Evaluations begin despite lack
of state funds for raises
several years of planning, a new classified/staff employee performance
management process is being rolled out statewide. At U.Va., information
sessions for supervisors and employees are being held to assure
that everyone understands the new plan, which features employee
self-assessments and a three-category rating system.
will be evaluated by managers between Aug. 10 and Oct. 9. They
will be rated as either a contributor, an extraordinary contributor,
or below contributor.
majority of U.Va.s workforce will fall into the contributor
category, which means they are meeting or surpassing their job
requirements, said Debbie Gausvik, assistant director of Employee
to the states budget impasse, however, no funds are available
for raises. Gov. Jim Gilmore could introduce a caboose bill on
Dec. 18 that, if approved, would ensure employees raises.
But that outcome wont be known until the General Assembly
session ends in mid-March 2002.
asked why employees should go beyond the call of duty if they
wont be rewarded monetarily, Gausvik said individual departments
now have more flexibility in distributing funds. Departments cant
use money in their budgets to give annual raises through the Employee
Performance Plan. They can, however, use funds to make in-band
adjustments and reallocations, give bonuses, and grant days off
as part of a new rewards program. Management determines in-band
adjustments, she said, usually for pay equity issues. But employees
can also go to managers to state their case. If they have
another job offer or have acquired new skills, they might
be eligible for an in-band adjustment, she said.
extraordinary contributor rating is for work consistently
above performance measures. For instance, employees might receive
this rating if theyve had to fill in for a manager or other
staff members during the performance cycle, or have had dual duties,
such as being an ISP contributor, Gausvik said.
be eligible for an extraordinary contributor rating, an employee
needs to receive at least one documented Acknowledgement of Extraordinary
Contribution form during the rating cycle. Receipt of this form,
however, does not guarantee the higher rating overall. For this
year only, the form must be submitted with the performance evaluation
form. In the future, the form must be sent to HR at the time the
form is issued.
with at least one Notice of Improvement Needed/Substandard Performance
form may receive a below contributor rating on their
annual evaluation, but can not be rated as such without a performance
improvement plan implemented for a minimum period of 30 calendar
are encouraged to provide supervisors with self-assessments of
their job performance at least two weeks prior to a scheduled
evaluation meeting. Self-assessments can include employees
accomplishments during the performance cycle, acknowledgements
recognizing their work, the status of tasks, and notes from conversations
with supervisors. These assessments can also include difficulties
and challenges during the rating period. Employees can use either
the new performance evaluation form, a form developed by their
department, or a written narrative. New evaluation forms, as well
as the new policy guidelines, are available online at HRs
Web site: http://www.hrs.virginia.edu/.
the evaluations, supervisors should discuss performance plans
with their employees in a timely manner, within 30 days of the
beginning of the performance cycle. Feedback about the plan is
encouraged during the performance cycle. Non-probationary employees
should receive interim evaluations near the middle of the cycle,
while new employees must be reviewed after six months. The probationary
period for new hires can be extended from 12 to 18 months with
approval from Human Resources.
performance for a probationary employee is below contributor at
the six-month mark, a reevaluation will be required at nine months,
at which point if performance is not satisfactory supervisors
must contact Human Resources. Options include reducing the employees
duties (requires a 5 percent salary reduction), demoting or reassigning
the employee (with a 5 percent pay reduction), or terminating
him or her at that time.
an employee disagrees with an evaluation and cannot resolve the
disagreement with the supervisor, he or she may appeal to the
reviewer for another evaluation review.
regarding changes to the Performance Management Process will be
mailed to employees soon, Gausvik said.
facts about the new system:
There is no mandate limiting the number of extraordinary contributors
that can be recognized per state agency.
If Medical Center employees transfer to the University (agency
207), regardless of their years of service at the Medical Center,
they are considered probationary U.Va. employees.
Medical Center (agency 209) employees are not effected by the
new performance management process.
If an employee transfers, is promoted or demoted to another position
on or after Aug. 10, the former department is responsible for
completing the annual evaluation. If the movement takes place
before Aug. 10, the receiving department is responsible for the
Employees always have access to their personnel records either
at their supervisors office or at HR.
For employees, such as police officers, who work various shifts,
supervisors on all of these shifts would have input into evaluations.
Next year, U.Va. will be piloting upward feedback,
where employees can evaluate managers performance.