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DATE: August 25, 2006
TO: Deans, Department Heads and Other Administrative Officers
FROM: Alan S. Cohn
Director, Faculty and Staff Employee Relations
SUBJECT: 2006 Performance Evaluations for Classified and University Staff Salaried Employees in the Academic Division
If you have not already done so, please communicate to your respective managers and supervisors that it is time to conduct performance evaluations for the rating period October 25, 2005 to October 24, 2006. Supervisors (raters) and reviewers must complete and return performance evaluations (Employee Work Profiles - "EWP") to the UHR Employee Records Division by Friday, October 13, 2006. Performance evaluations using the EWP must be completed on all Classified salaried employees and University Staff salaried employees including those who are still in their probationary period that were hired before July 25, 2006. The “entire EWP” must be completed and returned with the performance evaluation section.
State policy requires that in order for a Classified or University Staff salaried employee to receive the 4.0 percent increase s/he must have a completed EWP submitted by October 13, 2006. Any evaluation (EWP) received after October 13 may result in an employee not receiving the November 25 salary increase as the University is required to send the State an electronic file of completed ratings.
University Staff salaried employees hired on or after July 25, 2006 do not require an annual performance evaluation this cycle, as they are not eligible for the November 25, 2006 salary increase. These employees should be evaluated at the appropriate time using the Probationary Progress Review Form. Wage employees are not evaluated.
IMPORTANT NOTES
(1) This year, as a stipulation of Executive Order # 94 (05) issued by former Governor, Mark Warner, it will also be necessary for you to complete a “physical demands” checklist for each EWP. This checklist has been incorporated into the EWP and must be accurate and complete for each position. Any changes in the physical demands of a position must be updated as they occur.
Please also note, as reflected in the “Responsibilities” section of the EWP, that all supervisors are responsible for ensuring a safe and healthy workplace for their employees, and for actively striving to reduce the incidence of work-related accidents and illnesses. The University is committed to this goal and to assisting all employees in returning to work both from work-related and non-work related illnesses and injuries.
(2) To better protect our employees’ personal information, University Human Resources is pleased to announce that the EWP has been revised to provide spaces to record the Integrated System employee ID numbers instead of social security numbers. In addition, it is no longer necessary to record the social security numbers of supervisors or reviewers. This change is part of our continuing efforts to limit the use of employees’ social security numbers and other personal information where possible. Please make the necessary changes to the EWP as you complete the 2005-2006 evaluation. The HRMS specialist (or your staff member responsible for HR matters) in each area will be able to supply the employee numbers to evaluators.
HRMS Specialists in your respective organizations are responsible for running the "IS.HR Next Performance Review” report in Discoverer that lists employees who require an evaluation. Instructions for running the report will be sent to HRMS Specialists shortly.
Supervisors must use the Employee Work Profile (EWP) to evaluate employees. The EWP may be found on the University Human Resources website at http://www.hrs.virginia.edu/forms/ewp.doc. Please remember, State policy requires that an "Acknowledgement of Extraordinary Contribution” form must be completed on the employee in order to give an employee an overall rating of "Extraordinary Contributor". If you have not completed this form on your employee and it is not attached to the EWP when submitted to the UHR Records Division, then the rating submitted to the State may be changed to the "Contributor" level. In order to give an employee an overall rating of "Below Contributor” the rater must have provided the employee at least one "Notice of Improvement Needed/Substandard Performance” form prior to 60 days before the annual evaluation. The Notice of Improvement Needed/Substandard Performance form must be submitted with the EWP if not already given previously to UHR during the rating cycle. This does not, however, prevent an employee from being rated as Below Contributor on specific performance elements.
During the evaluation process, it will also be necessary for you to establish a new EWP-performance plan for the next evaluation period (October 25, 2006 to October 24, 2007.) The EWP-performance plan should be discussed with the employee to insure s/he knows the basis for the next rating cycle's evaluation. The 2006-07 EWP (performance plan) is to be retained in the employee's department.
Questions about running the "IS.HR Next Performance Review” report should be directed to Amy Grubb at 924-4394. Questions about conducting the performance evaluation using the EWP form should be directed to Jackie Cooke (ph: 924-4430), Joni Louque (ph: 243-2205), Debbie Gausvik (ph: 924-6263) or Alan Cohn (ph: 924-4381) in UHR Faculty and Staff Employee Relations.
In schools or departments with an HR liaison, the liaison will be available to assist you. Also, please be sure to follow any additional guidelines for timely completion of the performance evaluations that might have been established by your school or department.
Thank you for your time and attention to this important matter.
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