News from UHR... UHR News Home Archive

I. Upcoming Annual Performance Evaluation
II. Annual Salary Increase
III. Updated U.Va. Minimum Hiring Rate
IV. Pay Band Adjustments
V. Resources

Each year, we ask that you take the time to sit with the people you manage for their annual performance review. This is much more than a required exercise; when done properly, the performance review is a valuable tool for both the employee and the manager. It makes your mutual expectations clear, sets goals for both parties, and maintains open lines of communication.

Performance reviews for 2006-2007 are due to University Human Resources (UHR) by Oct. 12, 2007. Please check with your HR liaison or the person who handles HR issues in your office to see if there is an earlier deadline within your area.

The University uses Parts V through IX of the state Employee Work Profile (EWP) to assess employee performance. Managers can choose either to submit the entire EWP as in the past, or reduce paperwork by submitting only Parts V through IX. Links to both the full EWP and the shortened version are provided at the end of this memo in the Resources section.

If you give an overall performance rating other than "Contributor" (i.e., "Extraordinary" or "Below Contributor") you need to complete additional forms. Links to those forms are also provided in the Resources section below.

In case you’re not sure who should receive a performance evaluation, your HRMS Specialist will be running the “IS.HR Next Performance Review” report in Discoverer to identify employees who require one. Instructions for running the report will be sent directly to HRMS Specialists. Please contact Amy Grubb at 924-4394 for questions regarding running this report.

Once the review cycle for 2006-2007 is complete and reviews are submitted to UHR, you and your staff create individual work plans for the coming year (Parts II through IV of the EWP). These should be completed before the end of the calendar year and kept on file (you need not return them to UHR). A link to the work plan section of the EWP is available in the Resources section below.

Please note that Jobs@UVa is now the home of official job descriptions. We encourage you or your staff to start entering job descriptions (similar to Parts I and II of the EWP) into Jobs@UVa’s Position Description Module (https://jobs.virginia.edu/hr). We expect to implement a new annual review process for the 2008-2009 performance year, so “loading” existing position descriptions into the new system now will make the process easier later on. For information on how to use the Position Description module see the Resources below.

UHR is pleased to announce that the pay increase for Classified and University Staff for 2007-08 is 4.0%, based on satisfactory performance. Completed annual evaluations (Parts V through IX on the EWP) must be received by UHR by Oct. 12, 2007, in order for staff to be eligible for this increase.

Applicability
These pay increases apply to the University’s academic division (Agency 207), U.Va.’s College at Wise (Agency 246), and the Southwest Virginia Higher Education Center (Agency 948). The Medical Center (Agency 209) will announce its 2008 salary program in December.

Effective Nov. 25, 2007, all full-time and part-time Classified and University Staff salaried employees will receive a 4.0% increase provided they receive a performance evaluation rating of “Contributor” or “Extraordinary Contributor.” This includes both probationary (those hired on or after July 25, 2006 through July 24, 2007) and non-probationary staff.

Employees rated “Below Contributor” will not receive the increase. If a manager does not submit an evaluation for an employee, that employee will not receive the increase.

Recent Hires
While it is not required to review employees hired on or after July 25, 2007 through October 24, 2007, managers may do so at their discretion. Employees hired after July 25, 2007 who receive a performance evaluation rating of “Contributor” or “Extraordinary Contributor” will receive the 4.0% increase.

Employees hired on or after Oct. 25, 2007 are not eligible to receive an Annual Salary increase on Nov. 25, 2007.

Classified or University Wage Employees Including UVa Temps
Schools and departments may choose to provide pay increases of up to 4.0% to hourly employees. The increase is effective Nov. 25, 2007 for the biweekly payroll period of Nov. 21, 2007 through Dec. 4, 2007. No central funds are being provided for wage (hourly) pay increases.

The University’s academic division is increasing the minimum hiring rate for Classified and University Staff salaried and wage employees (including UVaTEMPS) by 4.0%, or from $9.75 to $10.14 per hour, effective Nov. 25, 2007.

All Classified or University Staff salaried and wage employees who earn less than $10.14 per hour will have their base salary or hourly wage adjusted to the new minimum hiring rate. However, if salaried staff are rated “Below Contributor” in this evaluation cycle, they are not eligible for the increase. Their salary will remain below the minimum hiring rate until the employee receives a performance evaluation rating of at least “Contributor” and there is another opportunity for an increase in either the next review or IBA cycle.

The new minimum hiring rate does not apply to U.Va.’s College at Wise (Agency 246) and the Southwest Virginia Higher Education Center (Agency 948.) The Medical Center (Agency 209) will announce its 2008 salary program in December.

The state salary structure for both Classified and University Staff employees will also be adjusted by 4.0% on Nov. 25, 2007. Pay Band minimums and maximums will be increased by 4.0% on that date. The new salary structure is posted on the University Human Resources department website at http://www.hrs.virginia.edu/employment/clapay.html.

We have separated out sections of the EWP for your use, as follows:

• A copy of the complete EWP is online at www.hrs.virginia.edu/forms/ewp.doc.
• The evaluation section, Parts V through IX, can be found at www.hrs.virginia.edu/forms/ewpeval.doc.
• For the workplan, Parts II through IV, go to www.hrs.virginia.edu/forms/ewpworkplan.doc.

For a detailed explanation of the ratings, visit www.hrs.virginia.edu/forms/perfmgthandbook.pdf.

For forms to use when giving overall ratings of “Extraordinary” and “Below Contributor” go to http://www.hrs.virginia.edu/forms.html#employeerelations

For help on how to fill out an EWP, visit www.hrs.virginia.edu/ewp/instructions.html.

For help from the Office of Faculty & Staff Employee Relations, please call Raj Seneviratne at 924-6954 or email him at rs9c@virginia.edu; or call Joni Louque at 243-2205 or email her at jel4p@virginia.edu.

For help from Compensation Management, please visit http://www.hrs.virginia.edu/compensation/contacts.html for a staff listing or call Rod Kelly at 924-4687 or email him at rodkelly@virginia.edu.

For help on Jobs@UVa’s Position Description Module, contact the Compensation Management staff or Rod Kelly (above), or call the Help Desk at 243-7550. You can also visit www.virginia.edu/jobs for more information on the new system.

Thank you for your attention to this memo. The performance review and the yearly increase are important parts of our annual cycle, and I appreciate you taking the time to share this information with your staff.