

Because the fee waiver value (over the $5,250 in a calendar year) will be added to the taxable income on your check and taxed at the W4 graduated rate, you can take your specific tax situation in consideration and submit a new W4 to your campus Human Resources/Payroll Office to adjust the amount withheld. Please see your personal tax advisor for further advice.

Employee Relations

Performance Reviews

1.  Are annual performance reviews required for all employees?

Yes.  It is important that all regular employees receive annual performance reviews.  Performance reviews provide an opportunity to share written feedback, assess training and development needs, clarify expectations, discuss progress toward previously determined goals and set new goals for the next review period.  The review process can help improve efficiency and effectiveness and contribute to personal growth and job satisfaction.  

2. How are employee ratings on performance reviews used by supervisors and Human Resources? 

Ratings on performance reviews are indicators of overall performance, when applicable, may be used to determine across-the-board and merit increases.

3. What aspects of performance are covered by the review?

The key elements of the Performance Review Summary Form include: 

·         Accomplishments

·         Service and relationships

·         Accountability and dependability

·         Inclusion, Diversity, and Engagement

·         Decision making and problem solving

4. When should annual reviews be conducted?

UTC managers evaluate performance for staff based on the calendar year (January through December). Managers conduct and submit reviews between January and March for the previous year.  Supervisors are encouraged to monitor performance, provide feedback, reward and recognize excellent performance, discuss goals and communicate about issues throughout the year. Employees also are encouraged to initiate conversations with supervisors as often as needed.  

5. If a staff member transfers to a new University department, are both supervisors required to conduct a review?

Only one performance review can be submitted per staff member. The person who supervised the employee for the longest period during the year should complete a review.  The current and former supervisor should collaborate and discuss the employee’s performance.  If the previous supervisor is no longer with the University, the new supervisor can complete the review, focusing on the employee’s work to date.

6. What if an employee has a dual reporting structure with two supervisors/reviewers?

Only one performance review can be submitted per staff member. If an employee is evaluated by more than one supervisor, the supervisors should discuss the employee’s performance in both areas and agree on ratings that reflect performance in both areas.

7. Is performance review training available for supervisors?

Yes. All supervisors should attend performance management training, which includes the process for conducting performance reviews. Performance management training opportunities are available on [email protected]. 

8. What if a staff member disagrees with or does not understand ratings given by his/her supervisor?

The employee should first share concerns with his/her supervisor and seek clarification.  If the employee does not agree with the ratings, the employee may submit a written rebuttal to Human Resources for inclusion in his/her personnel file.  The employee may also request an Administrative Review by Department Head/Vice-Chancellor, which may be coordinated by Human Resources. 

9. What if a staff member refuses to sign the performance review form?

If an employee refuses to sign the review, the supervisor should document the refusal on the performance review form, sign and submit the form to Human Resources.  It is important to remember that signing the performance review acknowledges receipt of the review, not an agreement of its content.

10. How should employees prepare for the review meeting?  

In preparation for the annual review, employees should document information such as accomplishments, feedback, and professional development throughout the review period; and prepare discussion points for the review meeting.

11. If a staff member receives a low overall performance score, what should s/he do to improve? 

The staff member should talk with his/her supervisor to understand the reason for the ratings and how the employee can improve in each rating area. The staff member and supervisor should collaboratively set goals and objectives for the next year.

12. What happens if a staff member receives a rating of 9 and below on the overall performance review summary form? 

Overall performance ratings of 9 and below means work performance for the previous year fell far below expectations. Supervisors are required to establish a Performance Improvement Plan for the staff member to ensure that performance improves.

13.  I just completed an employee’s Probationary Review in July.  Do I need to do their annual review in January? 

While a second review in the same calendar year is not required, supervisors are encouraged to complete an annual review even if the new hire's probationary period has ended in the same year. This is another opportunity for the manager to provide feedback, clarify expectations, celebrate successes, and set goals with the employee for the next review period.

Professional Development

What is HR0128?

HR0128 is the Human Resources Policy that strongly encourages supervisors to support employees' participation in a minimum of 32 hours of job and career-related training per calendar year. HRO128 applies to exempt and non-exempt employees, regular, full and part-time. The training requirement for part-time employees may be prorated.

Supervisors will be evaluated through the performance review process on the professional growth and development of their employees. The training for individual employees should be planned during the performance review.

Does the training have to be job related?

The training should relate to your present position or enhance your skills for future job growth.

How will HR0128 fit into my annual performance review?

During your annual performance review, you and your supervisor should discuss your training needs. A training plan should be developed to ensure you achieve your minimum of 32 hours.

What types of classes count toward 32 hours?

Many opportunities are available: (1) professional development courses; (2) conferences and seminars; (3) e-learning classes: (4) training held within departments; (5) training provided by outside consultants and vendors; (6) IRIS classes; (7) computer classes.

What courses will NOT count toward HR0128?

Courses to receive college credit; departmental improvements or changes presented at a staff meeting not related to professional development. For example, implementing a new specialized departmental form or sharing of knowledge to colleagues from a seminar attended by one or more staff members. Social organizations and church-sponsored programs will not count.

Why can't academic courses be applied toward my 32 hours?

Academic courses are geared toward earning a degree. Professional development classes are more for providing new skills sets and professional growth.

Do classes offered outside the University count toward my 32 hours?

With supervisory approval, classes both within and outside the University will count toward 32 hours. Conferences attended will also count. To receive credit for classes, you should fill out the Request for Additional Credit and submit to the Office of Human Resources for entering into the IRIS data base.

How do I enroll in e-learning classes?

These classes are free and may be taken online by using your UTC ID. UT has partnered with SkillSoft to offer the highest quality in on-line learning. More than 800 courses are available, including computer and technical courses; leadership, managerial and supervisory classes; and communication classes. Visit https://hr.tennessee.edu/training/online-training/technical-help/ to learn more.

How many hours are counted for e-learning classes?

You will be given the suggested number of hours associated with the e-learning class. The suggested number of hours for each e-learning class is listed in the Course Catalog.

Why is there a minimum number of 32 hours of training?

The 32 hours is the minimum requirement. For the purposes of career growth and of meeting departmental goals, employees may take more than the 32 hours if approved by their supervisor.

Do required training classes count toward the minimum?

Yes, required training courses, including safety classes, count toward the minimum. Supervisors and employees should plan for training during the performance review process. The 32 hours is a minimum, and employees are encouraged to complete what they need to achieve growth for themselves and their departments.

Must I have supervisor's approval to attend training classes?

Yes, your supervisor should support your training. The employee and the supervisor together should plan the training.

What if my supervisor doesn't allow me to attend training?

Find out why your supervisor doesn't support your training. Your professional development should be addressed during your annual performance review. At that time, determine what your supervisor considers appropriate professional development for your position. If a disagreement exists as to what constitutes appropriate training, you should confer with the Office of Human Resources regarding options to pursue to resolve such a disagreement and to facilitate professional development as encouraged by HR0128.

Will the Career Development Fund assist in paying for training?

Yes, the career development fund, which is a reimbursement fund for non-exempt staff members, may help pay for classes in certain situations. Nevertheless, departments are expected to budget for training during the annual budgeting process. If the department cannot pay for training, the employee must request funding before the event. The maximum reimbursement for an employee during the fiscal year if $150. (Reimbursement is limited to fund availability.) Visit the website for guidelines and an application.

If I have a question about training classes or HR0128, whom may I contact?

Phone the Office of Human Resources for more information. (423-425-4221)

Human Resources

Human Resources

Department Hours
Monday - Friday: 8:00 am-5:00 pm