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U.Va. Human Resources
Instructions for Completing an Employee Work Profile
Part I - Position Identification InformationPart II - Work Description and Performance PlanPart III - Employee Learning/Career Development Plan
Part IV - Review/Acknowledgment of Employee Performance and Learning PlanPart V - Employee/Position Identification InformationPart VI - Employee Performance Evaluation
Part VII - Employee Learning/Career Development ResultsPart VIII - Overall Results Assessment and Rating EarnedPart IX - Review of Performance Evaluation


The Employee Work Profile (EWP) is a University Human Resources (UHR) document that combines the employee work description, performance plan and evaluation assessment. The EWP replaces the Commonwealth of Virginia position description form, the Performance Plan form, the Performance Evaluation form, and introduces a new section for identifying an Employee Development (learning) Plan. Parts I, II, III and IV are written or reviewed by the supervisor and the employee at the beginning of the evaluation cycle to determine work plans and development needs. Parts V, VI, VII, VIII and IX are completed by the supervisor and reviewed with the employee at the end of the cycle. (Note: Parts I and II must be used when a department wishes to post a position through UHR Staffing and when a department wishes to establish or change a Role through UHR Compensation Management).
Should you need additional assistance in using or completing this form, please contact UHR Employee Relations for performance management information, UHR Compensation Management for position classification information and UHR Staffing for job posting information. [NOTE: Individual schools or departments may have developed specific internal guidelines for insuring consistent usage of the EWP within their own organization. Questions regarding departmental guidelines should be directed to the appropriate contact in a Dean's office or in a department.]

PART I - Position Indentification Information

Block 1 - Agency Name and Agency Code: Check the box that corresponds with the appropriate location and agency code of the position.
Block 2 - School/Department: Indicate the name of your school/department and the appropriate organization code for the position.
Block 3 - Position Information: For requests to establish a new position, indicate work title only. For requests to review an existing position or establish the annual performance plan, indicate position number, the incumbent's name, Integrated System employee ID number and work title only. UHR will complete all other information.
Block 4 - Supervisor Information: Indicate supervisor's name, Integrated System employee ID number, work title and position number. UHR will complete the supervisor's role code.
Block 5 - Position Level Indicator: Check the appropriate box (employee, supervisor, or manager) that best describes the position. Additionally, indicate whether the position supervises two or more full-time equivalent (FTE) employees.
Block 6 - FLSA Status: Leave blank. UHR is responsible for designating the appropriate exemption status (exempt or non-exempt) to the Fair Labor Standards Act (FLSA).
Block 7 - Effective Date: Specify the date the EWP is effective (normally the date the position is established or changes are made to the work assignments). UHR is responsible for identifying a position that is subject to completion of a "Statement of Economic Interests" by the incumbent.
Block 8 - Occupational Family & Career Group: Leave blank. UHR is responsible for designating the appropriate State occupational family and career group based on the duties and responsibilities assigned to the position.
Block 9 - EEO Code: Leave blank. UHR is responsible for assigning the EEO code that is used for reporting purposes.
Block 10 - SOC Title & Code: Leave blank. UHR is responsible for assigning the Standard Occupational Classification (SOC) title and code that is used for reporting purposes.

PART II - Work Description and Performance Plan

Block 1 - Organizational Objective: Write a brief statement describing how the position links to the work unit, division or agency's objective(s). This statement helps the supervisor and employee align the position's work assignments and priorities to agency-desired outcomes and results.
Block 2 - Purpose of the Position: Write a brief description of the reason the position exists. The statement should link to the organizational objective and capture the most important service or product expected from the employee in the position. This statement gives the reader a good idea of the purpose of the position without going into detail.
Block 3 - KSA's and/or Competency Checklist: State the description of the knowledge, skills, and abilities (KSA's) or expertise required to successfully perform the work assigned to the employee. Provide a narrative of at least three (3) KSA's/Competencies, but no more than five (5) that are required to perform the job. It may be used in hiring new employees or to describe the competency or skill level of the incumbent.
See Competency Checklist
Block 4 - Education, Experience, Licensure, Certification: Specify the educational background that would be required as well as preferred for entry into position. Also, list any occupational certifications or licenses that the employee must hold.
Block 5 - Level of Independent Activity: State the work actions and/or decisions the employee makes without prior approval. Also, state to what extent the employee must receive advice and/or guidance from the supervisor. Cite examples for each level of decision-making.
Block 6 - Contacts of Position: List and explain the contacts the employee has both inside and outside the State Government. Do not list contacts with supervisors, co-workers, and subordinates.
Signatures - Obtain the signatures of both supervisor and employee (if position is filled) to indicate that both parties agree that the document content is complete and accurate.

Attachment - Organization Chart

An organizational chart is a diagram of the organizational structure and formal reporting relationships among positions within an organizational unit (e.g., department, division, center, etc.). An up-to-date organization chart must accompany each Work Description/Performance Plan. The chart should consist of boxes that represent the units of an organization. These boxes may depict groups of workers in a specific job in a specific job title; divisions, departments, sections or other organizational units. The box content should include role title, position number and (if applicable) name of incumbent. When vacant, please indicate. Lines, both solid and dotted, are used to indicate channels of authority, accountability and cooperation. They are straight and should be vertical or horizontal.
Dates, whether at the top or bottom of the chart, should indicate the time at which the depicted organizational structure existed. A master chart typically shows the overall breakdown of the organization's functional units, such as divisions, departments and sections without specifying jobs within each unit. A detail chart, which is most often submitted, typically identifies the job structure and hierarchy within a specific unit. The organization chart should fit an 8-1/2 X 11 inch paper without being overcrowded and difficult to read. All charts are scanned into a position file once the position review is completed.
See Sample Chart
Block 7 - Performance Plan/Responsibilities (A-F): Specify the primary and essential responsibilities that define the work performed. List up to five (5) primary and essential responsibilities in order of their importance to the whole job. Performance Management is preprinted and a required primary responsibility for all supervisory employees and does not count as one of the five (5) primary and essential responsibilities. Statements should ideally be brief and do not have to include every detail of the position's activities. Statements may be written as broad sets of major duties or functions with sufficient information to provide a basis for performance evaluation. UHR will use this information to designate FLSA exemption status, determine appropriate occupational family and career group, EEO code, SOC title and code of the position.
See Listing of Action Verbs
Block 8 - Measures for Responsibilities (A-F): Identify the qualitative and/or quantitative measures against which each primary and essential responsibility will be assessed. Please be as descriptive as possible.
Block 9 – Physical Demands Checklist: Complete each physical demand by indicating in the box whether the physical demand is: Constant, Frequent, Occasional or Never.

PART III - Employee Learning/Career Development Plan

Block 1 - Personal Learning Goals: List any learning goals identified by the employee and/or the supervisor. Goals should be relevant to the current duties and responsibilities of the employee and/or to future career growth in the current or related field.
Block 2 - Learning Steps/Resource Needs: Indicate specific steps that need to be taken and by whom to accomplish the learning goals. This may include training, coaching or other learning methods.

PART IV - Review/Acknowledgment Of Employee Performance and Learning Plan

Employee's Comments, Signature, Print Name & Date - An employee's signature indicates that the Plan was discussed with the employee but does not necessarily constitute agreement with the plan. The supervisor should initial this block to indicate that the Plan was discussed (if the employee does not sign).
Supervisor's Comments, Signature, Print Name & Date - A supervisor's signature indicates his/her preparation of the document and must be affixed to the document prior to submission to the reviewer and discussion with the employee.
Reviewer's Comments, Signature, Print Name & Date - A reviewer's signature indicates his/her agreement with the plan and must be affixed prior to the document being discussed with the employee.

PART V - Employee/Position Identification Information

Position Number - Indicate assigned position number.
Agency Name & Agency code; Division/Department - Indicate agency name and agency code as determined in Part I-Block 1; division and department name as appropriate.
Employee Name - Indicate employee's full name.
Employee ID - Enter Integrated System employee ID number to identify employee.

PART VI - Employee Performance Evaluation

Block 1 - Responsibilities - Ratings Earned (AF): Check the appropriate rating earned by the employee during the performance cycle.
Block 2 - Responsibilities - Comments on Results Achieved (A- F): Describe the employee's performance including documentation to support the earned rating.
Block 3 - Other Projects/Accomplishments (Optional): Describe the employee's performance including documentation to support earned rating and then check the appropriate rating earned by the employee during the performance cycle.
Block 4 - Factors Beyond Individual and/or Organization Control: Describe any factors that affected the performance of the employee that were beyond the control of the individual and/or organization.

PART VII - Employee Learning/Career Development Results

Year-end Learning Accomplishments - Summarize accomplishments related to the personal learning goals that were set at the beginning of the cycle.

PART VIII - Overall Results Assessment and Rating Earned

Overall Rating Earned - Check the appropriate box for the overall rating earned by the employee during the performance cycle.

PART IX - Review of Performance Evaluation

Supervisor's Comments, Signature, Print Name and Date - A supervisor may provide any additional comment(s) to support the final evaluation. His/her signature acknowledges active participation in the evaluation process. This signature must be affixed to the form prior to its submission to the Reviewer for approval and before the evaluation is discussed with the employee.
Reviewer's Comments, Signature, Print Name and Date - A reviewer may provide any additional comment(s) to support the final evaluation. His/her signature acknowledges active participation in the evaluation process. This signature must be affixed to the form prior to the Supervisor's presentation of the evaluation to the employee.
Employee's Comments, Signature, Print Name and Date - An employee may provide any additional comment(s) regarding his/her evaluation. An employee's signature indicates that the evaluation was discussed with him/her but does not necessarily constitute agreement with the evaluation. The supervisor should initial the Employee Section to indicate that the evaluation was discussed (if the employee does not sign).
Have the duties and responsibilities changed? Check "yes" or "no" as to whether the duties and responsibilities of the position changed significantly during the performance evaluation cycle. If yes, it may be appropriate to submit a Position Action Form (PAF) to UHR Compensation Management to have the position reviewed and to update the position file. Significant change(s) to a position may involve a change in the complexity, accountability and/or results of major duties and responsibilities that impact the priority of assigned work tasks and duties, the position's reporting relationship, and/or time spent performing assigned work.