OIST Graduate University
Policies, Rules & Procedures
Authority: Approved by the President

Chapter 36 Performance Evaluation
36.1 Policy
The OIST Graduate University’s Performance Evaluation (PE) program encourages
ongoing communication between supervisors and staff in order to foster performance
improvement and career development. Supervisors are required to hold performance
evaluation discussions with all employees whom they directly supervise. The APE
program is also used in determining salary merit increase.
Excluded from this chapter are the following:⚫ Faculty Members;⚫ Researchers;⚫ Part-time Employees.
36.1.1 Review by the Salary Review Committee: SRC
SRC will review the related guidelines, parameters and scope for the PE.
36.2 Rules
36.2.1 Evaluation Period and Schedules
Performance evaluation is conducted annually to evaluate the employee’s
performance during the previous fiscal year and to set goals for the upcoming year.
The supervisor may conduct a performance evaluation more frequently if it isdeemed necessary.
Performance evaluation schedules are determined each fiscal year by the Vice
President for Human Resource (VPHR) and announced to employees. Generally,supervisors are expected to complete their evaluation discussions by the middle ofMarch, and the results are reflected in the salary merit increases in April of thefollowing fiscal year.
36.2.2 Goal Setting and Coaching
At the beginning of evaluation period (normally April every year), employees areexpected to work with their supervisors to develop a set of measurable andachievable goals that can be worked on during the performance period. Supervisors
are expected to actively engage in providing feedback and coaching based on theemployee’s level of achievement toward each goal.
36.2.3 Evaluation Elements
Employee Evaluation is conducted by Performance Evaluation (Evaluation of theperformance delivered by the employee against pre-set annual goals), and Value
Competency relevant to the employee’s job grade will also be taken into1
ch36_performance-evluation_en_20240619_clconsideration.
Employees are rated for each element and given an overall rating by their immediate
supervisors on the on-line system based on the Employee Evaluation
Implementation Regulations developed separately by the Vice President for Human
Resource (VPHR).
36.2.4 Confirmation and Adjustment
Evaluation results are submitted to and confirmed (and adjusted if necessary) by theSupervisor’s Supervisor (hereinafter as “Certifier”) to ensure fair and consistentevaluations throughout the organization. The Certifier is usually the supervisor’ssupervisor, designated separately by Vice President for Human Resource (VPHR).
36.2.5 Disclosure of Evaluation Results
Confirmed evaluation results are disclosed to the evaluated employees. Employees
have access to evaluation documents upon request and may make copies.
36.2.6 Merit IncreaseMerit increase is a salary increase program designed for permanent increases toAnnual Salaries adjusted by the result of annual review of the employee’sperformance. The performance of employees other than Faculty members andresearchers is annually assessed and rated by the Performance Evaluation (PE)results.
A “Merit Increase Guideline” that specifies an increase percent for each performance
rating, is proposed annually by the Vice President for and Human Resource (VPHR)
and reviewed by the SRC.
The Guideline is set in view of trends in the cost of living, competitiveness of the jobmarket, University budgets, and other relevant factors.
Eligibility. Employees are not eligible for salary increase if:⚫ Their salaries exceed their job level maximum salary;⚫ They have been continuously employed by the University for less than 3 months;⚫ They are on Administrative Leave;⚫ They have been on leave without pay for a period longer than 9 months during
the current fiscal year;⚫ They are not subject to the Performance Evaluation, as is the case typically for
Postdoctoral Scholars; or⚫ The length of their employment contracts is 1 year or less.
⚫ Faculty members and PE eligible employees whose age reaches beyond thefollowing at the beginning of the new fiscal year (as of April 1)- Faculty Members: 70- Permanent Employee: 65- Fixed Term Employee: 65- Non-Fixed Term Employees (including Continuing Appointment Employees):652
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A Merit Increase does not guarantee an annual salary increase every year. The salary
may fluctuate depending on the change in the rate ranges, the result of each
employee’s performance review, and other relevant factors.
36.2.7 Year-End Bonus
Year-End Bonus may be given to a relatively small number of individuals who madea significant achievement or contribution to the University, based on their PE. A“Year-End Bonus Guideline,” proposed by Vice President for Resource (VPHR) andapproved by the SRC, will specify the percentage of the bonus relative to annual
salary, criteria for the bonus, and other relevant matters. Employees who are noteligible for a Merit Increase are similarly not eligible for Year-End Bonus.
36.2.8 Complaints Procedures
Employees may complain in confidence about the evaluation results through theCompliant Procedures developed by Vice President for Human Resource (VPHR).
Every complaint is taken seriously by the Human Resource Division.
Any harassment and discriminatory treatment that is in response to the filing of acomplaint is prohibited.
36.2.9 Retention of Evaluation Documents
All evaluation documents are deemed confidential and are electronically sent to theand Human Resource Division to keep in confidential files for a minimum of 5 years,or longer if there is a good business reason.
36.2.10 Implementation
The Employee Evaluation Implementation Regulations prepared by the Vice
President for Human Resource (VPHR) provides details necessary to implement thispolicy, such as treatment of employees who are hired or transferred or who took aleave during the course of a fiscal year.
36.3 Responsibilities
36.3.1 All employees to whom the PE program applies
All employees to whom the PE program applies must develop a set of goals, incollaboration with their supervisors, at the beginning of each evaluation period inaccordance with the Employee Evaluation Implementation Regulations.
36.3.2 SupervisorsSupervisors are responsible for evaluating their staff in accordance with theEmployee Evaluation Implementation Regulations. Supervisors are expected toengage in on-going communication with their staff and to provide feedback andcoaching throughout the evaluation period.
36.3.3 CertifiersCertifiers are responsible for ensuring that evaluations are conducted fairly and in aconsistent manner. Certifiers must make adjustments in evaluation results if3
ch36_performance-evluation_en_20240619_clnecessary for that purpose.
36.3.4 Vice President for Human Resource (VPHR)
Vice President for Human Resource (VPHR) provides the Employee Evaluation
Implementation Regulations to implement the PE program, and is responsible forthe management of the program. VPHR also prepares the Complaint Handling
Guidelines.
36.3.5 Human Resource Division
The Human Resource Division is responsible for implementing the Performance
Evaluation program. The Human Resource Division must provide employees,supervisors, and Certifiers with necessary training and guidance for the Performance
Evaluation. The Human Resource Division is also responsible for developing andmanaging the complaint procedures and for handling complaints in accordance withthose procedures.
36.4 Procedures
36.4.1 Employee Evaluation Implementation Regulations
Employee Evaluation Implementation Regulations
36.4.2 Complaint Handling Guidelines
Complaint Handling Guidelines
36.5 Forms
36.6 Contacts
36.6.1 Policy Owner
Vice President for Human Resource (VPHR)
36.6.2 Other Contacts
Human Resource Division
36.7 Definitions

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