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Performance Management Process
Policies and Procedures
Performance Management Process Instructions
Principal Objectives of the Performance Management Process
- Provide employees with feedback to maintain or improve job performance.
- Identify areas for employee development.
- Set goals/objectives for the review period.
- Recognize job-related accomplishments.
- Enhance communication and working relationships.
Overview of Performance Management Process
- At the beginning of the review period (October 1st through December 31st), the supervisor and employee meet to:
1. Review & update the employee's position description.
2. Review the performance management factors.
3. Set goals and objectives for the review period.
- Mid-Year Discussion and Coaching Progress (April 1st through June 30th) - the supervisor and employee will meet to:
1. Discuss the employee's performance as it relates to the performance management factors.
2. Discuss progress toward meeting goals and objectives. Add new or revise current goals and objectives as needed.
3. Document Mid-Year Discussion and Coaching Progress.
- At the end of the review period (October 1st through December 31st):
1. Supervisor completes the performance management process:
a. Ask the employee to provide input for the review period, such as accomplishments or achievements and progress towards meeting goals and objectives. Note: Employee input is optional but strongly encouraged.
b. To access the review online, log to GUS, click on "Payroll-Personnel Information," then "Classified Employee Performance Management Process."
c. Assess each goal and objective if not done prior to the end of the review period. Click on "Manage" under Objectives. Follow the instructions for goals and objectives.
d. Click on "Evaluate" under Evaluations. Rate each essential requirements, core competencies, leadership competencies, if applies, and agency competencies. Add comments for any essential requirement that was "Unsatisfactory." Add a behavioral example for each core competency. Only add a behavioral example for agency competencies that are rated "Does Not Meet Expectations."
e. Determine an overall performance rating for the performance review period.
f. Add comments in the "Supervisor's Comments" section.
g. Click on "Submit" when complete. This will send email notification to the employee or Reviewer, if applicable.
h. Discuss the performance review with the designated Reviewer, if required. To access the review online, the Reviewer must click on "Confirm" under Evaluations and click on the appropriate response - "Yes, I, the reviewer, agree with the evaluation of this employee." or "No, I the reviewer, need to speak to the Supervisor regarding this evaluation." Once the Reviewer clicks "Yes," email notification will be sent to the employee, and employee can review the performance review.
i. If using a paper form, the supervisor may now print an evaluation with a signature block for the employee to sign. Click on "View" under Evaluations and click "Print This Page."
j. If using the online review, the employee can now access the review online by logging on to GUS, click on "Personnel-Payroll Information", then "Classified Employee Performance Management Process," and click on "Feedback" under Evaluations. The employee can add comments in the "Employee Response Opportunity" box. Comments can be added now or after meeting with the supervisor. Note: Once the employee clicks "Submit" the employee will not be able to add comments.
2. Supervisor meets with the employee:
a. Review the performance review comments and ratings, including the goals and objectives.
b. Discuss areas of concern, including issues raised by the employee. Note: Employees are encouraged to discuss concerns with the supervisor, including identifying areas for additional training.
c. The employee is given the opportunity to add comments to the Performance Management Process. The employee has 7 calendar days after being presented with the review to add comments.
d. If using a paper form, the employee signs the Performance Management Process form. The employee gets a copy of the signed Performance Management Process form and Objectives form. The originals are sent to HRS.
e. If using the online review, the employee can now access the review online by logging to GUS, click on "Classified Employee Performance Management Process," and click on "Feedback" under Evaluations. The employee can add comments in the "Employee Response Opportunity" box. Comments can be added now or after meeting with the supervisor. Note: Once the employee clicks "Submit" the employee will not be able to add comments.
f. The employee has 7 calendar days after being presented with the review to appeal a review where the overall rating is below "Exceptional."
- Start a new review period.
Position Description Review and Update: The supervisor and employee should review and update the position description at the beginning of each performance review period. Send the updated position description to Human Resource Services, 204 Russ Hall. Duties on the position description are basic job requirements and should accurately represent the duties actually performed and their level of responsibility.
Performance Management Factors: Each classified employee will be evaluated on performance management factors listed below 1 - 7, 10 and 11. Classified employees who supervise other classified employees will be evaluated on each of the eleven performance management factors listed below.
- Agency Values
- Job Responsibilities
- Customer Service
- Performance Management (Required only for Supervisors)
- Leadership (Required only for Supervisors)
- Care of Equipment
A supervisor may choose to rate a classified employee who supervises student employees on the Leadership Competencies provided they notify the classified employee at the beginning of the review period that this factor will be used.
At the end of the review period, the supervisor selects one statement that best describes the employee's performance for each of the performance management factors. Comments are required if the supervisor rates the essential requirement "Unsatisfactory" or if a behavioral example for agency competencies is rated "Does Not Meet Expectations." Behavioral examples for each core competency are also required. Comments are strongly recommended for all ratings and must be consistent with the assigned rating for each factor.
Employee Input: Employees are strongly encouraged to use the performance review process as an opportunity to talk to their supervisor about their job performance. For example, employees can talk to their supervisor at the start of the review period about job-related goals that they might have. This can then lead to establishing a developmental goal for the review period. The employee could also provide the supervisor with a list of accomplishments at the end of the review period. The supervisor should take this information into consideration when completing the performance review.
Completing the Performance Management Process: The supervisor completes the Performance Management Process at the end of the rating period. The performance management factors are rated, and goals and objectives are assessed. The supervisor then selects the statement that best describes the employee's overall performance after considering employee input, if provided, evaluation of all performance management factors, and progress made toward goals and objectives.
Supervisor comments on the employee's overall performance are required and must be consistent with the overall ratings for the performance management factors and the assessment of goals. The employee has 7 calendar days after being presented with the performance management process to add remarks in the "Comments by Employee" section.
If using a paper form, the completed Performance Management Process form is sent to HRS after it has been signed by the employee. (A Reviewer is either a department head or the supervisor/manager of the immediate supervisor as determined by the appointment authority.) The Objectives form is also sent to HRS with the Performance Management Process form. The employee gets a copy of all forms (Performance Management Process and Objectives). If the employee refuses to sign the form review, the supervisor should make note on the form.
A new review period begins when the current one ends. The supervisor and employee start the process again by reviewing the position description, identifying performance management factors that will be reviewed, and setting goals and objectives for the next review period.
Ratings Appeal: A permanent employee may appeal a review where the overall rating is other than "Exceptional." An appeal must be made in writing to Human Resource Services, 204 Russ Hall, within 7 calendar days after the review is presented to the employee. Note that the 7 calendar day period for employee comments and the 7 calendar day period to appeal the review run at the same time starting with the date the review is presented to the employee.