Evaluating Classified Non-Probationary Employees

Supervisor and Employee Meet The evaluation process begins when the supervisor and employee meet to discuss the Performance Review process, review the EWP 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 Evaluation process begins with a review of the employee’s Employee Work Profile.  This document includes the Core Responsibilities of the position, as well as elements that define how each Responsibility will be measured.  Changes to the EWP cannot be made at this point of the performance review cycle, but the Supervisor should review the Core Responsibilities and Measures.

The plan also includes a list of the Performance Factors that all employees are evaluated on.

Supervisors will enter any professional development goals / activities the employee completed during the 2018 – 2019 review period.

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 EWP, Self-Evaluation, feedback from others, and other documentation into consideration when completing the evaluation.
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.  The employee will not have access to view the evaluation until this step is complete.
Employee Acknowledges Evaluation Once all steps of the process have been completed, the Employee will acknowledge the evaluation.  This indicates that the employee has reviewed the evaluation – but does not convey agreement.

The Employee Self-Assessment Process

Every classified employee must be given the opportunity to conduct 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 core responsibilities/measures of their position
  • Implementation of the performance factors (interpersonal skills, communication, safety, attendance, etc)
  • 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 EWP to rate each core responsibility, special assignments, and applicable performance factors, taking into consideration any submitted employee self-assessment.  Assess the employee’s progress toward meeting 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.

Extraordinary Contributor

NOTE: An “Extraordinary Contributor” rating requires attaching at least one Acknowledgement of Extraordinary Contribution form to the evaluation form. 

Below Contributor

An overall “Below Contributor” rating requires the following steps:

  1. Attach at least one Notice of Improvement Needed / Substandard Performance form or a Written Notice for performance to have been given during the performance cycle.  These forms must be added to the evaluation form. 
  2. You must consult with HR prior to assigning an overall below contributor rating.
  3. Obtain the reviewer’s signature before discussing the evaluation with the employee.
Please be sure to complete these steps before moving on to Step 3.

Conducting the Performance Evaluation Meeting with Your Employee

  • Start by reviewing the expectations that were established at the beginning of the cycle.
  • Review the evaluation with the employee.
  • Involve the employee in the discussion by asking 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

As noted above, at least one Notice of Improvement Needed form or a Written Notice for performance issues must have been issued during the performance cycle to support an overall rating of “Below Contributor.”  Contact Human Resources prior to issuing an overall “Below Contributor” rating to any employee and they will guide you through the process. Within 10 workdays of the evaluation meeting, you must provide the employee with a “reevaluation” to follow for the next three months.  Contact Human Resources (tlockhar@umw.edu) for additional information.

Performance Evaluation Appeal Options

An employee may appeal in writing to the reviewer within 10 workdays of the initial performance evaluation meeting.

The reviewer should respond in writing to the employee within 5 workdays.  The reviewer has final authority to determine the overall performance level rating and appropriate evaluation comments.  Other options available to the employee include requesting an informal discussion or mediation, attaching comments to the evaluation, or initiating a formal grievance