2014 Staff Performance Evaluation Process and Timeline

The CALS Staff Evaluation Timeline for 2014 is available. This is meant as a guide for staying on track for on-time completion of evaluations. Staff hired or rehired between Oct. 25, 2013, and July 24, 2014, must receive either a performance evaluation or a probationary review during this process. The process and requirements are outlined in the state’s DHRM policy 1.40 – Performance Planning and Evaluation.

This year, there is a planned salary increase for university staff, which will depend upon satisfactory completion of this evaluation process. University staff will not be eligible for an increase without a completed evaluation in an “employee approved” status by no later than Oct. 1. To accommodate this, the timeline you see below reflects this deadline of Oct.1. More details will be forthcoming.

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. Detailed instructions are available. If an employee’s performance plan was not finalized, the system will not permit you to complete a performance evaluation. It is not required in our college for performance plans to be sent to the reviewer for approval, unlike evaluations. For questions or clarifications, feel free to call April Lucas at 540-231-3003.

July 11: 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.

July 25: Employee deadline to submit self-evaluation to supervisor

July 25: Supervisors to begin drafting evaluations

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

Aug. 15: Supervisor deadline to complete draft evaluations and submit to Reviewer

Supervisors should start scheduling employee evaluation meetings for Sept.12- 26.

Aug. 15: 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.

Aug. 29: 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.”

Aug. 29: 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. 12: Supervisor goal to complete evaluation meetings with employees

Sept. 12: 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. 1: 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 must have a new performance plan for the coming performance review cycle, 2014-15.


DHRM Policy 1.40 –Performance Planning and Evaluation 


If you have any questions regarding administration of the performance evaluation process or have questions in the course of completing your performance evaluations, please call me at 540-231-3003 or email April Lucas.

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