1. Annual Performance Evaluation
2. Salary Increase and Pay Band Adjustments
3. Next Steps
4. Resources

Requirements
Each year, we ask that you take the time to meet 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 provides an opportunity to talk about performance goals, demonstrate the connection between the goals of the school/department and University and the employee’s work, and maintain open lines of communication.

This year, the state allowed the University to delay submission of our annual evaluations in order to pilot our new performance management system, Lead@UVa. Therefore, performance reviews for 2008-09 must be completed by Dec. 18, 2009, later than in past years. While we have provided a timeline to use as a guide, please check with the person who handles HR in your office to see if there is an earlier deadline within your area.

How Do I Do It?
Last year, U.Va. used the state’s Employee Work Profile (EWP) to assess employee performance for the final time. Starting this year, the annual evaluation will be completed using a new on-line system, Lead@UVa. Employees and supervisors will use the Lead@UVa system to record annual evaluations for the 08-09 performance cycle, and to develop performance plans for 2010. Along with this new on-line tool, University Human Resources has introduced new processes and procedures that should help staff, A&P Faculty and their supervisors get the most out of the performance management process. For more information on these changes as well as a link to access Lead@UVa (starting Oct. 26) visit www.hrs.virginia.edu/pm.

Please note: Employees will log in to Lead@UVa through NetBadge. NetBadge uses your log-in and password from your account on Central Mail Service (CMS); Eservices; UVa Health System email; or the blue.unix cluster. For instructions on how to log in to NetBadge visit http://itc.virginia.edu/netbadge/login.html.

Ratings
The new performance management system has a rating scale from 1-5. These ratings will be automatically converted for reporting Classified Staff evaluations to the state. While supervisors do not have to convert the ratings, to give Classified Staff ratings of “1” or “5” you must complete additional paperwork, in keeping with the state’s rating system. These forms are only necessary for Classified Staff.

An overall rating of “1” or “Unsatisfactory” for a Classified Staff employee can result from either a written notice given in this performance cycle or by completing the Notice of Improvement Needed/Unsatisfactory Performance Form (the link for this form is provided in the Resources section). In order to evaluate an employee with an overall rating of “Unsatisfactory" the Notice of Improvement form must have been provided to the employee on or before Oct. 18, 2009 (60 days prior to performance evaluation submission). The form is accompanied by a development plan, and it is highly recommended that supervisors also provide a development plan to any University Staff receiving an overall rating of “Unsatisfactory”. Supervisors can use the same Notice of Improvement Needed/Unsatisfactory Performance form.

If you wish to give an overall performance rating of “5” or "Exceptional Performance" to a Classified Staff employee, you must complete an additional form; the link is provided below in the Resources section.


Who Gets Reviewed?
Anyone hired prior to July 1, 2009 must have a completed annual evaluation in the Lead@UVa system by Dec. 18, 2009. Employees hired on or after July 1, 2009 must be reviewed in the first six months of their employment. This review can be done in Lead@UVa, or supervisors can use the Probationary Progress Review Form (link available in the Resources section). All employees will complete planning for 2009-10 in the Lead@UVa system regardless of their hire date.

In case you’re not sure who should receive a performance evaluation, your HRMS Specialist can run a Discoverer report to identify employees who require one. Please call the HR Service Center at 982-0123 with questions.

In the 2009 budget session, the Commonwealth of Virginia eliminated salary increases for all state employees, including faculty, Classified Staff, and University Staff, for fiscal year 2009-10. There are no related adjustments to the state payband structure for Classified Staff for fiscal year 2009-10.

The suggested timeline below provides you with guidelines for conducting your performance planning for the 2009-10 performance cycle. Most schools and units have earlier internal deadlines; please check with the HR professional in your area to determine what deadlines you need to follow.

• Now through October 23: Employees & supervisors should prepare for the launch of Lead@UVa by discussing plans for the coming year, reviewing critical functions, and thinking about their performance from the previous year.
  
  
• October 26 through November 6: Employees complete their 2008-09 self-evaluation in the Lead@UVa system, and enter their goals, competencies, and development activity for 2009-10 – after having discussed and developed them with their supervisor – in the Lead@UVa system.
  
  
• November 9 through November 20: Supervisors complete the 2008-09 evaluations for their employees, and review employee plans for 2009-10 in the Lead@UVa system.
  
  
• November 23 through December 4: Evaluation reviews and consistency calibration by the “Reviewers” on the school/dept.'s leadership team. At end of the calibration process, “Reviewers” approve and sign the evaluations and notify supervisors.
  
  
• December 7 through December 17: Supervisors meet with employees to discuss 2008-09 evaluations and complete the electronic signature process, as well as plans for 2009-10. Employees electronically sign acknowledging receipt of evaluation and goals.
  
  
• December 18: All 2008-09 evaluations must be signed and complete, and all 2009-10 planning must be complete and approved by supervisors.

Starting Oct. 26, you will be able to access Lead@UVa from www.hrs.virginia.edu/pm.

For further details on the new performance management system, including on-line simulations, video guides, step-by-step instructions, links to register for training, explanations of new terms, and more, visit www.hrs.virginia.edu/pm.

For forms to use when giving overall ratings of “Exceptional Performance” and “Unsatisfactory” to Classified Staff, go to http://www.hrs.virginia.edu/pm/default.html#forms

The Probationary Progress Review Form can also be found at http://www.hrs.virginia.edu/pm/default.html#forms

Please note: Employees will log in to Lead@UVa through NetBadge. NetBadge uses your log-in and password from your account on Central Mail Service (CMS); Eservices; UVa Health System email; or the blue.unix cluster. For instructions on how to log in to NetBadge visit http://itc.virginia.edu/netbadge/login.html.