HRM-018: Performance Management for University Staff Employees

Date: 12/01/2008 Status: Final
Last Revised: 06/28/2016
Policy Type: University
Contact Office: UVA Human Resources
Oversight Executive: Vice President and Chief Human Resources Officer
Applies To: Academic Division and the College at Wise
Reason for Policy:

Provides for a consistent and fair foundation for establishing performance goals that are strategically aligned to University goals, planning career and development goals, tracking employee progress, providing valuable feedback, and evaluating overall performance. The performance management process supports the University’s commitment to ongoing employee development and includes active participation from employees in all process steps.

Definition of Terms in Statement:
  • Performance Management:

    A management process for ensuring that employees’ work efforts, skills, and behavior are in alignment with the University’s mission, goals, and objectives. It consists of four major components: (1) performance and development planning; (2) ongoing discussions and feedback between the employee and supervisor to keep performance and development on track throughout the performance cycle; (3) evaluation of employee performance relative to performance expectations and identified capabilities and competencies; and (4) review of Career Development Plan progress.

    • Career Development Plan:

      An action plan for enhancing an employee’s level of skills, capabilities, and performance in order to excel in the current job or prepare for new responsibilities.

  • Supervisor (1):

    A University employee charged with responsibility for managing another employee’s performance, including conducting performance evaluations.

  • University Staff Employees (University Staff):

    Those salaried, non-faculty employees hired on or after July 1, 2006, and those salaried non-faculty employees and administrative and professional faculty electing to participate in the University Human Resources System established by the Board of Visitors under the authority granted by the Restructuring Act and the Management Agreement. (The term “University Staff Employee” includes all three categories of University Staff Employees - Operational & Administrative, Managerial & Professional, and Executive & Senior Administrative.)

Policy Statement:

All full- and part-time salaried University Staff will participate in the University’s performance management process. As it pertains to the Performance Planning and Evaluation policy established by the Commonwealth of Virginia Department of Human Resources Management (Policy 1.40: effective April 1, 2001 and revised effective August 6, 2001), the University will follow the re-evaluation process associated with the annual performance evaluation that is outlined in Policy 1.40.  Specifically, a University Staff employee that receives a rating of Unsatisfactory on their annual performance evaluation will be re-evaluated and required to undergo a re-evaluation plan consistent with Policy 1.40. If after the re-evaluation period the employee’s performance fails to meet expected performance measures (Unsatisfactory or Inconsistent ratings) the manager may demote, reassign, or terminate the employee by the end of the three month re-evaluation period.

There are 4 components of the University Staff Performance Management System:

  1. Performance and Development Planning:
    Supervisors will work with employees to establish expectations and goals in three areas: employee performance, employee behaviors, and career development.
    • Performance Planning allows employees and supervisors to identify specific performance expectations aligned with the University’s mission, goals and objectives for the performance cycle.
    • Competency planning allows employees and supervisors to identify critical behaviors necessary for success in the position and to ensure alignment with the University’s core values and leadership principles.
    • Career development planning provides a Career Development Plan for each employee. This tool allows employees and supervisors to create action plans that include both short- and long-term goals to support the employee’s career development.
  2. Ongoing Discussions and Feedback:
    Performance expectations and the University’s Mission Statement and Code of Ethics are the criteria used by supervisors to engage in meaningful, ongoing discussions and feedback throughout the performance cycle regarding the employee’s work efforts, skills, and behavior. Employees should advise their supervisors if support is needed to achieve performance and development goals. If there are performance issues, the supervisor should address the issue(s) in a timely manner. When necessary, a corrective action plan should be implemented. In addition to ongoing discussions, supervisors are strongly encouraged to provide employees with interim evaluations

  3. Performance Evaluation:
    All salaried University Staff will receive an annual evaluation. The annual evaluation consists of ratings of employee performance goals and competencies.

    Employees are strongly encouraged to complete a self-evaluation as part of the performance management process. Supervisors are strongly encouraged to collect feedback from multiple sources, as relevant for the situation. This may include feedback from other supervisors, co-workers, and employee customers. Supervisors will use the employee’s self-evaluation and any multi-rater feedback collected in completing their evaluation of the employee. Employees will be rated according to the performance expectations that have been established for the employee and the position. Supervisors are responsible for updating employee expectations during the performance cycle if major changes occur. The annual evaluation will also measure an employee’s behavioral competencies.

    The performance management process will be conducted in a fair and consistent manner. The University will not prescribe the number or percent of employees who must fall within each performance rating.

    In addition to the annual and other recommended review processes, supervisors will complete an evaluation for all University Staff employees transferring within the University prior to the transfer. Performance evaluations will also be completed for probationary employees midway (six months) and at the conclusion of the probationary period (twelve months).

  4. Progress Review of the Career Development Plan:
    At the conclusion of the performance management cycle, employees and supervisors will review progress made towards the employee’s Career Development Plan.

  5. Roles and Responsibilities:

The Employee is responsible for:

  • Understanding the performance expectations established for his or her position and how their duties and responsibilities contribute to the University’s mission and strategic goals and objectives. Participating in the process of developing performance expectations.
  • Completing a self-evaluation, including reporting on progress towards achievement of goals and any other relevant work information the employee would like to include.
  • Performing duties of the position in accordance with established expectations.
  • Actively discussing his or her performance with their supervisor throughout the performance cycle.
  • Participating with his or her supervisor in completing an employee Career Development Plan.
  • Complying with University policies and procedures.

The supervisor is responsible for:

  • Understanding and actively supporting the University’s performance management process.
  • Ensuring that performance evaluations and performance ratings are submitted in a timely manner.
  • Communicating employee performance expectations and the University’s core values and goals.
  • Providing the employee ongoing feedback, performance coaching, and corrective action (when needed) to enhance employee performance. Midyear reviews are highly recommended in order to ensure that employees are aware of how they are progressing.
  • Changing employee work expectations when major changes to an employee’s job occur.
  • Conducting interim evaluations, probationary evaluations, annual performance evaluations, and transfer evaluations in a timely manner to ensure the employee is aware of how well he or she is performing.
  • Offering (and may require) the employee the opportunity to complete a self evaluation.
  • Working with each employee to create, maintain and support achievement of a Career Development Plan.
  • Ensuring compliance with all federal and state law and University policies.

Vice Presidents, Deans and Department Heads are responsible for:

  • Ensuring all supervisors are trained and effective in their role as manager of employee performance.
  • Developing and implementing performance evaluation processes to ensure fairness and consistency in ratings.
  • Ensuring the integrity of and compliance with the policy on Performance Management.

University Human Resources is responsible for:

  • Providing on-going training to all University staff employees and their supervisors on the performance management process.
  • Providing support and coaching to supervisors and employees.
  • Consulting in the design of performance evaluation ratings calibration processes.
  • Monitoring and administering the performance management process.
  • Maintaining records and providing reports as necessary.

Appeals of Annual Performance Evaluations

Related Information:

HRM-014: Standards of Conduct for University Staff Employees
HRM-020: Probationary Period for University Staff Employees
HRM-024: Compensation Program for University Staff Employees
1.40, Performance Planning and Evaluation

Major Category: Human Resource Management
Next Scheduled Review: 06/28/2019
Approved by, Date: Executive Vice President and Chief Operating Officer, 12/01/2008
Revision History: Updated 6/28/16, 4/10/12.