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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