To ensure that this evaluation takes place by the end of the new employee probationary period, the department's Human Resources Officer sends a reminder to the local Human Resources representative at approximately the three month mark of a new employee's employment.

The annual performance review conversation is a two-way dialogue that looks both back in time (to assess the employee's performance over the past year) and forward in time (to articulate future performance goals and development plans). The objectives of the review conversation are to ensure the employee and manager:

• share a clear definition of the position
• understand the performance expectations for the position
• assess the employee's performance
• establish performance and development goals

Massachusetts law requires that all employee records be retained for three years after the employee leaves the employer. However it is MIT practice to retain records - including performance review documents - for four years after the employee leaves MIT. The law considers MIT, not any particular department, to be the employer. Therefore, departments should continue to retain the personnel records for employees who have transferred to a different department within MIT. Records for employees who have left MIT may be destroyed after four years.

Eligibility and effective dates of the annual salary reviews are listed below for the various staff categories. For MIT policy information regarding Annual Performance Review for administrative, sponsored research and support staff (Personnel Policy Manual, Section 7.2), click here.

Annual Merit Increase Eligibility and Effective Dates
Sponsored Research Staff
Members of the sponsored research staff whose start date is on or before July 1 are eligible for merit increases, effective January 1.

Support Staff
Members of the support staff whose start date is on or before the last Monday in November are eligible for merit increases, effective at the beginning of the pay period closest to April 1 (for example, if April 1 falls on Tuesday, the increase is effective for the pay period beginning Monday, March 31).

Administrative and Medical Staff
Members of the administrative and/or medical staff whose start date is on or before January 1 are eligible for merit increases, effective July 1.

Faculty and Other Academic Staff
Members of the faculty and/or other academic staff who are actively employed, are immediately eligible for that year's performance review, effective July 1.

Service Staff
For members of the service staff, salary review increases are effective at the beginning of the pay period closest to July 1 (for example, if July 1 is a Tuesday, the increase is effective Monday June 30). Members of the RDTEU are eligible for a merit increase if they were hired on or before April 15; new employees hired after April 15 but before July 1 are eligible for a partial merit increase as of January 1.

For more information on the annual performance review and merit increase schedule, click here.

Determination of MIT's Annual Merit Increase Program
The Compensation Office develops initial recommendations regarding the merit increase program to be made available for each of the Institute's various staff categories. Each of these recommendations is prepared after a careful study is made of the Institute's relationship to the outside market, the Institute's general employment experience, turnover rates and salary trends, and after reviewing other general economic indicators such as national and regional inflation and unemployment patterns. In terms of the market, Compensation reviews local, regional, and national market data, including industry and higher education pay program trends. This market review helps to ensure MIT's merit program is comparable to programs found in other industries, including higher education.

The initial recommendations made by Compensation are submitted to the appropriate MIT officials and then submitted for final approval by the Executive Committee of the Corporation. Each recommendation is evaluated with consideration given to the Institute's financial position and available funds.

Determination of Individual Merit Increases
One of our priorities as an employer is to retain the many talented employees who work at MIT. Studies show that one of the most effective ways to retain top performers is to reward them based on job performance. One way managers can do this most effectively is by carefully distributing their merit pool. Merit increases are to be used to recognize an employee's performance, contributions, and past year's achievements. Individuals who demonstrate superior performance should be recognized with review increases at or above the established merit allocation amounts, even though lesser amounts will then be available for individuals who demonstrate average performance. In addition, we encourage managers to engage in open communication with staff regarding the specific merit allocation so that employees understand their level of performance as compared to the merit range established.

Note to managers: If an employee does not meet performance expectations for his or her position, you may want to consider deferring a merit increase for a period of three to six months. The expectation is that the needed performance improvements can be made during this time. If you are considering this option, you must consult with your Human Resources Officer. The Deferred Merit option should not be the first indication to an employee that a performance problem exists.