Performance Evaluation:
| Supervisor and Employee Meet | The evaluation process begins when the supervisor and employee meet to discuss the Performance Review process, review the Position Description (PD) together, discuss the professional development that took place during the review period, and go over progress toward meeting the goals during the review period |
| Supervisor Completes the Plan |
The Supervisor owns the first step in the Performance Management process – the process begins when the Supervisor completes the Performance Plan. The Evaluation process begins with a review of the employee’s Position Description. This document includes the Job Duties of the position, as well as elements that define how each Duty will be measured. Changes to the PD cannot be made at this point of the performance review cycle, but the Supervisor should review the Job Duties and Performance Competencies. The plan also includes a list of the Competencies that all employees are evaluated on. The Goals that were established at the beginning of the cycle are also part of the Plan. |
| Employee Completes Self-Assessment | Once the Supervisor completes the Plan, the employee will have an opportunity to complete a Self-Assessment. This is encouraged, but is not required. |
| Supervisor Creates Evaluation | After completion of the Self-Assessment, the evaluation is passed back to the Supervisor for creation of the Evaluation. The Supervisor will take the Position Description, Self-Evaluation, feedback from others, and other documentation into consideration as the evaluation is completed. |
| Reviewer Gives Approval / Makes Comments | Once the Evaluation has been completed by the Supervisor, the Reviewer will review the evaluation. The Reviewer may Approve the Evaluation, or send it back to the Supervisor for additional work. |
| Supervisor / Employee Meet | The employee and Supervisor will meet to review the evaluation. |
| Employee Acknowledges Evaluation | Once all reviews have been done, the Employee indicates that they have reviewed the evaluation. This indicates that the employee has reviewed the evaluation – but does not convey agreement. |
The Employee Self-Assessment Process
Employees may complete a self-assessment; the Self-Assessment is part of the performance evaluation process. If an employee completes a self-assessment, you must consider this information as you complete your assessment of the employee’s performance. Notify your staff of your deadline to complete their online self-assessment. Allow at least two weeks for staff to prepare self-assessments so that you can consider this information as you complete their evaluations to meet your deadline.
As an employee, factors to consider for the self-assessment include:
- General accomplishments and obstacles during the performance cycle
- Achievement of the job duties/measures of their position
- Implementation of the new competencies (results orientation and job knowledge, problem solving, judgement, planning and organization citizen and customer interaction, teamwork and building relationships, coaching and communication and leadership / influence).
- Learning points from this cycle.
- Desired goals and training for the new cycle.
Additional information and tips on completing the Self Assessment are available for your review.
Preparing/Completing the Evaluation
Use the current position description to rate each job duty, special assignments, and applicable competencies, taking into consideration any submitted employee self-assessment. Assess the employee’s progress toward meeting their learning goals. Determine the overall performance level. This action requires your judgment and objective assessment of the employee’s total job performance throughout the review cycle. Please consult with HR in cases where an employee has been on periods of extended leave.
If you find yourself needing some words, you may want to take a look at Performance Management Language.
Conducting the Performance Evaluation Meeting with Your Employee
- Start by reviewing the expectations (goals) that were established at the beginning of the cycle.
- Review the evaluation with the employee.
- Involve the employee in the discussion by asking him/her for problem-solving ideas and input on accomplishments.
- Discuss learning needs and ask what you can do to help the employee succeed in meeting goals/objectives.
- Deliver effective feedback:
- Base feedback on stated expectations;
- Be specific; focus on behavior, not personality;
- Listen carefully to the employee’s responses to ensure understanding of the discussion;
- Deliver feedback in an appropriate place; and make feedback an ongoing process.
- Ensure that the employee acknowledges the evaluation.
Special Cases
Employee on Leave
Even if the employee is on leave, you must complete an employee evaluation. Note on the evaluation that the employee is on leave and is unavailable to sign the form. Once the employee returns to work, you will conduct the evaluation. Contact Human Resources (tlockhar@umw.edu) for instructions.
Below Contributor Process
Contact Human Resources prior to issuing an overall “Below Contributor” rating to any employee and they will guide you through the process. Contact Human Resources (tlockhar@umw.edu) for additional information.