Tag Archives: HR

2015 Staff Performance Evaluation process and timeline

Please review the following CALS Staff Evaluation Timeline for 2015. This is meant as a guide for staying on track for on-time completion of evaluations by the university deadline of October 16, 2015.

Staff hired or rehired between October 25, 2014 and July 24, 2015 must receive either a performance evaluation or a P125 (paper) probationary review during this process. The process and requirements are outlined in the state’s DHRM policy 1.40 – Performance Planning and Evaluation. Detailed instructions for navigating the online tool are available for supervisors here and for employees here.

Performance plans should have been completed at the beginning of the review cycle (fall 2014) and list the year’s goals. Performance evaluations measure an employee’s success in meeting those goals. If an employee’s performance plan was not finalized, the system will not permit you to start a performance evaluation. To prevent delays, please do not send performance plans to the reviewer; only evaluations. In the online performance management tool, completing one step is dependent upon satisfactory completion of previous steps by others. The sooner your step is completed, the more time the next person will have to complete his or her step. Continue reading

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2014-2015 staff performance planning

By now, your 2013 Staff Performance Evaluations are complete. While navigation of the online tool is fresh in your memory, it is best to get a plan set for the coming review year. Within 30 days after evaluations are received by employees, a new performance plan for the following year (2014-15) should be established between the supervisor and employee (State Policy). The performance plan is established at the beginning of the year-long performance review cycle, generally in late October or early November after evaluations from the previous review year have been completed. Supervisors provide coaching and feedback to employees throughout the cycle, and finally, evaluations are completed the following October.

An employee’s duties and responsibilities are contained in both an employee’s position description and the Performance Plan. The position description is found in PeopleAdmin, and is a summary of the role, describes all of the responsibilities of the employee in the position, provides a comprehensive look at the position duties and purpose, and is the primary document used for recruiting for the position. The Performance Plan, which is found in HokieSpa, lists goals and metrics specific to the current plan year and includes competencies and career development items. Before developing a Performance Plan, please review your employee’s position description to ensure that it is still an accurate reflection of the purpose and duties of the position.

Detailed instructions are available for completing the Performance Planning process and navigating the system on the Performance Planning Checklist. These instructions include planning for new employees, for existing employees, and for rolling plans from last year to this year. Instructions may be found on the VCE Intranet under Personnel, or on the new CALS HR website.

Please continue to let April Wood know if you encounter system problems and we will remedy them. If you have any questions regarding administration of the performance planning/evaluation process, contact April Wood at 540-231-3003.

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Stephanie Slocum joins Dean’s office staff

Stephanie Slocum joined the staff in the Dean’s Office effective August 25, 2014, as the office services specialist. Stephanie may be reached at sslocum@vt.edu or 540-231-3724.  She filled the role previously held by Ashley Folcik. Her previous work experience has been with Long and Foster Realtors providing fiscal management support and compilation of reports and presentations. She is also proficient in Microsoft Office Suite and other types of software. She currently volunteers for the Floyd County Livestock & County Fair and Floyd Young Life providing marketing assistance and ad design.

Please welcome Stephanie in her new role.

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Texting while driving a primary offense

Human Resources wishes to remind faculty and staff that texting while driving is now a primary offense, meaning that you can be pulled over for texting while you’re driving your car. WSLS story

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2013 Staff Performance Evaluation process and timeline

Before Staff Performance Evaluation time sneaks up on us, please review the following CALS Staff Evaluation Timeline for 2013. Staff hired or rehired between Oct. 25, 2012 and July 24, 2013 must receive either a performance evaluation or a probationary review by Oct. 10, 2013. As you have noticed with the online performance management tool, completing one step is dependent upon satisfactory completion of previous steps by others in the process. The sooner your step is complete, the more time the next person will have to complete his or her step. Detailed instructions for completing these steps are available.  If an employee’s performance plan was not completed and approved by the employee, the system will not permit you to complete a performance evaluation. For questions or clarifications, please call April Lucas at 540-231-3003.

July 19: Employees to start completing self-evaluations

Employees are given the opportunity to complete a self-assessment. Employees may elect the use of the online performance management tool, the CALS Employee Self-Assessment form or email.  Employees will have two weeks to complete and submit.

Aug. 2: Employee deadline to submit self-evaluation to supervisor

Aug. 2: Supervisors to begin drafting evaluations

Supervisors will have three weeks to complete and submit to reviewers (required for evaluations).

Aug. 23: Supervisor deadline to complete draft evaluations and submit to Reviewer

Supervisors should start scheduling employee evaluation meetings for Sept. 13-27.

Aug 23: Reviewers to begin reviewing evaluations

Reviewers need adequate time to consider and sign evaluations in agreement, or discuss any questions about evaluations with the supervisors before signing. Reviewers will have three weeks to consider evaluations.

Sept. 13: Reviewer deadline to approve evaluations

This is important so that supervisors are afforded plenty of time for meetings with employees to review evaluations before they are due in HR. Please keep in mind that once approved by Reviewers, evaluations must then be released in the system by Central HR, which may take up to one week. The supervisor will be able to access an evaluation again when the status is “Senior Management Approved.”

Sept. 13: Supervisors to begin holding evaluation meetings with employees

Once the reviews with employees are complete, supervisors must be sure to send the evaluations to employees in the system. Supervisors will have two weeks to meet with employees.

Sept. 27: Supervisor goal to complete evaluation meetings with employees

Sept. 27: Employees to begin reviewing and approving final evaluations in the system

Employees will have two weeks to complete this step, which submits evaluations to Central HR. Acknowledging receipt of an evaluation in the system keeps us timely, but does not imply employee agreement or a waive of rights to further discussion.

Oct. 11: CALS employee deadline to complete submission of evaluations in the system

In the online system, a performance evaluation is considered “received” by Central HR when the employee selects: “I have received and reviewed my performance evaluation.” That completes the evaluation process.

Within 30 days of receiving performance evaluations, staff employees should have a new performance plan for the coming performance review cycle, 2013-14.

Policy reference

DHRM Policy 1.40 –Performance Planning and Evaluation

Contact information

If you have any questions regarding administration of the performance evaluation process or have questions in the course of completing your performance evaluations, please contact April Lucas at 540-231-3003 or ALucas8@vt.edu.

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Winter closing reminder

Virginia Tech employees are reminded that the university will be closed for winter break from Monday, Dec. 24, 2012, through Tuesday, Jan. 1, 2013, and open again on Wednesday, Jan. 2, 2013.

All employees who earn annual leave must use annual or other appropriate leave balances to cover the three winter closing days from Dec. 26 through Dec. 28. These days are NOT holidays — employees must use leave to cover these three days.

Supervisors must approve any exceptions, but are strongly encouraged to be flexible and fair with employees and their individual work situations and personal circumstances in accordance with existing leave and alternative work policies. Salaried employees who do not work and have insufficient leave balances to cover the winter break will be placed in a leave-without-pay status in accordance with state and university leave policies.

Certain departments may remain open due to the nature of the work; in some cases, minimal or full staffing may be necessary. Each department head has the authority to designate the employees required to work during the winter break to support necessary university or departmental operations or functions. Normal holiday compensatory leave policies will apply when employees work on one of the officially designated state holidays. During the winter break, departments must make arrangements to retrieve, on a regular basis, communications (e.g., voicemail, email, etc.) from the public and provide a timely and appropriate response.

The resolution approved by the Virginia Tech Board of Visitors is available online.

For more information contact the Department of Human Resources Service Center at 540-231-9331.

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Beyond Blacksburg: Free flu vaccinations available at participating pharmacies for benefitted employees/families

Virginia Tech employees who have not already gotten a flu shot are encouraged to do so as soon as possible to avoid getting the flu this year.

Immunizations are available at most pharmacies across the state. You do not need to work at the Blacksburg, Va. campus to take advantage of this free benefit.

Flu shots are free for all benefited employees, and their covered family members.

Employees who choose to get vaccinated at a participating pharmacy should confirm with the pharmacy that they are participating in the Commonwealth of Virginia’s flu shot program. A list of participating pharmacies is available online.

Please note: Pregnant women and children under the age of 18 must have a prescription from a health care provider to get a flu vaccination.

For more information contact the Human Resources Service Center at 540-231-9331.

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Defining ratings for staff performance evaluations

Virginia Tech identifies four possible ratings for staff employees, explained below. Remember that evaluating performance means comparing actual performance to the performance standards outlined in the Performance Plan. A performance evaluation must be based on the employee’s performance and job-related behavior, and not on the employee’s personal traits or other factors unrelated to the job. The logic behind a four-point system is that it helps eliminate the temptation to generalize employees as average, into a “middle of the road” category. There is no formula used to calculate how many goals and competencies equate to each overall rating. Please review these explanations and contact me with questions or clarifications.

Model Performance: Very few employees at the university will meet this standard for the overall rating. This rating is reserved for performance that is truly exemplary. The accomplishments and behavior of these individuals consistently and considerably surpass established standards and significantly contribute to the goals of the department, Senior Management Area, or the university. Supervisors should recognize and document extraordinary performance as it occurs throughout the performance review year to support this rating at evaluation time.

Strong Performance: Most employees at the university will meet this standard for the overall rating. This rating represents good, solid performance. Goals are met and may, on occasion generate results above those expected.

Developing Performance: Some employees at the university will be rated at this level. Employees in this category may partially meet performance expectations but need improvement. Probationary employees should not automatically be rated at this level unless they are not learning the job at the expected rate. Please outline the specific steps to achieve needed improvements in the Career Development Plan section of the evaluation.

Unacceptable Performance: Very few employees at the university will be rated at this level. The supervisor should contact CALS Human Resources. This rating is used when the performance of an individual fails to meet minimum position requirements. Performance deficiencies should be addressed and remedied as they are identified throughout the year. Therefore, in accordance with state policy, an employee cannot be rated Unacceptable on the evaluation if the deficiency has not been properly documented with a Notice of Improvement Needed (P142) or Written Notice during the performance period. CALS Human Resources will work with you on a re-evaluation plan and timeline.

Download ratings definitions in a PDF

Related: Performance evaluation timeline

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2012 staff performance evaluation process and timeline

Before Staff Performance Evaluation time sneaks up on us, please review the following 2012 CALS Evaluation Timeline. As you have noticed with the online performance management tool, completing one step is dependent upon satisfactory completion of the previous step by you or others in the process. The sooner you get your part completed and to the next person, the more time the next person will have to complete his or her step. Detailed instructions for completing these steps are available. For questions or clarifications, please call April Lucas at 540-231-3003.
< Download Timeline >

July 30: Employees to start completing self-evaluations

Employees are given the opportunity to complete a self-assessment. Employees may use  the online performance management tool, the CALS Employee Self-Assessment form, or email. Employees will have two weeks to complete and submit.

Aug 10: Employee deadline to submit self-evaluation to supervisor

Aug 13: Supervisors to begin evaluations

Supervisors will have three weeks to complete and submit to reviewers (required for evaluations).

Aug 31: Supervisor deadline to complete draft evaluations and submit to the reviewer

Supervisors should schedule employee evaluation meetings for September 17-28 (two weeks).

Sept 3: Reviewers to begin reviewing evaluations

Reviewers need adequate time to consider and sign evaluations in agreement, or discuss any questions about evaluations with the supervisors before signing. Reviewers will have two weeks to consider evaluations.

Sept 14: Reviewer deadline to approve evaluations

This is important so that supervisors are afforded plenty of time for meetings with employees to review evaluations before they are due in HR. Please keep in mind that once approved by reviewers, evaluations must be released in the system by Southgate HR, which may take up to one week. Supervisors will be able to access evaluations again when the status is “Senior Management Approved.”

Sept 17: Supervisors to begin holding evaluation meetings with employees

Once the meeting is complete, be sure to send the evaluation to employees in the system. Supervisors will have two weeks to meet with employees.

Sept 28: Supervisor goal to complete evaluation meetings with employees

Oct 1: Employees to begin reviewing and approving final evaluations in the system

Employees will have ten days to complete this step, submitting it to Southgate.

Oct 10: CALS Employee deadline to complete submission of evaluations in the system

In the online system, a performance evaluation is considered “received” by Southgate when the employee selects: “I have received and reviewed my performance evaluation.” That completes the process.

Contact information

If you have any questions regarding administration of the performance evaluation process or have questions in the course of completing your performance evaluations, please contact April Lucas at 540-231-3003 or alucas8@vt.edu.

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Recent Hires

College Faculty
Ahmad I. Athamneh, biological systems engineering, July 1
Renee J. Felice, food science and technology, July 1
Karleigh R. Huff, food science and technology, July 10
Paige A. Johnson, 4-H youth specialist, animal and poultry sciences, June 1
Katherine L. Kamminga, entomology, May 1
Megan M. Seibel, agricultural and Extension education, June 10
Steven K. Thomas, crop and soil environmental sciences, July 10
Tommy L. Thompson, crop and soil environmental sciences, May 25
Leemar C. Thorpe, animal and poultry sciences, April 25
Hong Zhu, horticulture, April 25

College Staff
Stephanie N. D’Adamo-Damery, human nutrition, foods and exercise, June 25
Daniel U. Gochenour, human nutrition, foods and exercise, June 1
Ritesh K C, plant pathology, physiology, and weed science, June 6
Heather M. Littier, dairy science, June 30
Jerry L. Rogers, crop and soil environmental sciences, May 10
Amy L. Synder, entomology, June 10

Extension Faculty
Carrie V. Brink, Chesterfield County, July 25
Chris Drake, Southhampton County, July 25
Zachary Easton, Eastern Shore AREC, April 25
Sarah Jo Jones, Carroll County, July 19

Extension Staff
Erin E. Farmer, Wythe County, July 10
Stephanie D. Gray, Virginia Seafood AREC, June 10
Laura L. Neff-Henderson, CALS administration, June 20
Jennifer E. Presser, Loudoun County, July 10
Paula P. Schmidt, Chesapeake, July 10
Sara E. Webber, Goochland County, July 10

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