Virginia Commonwealth University

Employee relations and performance management

Annual performance cycle

Managing performance is an important supervisory tool to help define good performance and encourage sustained performance. The annual performance evaluation is an opportunity for you to provide formal performance feedback to your classified staff. The appraisal process encourages two-way discussion about learning goals and performance expectations. Use this important opportunity to identify learning and developmental needs for your employees and to help them plan their career growth.

Performance management calendar at a glance

Oct. 25, 2012 to Oct. 24, 2013

Evaluation of 2012-13 classified performance expectations

Oct. 18, 2013

Evaluations due in human resources

Who is eligible?

Employees hired in full- or part-time positions before July 25, 2013 and rated “extraordinary achiever,” “high achiever,” “achiever” or “fair performer” must have a completed performance appraisal by Oct. 18. Some eligible employees will be serving probationary periods; however, these individuals may be evaluated on their work performance. You can choose to complete either the probationary progress review form word icon or the employee work profile – performance evaluation form word icon.

VCU and VCU health system customer service expectations

The VCU health system has developed expectations and behavioral indicators for evaluation of customer service. To ensure consistent institution-wide customer service standards, university managers are encouraged to use the health system assessment tool pdf icon, along with the university's employee work profile (EWP) and performance management process, for employees who provide patient or clinical services to the hospital. For more information on the expectations, please contact health system human resources at (804) 628-9433.

Hourly employees

Supervisors should provide periodic, informal feedback to your hourly employees. Use memos or other informal management tools to document performance discussions; hourly employees are not eligible to be evaluated on the EWP performance evaluation form. Consider terminating an hourly employee whose performance is poor.

Evaluation steps

The evaluation process may begin with the employee self-evaluation Word document. Every classified employee must be given the opportunity to conduct a self-evaluation, but you may also require that employees complete self-evaluations. If an employee completes a self-evaluation, you must consider this information as you complete your assessment of his/her performance.

Employee self-evaluation steps:

  • Notify employees if they are required to complete self-evaluations.
  • Set and communicate a due date for employees to complete self-evaluations, whether required or voluntary. Allow enough time for staff to prepare self-assessments and for you to consider this information as you complete their evaluations to meet human resources’ Oct. 18 deadline.

After receiving the employee self-evaluation, complete the EWP performance evaluation form:

  • Review the current EWP work description/performance plan. You can use either the paper copy or the electronic version available in eJobs.
  • Go over any performance documentation maintained throughout the year.
  • Review and consider the employee’s self-evaluation.
  • Rate each core responsibility, special assignment and objective.
  • Assess the employee’s progress toward established learning goals.
  • Determine the overall performance level.
  • Attach required documentation for “extraordinary achievement” or “unsatisfactory performer” ratings. The written notice can serve as documentation of unsatisfactory performance.
  • Obtain reviewer’s signature before discussing the evaluation with the employee.
  • Discuss the evaluation with the employee.

Questions?

For more information about processing evaluation forms and deadlines, contact your HR consultant. For questions about performance issues, the unsatisfactory performer process and the appeal process, email emprel@vcu.edu.

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09/24/2013