Performance management in education: A guide for universities

What is performance management in education?

Performance management in education is a structured approach to improving the performance of staff, teams, and the institution by aligning individual goals with the organisation’s overarching objectives and continuously monitoring progress to ensure their achievement.

Unlike operational management, which focuses on systems and processes, performance management centres on people and outcomes. It involves setting clear objectives, tracking progress, providing feedback, and continually refining practices. For universities, continuous performance management is essential for maintaining high teaching standards, enhancing student outcomes, and achieving long-term success.

Types of performance management in education

Based on the process and the primary focus of evaluation, performance management systems can be categorised as:

Teacher appraisal

Teacher appraisal is a more traditional form of performance management, typically involving a formal evaluation conducted once a year. It is often linked to pay progression and professional development, wherein performance is assessed through various methods, including classroom observations, student feedback, and peer review.

Target-based management

In target-based management, performance is assessed through quantifiable results and outcomes. Measurable goals or targets are set for individuals and teams, which are then continuously monitored to ensure progress and accountability.

For universities, targets focus on enhancing student outcomes, teaching quality, operational efficiency, and broader community impact.

Team and organisational performance management

This approach involves a strategic, top-down evaluation of how well a school or university is meeting its mission, goals, and quality standards, with particular attention to the contribution of teams towards these outcomes. Unlike target-based management, this approach emphasises collective effectiveness rather than individual-level goals.

It includes assessing areas such as leadership effectiveness, financial health, student data, team collaboration, and overall staff effectiveness.

Goal-setting frameworks and performance data are used to support these assessments, particularly for tracking progress against institutional targets and benchmarks. For aspects that are difficult to quantify, employee feedback and collaborative evaluation processes are especially useful.

Developmental approach to performance management

A developmental approach goes beyond evaluation and achieving performance targets; it focuses on improving staff performance and supporting professional development through continuous learning, skill enhancement, and facilitated development.

A developmental approach to performance management can be supported through:

• Continuing Professional Development (CPD) programmes: Modules comprising formal workshops, courses, or training designed to build expertise in areas such as curriculum design, educational technology, or leadership.
• Coaching: Personalised, goal-focused guidance to help individuals improve specific skills, such as teaching strategies or supporting learners with diverse needs.
• Mentoring: A structured relationship where experienced colleagues provide long-term professional guidance and support.
• Professional Learning Communities (PLCs): Collaborative groups that engage in regular, ongoing dialogue to improve teaching practice and learner outcomes.

Types of performance feedback and evaluation

Regardless of the approach followed, assessment and feedback play a central role in performance management. Here are some common methods used.

360-degree feedback: This involves collecting input from multiple sources, including peers, supervisors, students, and occasionally parents or guardians. It provides a well-rounded view of performance, highlighting strengths in collaboration, communication, and leadership, while also identifying opportunities for growth.

Self-assessment: Individuals are asked to evaluate their own performance, skills, and growth opportunities. This helps staff recognise their strengths and weaknesses, promoting self-awareness and accountability in their growth.

Competency-based evaluation: Individuals are assessed based on the knowledge, skills, and professional behaviours (competencies) required for their role. This approach helps clearly identify gaps and enables targeted development.

Formative vs. summative performance evaluations

Summative evaluations are formal assessments conducted at the end of a performance cycle. In universities, this might be at the end of a semester or academic year. These evaluations focus on overall outcomes and often inform high-stakes decisions such as promotions, contract renewals, or formal recognition.
Example: An end-of-year performance review of a lecturer based on Key Performance Indicators (KPI) or a competency-based appraisal.

Formative evaluations, on the other hand, are informal and ongoing. They are low-stakes, flexible, and primarily intended for developmental purposes. These evaluations monitor progress and provide feedback for improvement throughout the cycle, helping individuals identify strengths, address areas for growth, and improve before a final summative evaluation.
Example: A mid-semester classroom observation followed by immediate feedback.

Key components of effective performance management

1. Strategic planning and goal setting

This stage involves defining objectives, developing an action plan to achieve them, and setting clear expectations so that priorities are understood across the institution. Effective planning includes allocating resources, establishing timelines, and assigning responsibilities, all of which underpin successful goal setting.

Goal setting forms the foundation of performance management by providing clear metrics and motivation for success. To ensure objectives are measurable, established frameworks are often used to guide effective goal setting. Common examples include:

• SMART: Goals are expected to be Specific, Measurable, Achievable, Relevant, and Time-bound.
• Management by Objectives (MBO): Higher-level organisational goals are cascaded down into smaller, individual goals.
• Objectives and Key Results (OKR): A more dynamic version of MBO, where the organisation sets ambitious, transparent goals (Objectives) and regularly tracks progress through measurable outcomes (Key Results).

When setting goals, remember to:

• Clearly define what success looks like.
• Ensure goals are challenging but achievable.
• Keep goals flexible to reflect evolving institutional priorities.
• Set goals collaboratively, where managers and employees work together to define goals, fostering engagement and accountability.

Across universities, staff roles are highly diverse, requiring a tailored, multi-system performance management approach, with goals that reflect the specific outputs and expectations of each role. For academic staff, goals may focus on teaching quality, curriculum enhancement, and student outcomes; for researchers, on grant income, publications, and research impact; and for professional services teams, on operational efficiency or service quality.

As student engagement, retention, and similar outcomes rely on collaboration and shared responsibility, team objectives should be valued equally.

2. Ongoing monitoring

Continuous monitoring is central to effective performance management, helping institutions ensure planned actions are carried out, identify issues early, and adjust strategies before they impact outcomes.
Ongoing monitoring is best supported through regular, structured check-ins, including weekly one-to-ones or team briefings. In addition, direct observation of teaching and learning activities provides valuable qualitative insights into teaching practice, learner engagement, and subject expertise.

3. Regular feedback mechanisms

Monitoring should be accompanied by regular feedback so that staff understand their progress, identify areas needing improvement, and make timely improvements. It also helps reinforce what is done well, motivating continued good practice.

Feedback can be delivered formally or informally, but the manner of communication is crucial to ensure it is well-received and not misinterpreted. It should be clear, constructive, and supportive, promoting a culture of openness where staff feel comfortable engaging in dialogue and improving.

360-degree feedback, self-assessments, student evaluations, and peer reviews are some ways to offer regular feedback.

4. Performance reviews and the appraisal cycle

Ongoing monitoring and feedback are valuable, but they do not replace formal reviews, such as mid-year and year-end appraisals. These reviews provide a structured assessment of performance against predefined KPIs and objectives, serving as a formal record.

While some institutions separate pay from performance reviews, they often inform key professional decisions, including pay progression and personal development plans. As such, reviews require a holistic evaluation, considering both outcomes and behavioural competencies, and should be based on consistent data and documented observations collected throughout the review period to ensure equity.

5. Employee development

Effective performance management not only evaluates performance but also supports staff development. A well-designed employee development plan provides structured learning opportunities, including training, coaching, mentorship, and research support.

Career progression is another key component. Discussing aspirations and aligning them with institutional goals gives staff visibility into their future, reinforces commitment to long-term growth, builds relevant skills, and fosters a culture of continuous learning.

6. Rewards and recognition

Recognising and rewarding employees for their contributions is essential to sustain good performance and maintain motivation. Public recognition, additional leave, structured professional development opportunities, or, in some cases, bonuses are ways to acknowledge staff achievements.

Regular recognition of both significant and everyday accomplishments is more effective than relying solely on annual awards, as it helps raise morale and maintain engagement throughout the year.

Challenges in performance management in education

• Resistance to change

New initiatives, including development programmes, often meet resistance from staff accustomed to existing practices. Involving faculty early, fostering evidence-based buy-in, and allowing flexibility in implementation can help overcome this.

• Organisational culture

A rigid, hierarchical culture can undervalue the contributions of staff in junior roles, affecting motivation and performance. Bureaucratic processes and inflexible policies further reinforce these dynamics. Developing an inclusive, collaborative culture that recognises input across all levels is key to driving continuous improvement.

• Limited resources

Financial constraints often result in deprioritising faculty development, rewards, and recognition programmes, and may also lead to underinvestment in teaching materials, technology, and infrastructure, affecting education quality and efficiency.

Cost-effective approaches, such as peer-led training and shared infrastructure, can help sustain essential initiatives despite budget pressures.

• Defining good performance

Creativity, empathy, and the ability to inspire are vital qualities for effective teaching, yet they are subjective and hard to measure. A balanced approach that considers both qualitative insights and measurable outcomes is key to defining effective performance.

• Lack of transparency

Unclear review and evaluation processes can leave staff uncertain about the scope and credibility of performance evaluations. A proper evaluation framework with clear goals and expectations, combined with ongoing dialogue to address issues, can build trust and improve confidence in the process.

• Rigid and inflexible evaluation systems

Rigid goals and review processes fail to account for the diverse needs of teams and their individual members. Fair evaluation requires nuanced review frameworks and customised goal setting, with KPIs tailored to specific disciplines, career stages, and workloads.

Benefits of structured performance management

• Improved goal attainment

Aligning individual and organisational goals ensures that employee efforts directly support strategic outcomes, improving the likelihood of organisational success.

• Enhanced efficiency

Regular meetings and ongoing feedback help promptly identify performance gaps, misaligned efforts, and blockers. Addressing these in real time reduces operational friction and improves overall efficiency.  

• Skill development

Continuous assessment and feedback help identify skill gaps and development needs early, enabling timely training, mentoring, or support. This enhances individual growth and strengthens long-term organisational capability.

• Employee engagement and retention

Clear growth paths, development plans, and regular recognition demonstrate the institution’s investment in staff success, boosting morale, satisfaction, and long-term retention.

• Informed and fair decision-making

A structured performance management system with standardised evaluation and feedback processes ensures consistent documentation of performance, providing a reliable record to support objective decisions on promotions, pay, and succession planning. Such a system promotes fairness and trust within the organisation.

Setting and tracking performance targets

KPIs are measurable ways to track performance, while targets set the desired achievement for each KPI. Integrating both into goal setting ensures that progress is assessed objectively and based on evidence rather than personal opinion.

Some best practices to set and track performance targets:

• Ensure KPIs align with both institutional goals and individual roles. For example, to improve student retention, teaching staff KPIs can focus on learning outcomes, while administrative teams may track responsiveness and engagement.
• Use a recognised goal-setting framework like SMART to make sure targets are clear and measurable.
• Keep evaluations well documented and gather data regularly to track progress, spot trends, and make better decisions.
• Leverage technology to make performance management more efficient. OneAdvanced’s Performance and Talent streamlines the entire process, reducing staff workload and ensuring accuracy and consistency.

Performance and Talent helps set goals aligned with organisational priorities, offers flexible review templates, and encourages ongoing conversations through real-time feedback loops and pulse surveys. Combined with the organisation-wide insights it provides, it fosters a culture of continuous improvement.

Talk to our experts today to discover how Performance and Talent can help your institution drive effective performance management.

FAQ

What is the purpose of performance management in education?

The purpose of performance management in education is to align individual staff goals with institutional priorities, support professional growth, and enable systematic monitoring of progress. It fosters accountability, encourages continuous improvement, and ultimately aims to enhance teaching quality, improve student outcomes, and strengthen the overall effectiveness of educational institutions.

What are examples of performance targets in education?

Here are some examples of performance targets in education:

For teachers: To meet the goal of improving student outcomes, targets could include increasing the number of students achieving above a certain grade or ensuring a set percentage of lessons are rated ‘good’ or ‘outstanding’. Other targets can include increasing attendance, reducing dropout rates, increasing participation in extracurricular activities, and supporting professional development through completing accredited training.

For departments: Targets can include reducing attainment gaps, improving course evaluation scores, increasing research output, and enhancing student engagement.

For institutions: Targets may focus on raising graduation and retention rates, strengthening infrastructure, increasing student satisfaction, and improving accreditation ratings.

 

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