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Performance Evaluation Process

Classified Employee Work Profile (EWP) and Performance Evaluation Process
JMU's Salary Administration Plan (SAP) specifies how the university will implement the job evaluation, compensation and performance management components of the Commonwealth's Compensation Management System. It is intended that the Salary Administration Plan serve as the foundation for ensuring consistent application of pay administration decisions and help avoid employee disputes. Except where noted, this plan applies only to classified employees.

Employee Work Profile
Current components of the Employee Work Profile (EWP) include the position description in PositionLink, the Individual Professional Development Plan (IPDP) and the annual performance evaluation for all non-probationary, classified employees.

Position Description
The position description, the basis for the university's performance management plan, identifies the essential elements of an employee's job. The description is created in PositionLink by the supervisor when a new classified position is to be established for the department. It is then updated by the supervisor when a new employee is hired for that position or as duties of that position change. The position description is again reviewed for accuracy during the performance evaluation process. Core responsibilities of the position are based on the type of work performed by an employee and remain relatively constant during the performance cycle. Measures are descriptions of what outstanding performance will look like in the execution of the core responsibilities. Measures are observable performance and behavioral outcomes that define success. Click here to view Sample Position Measures. The position description also identifies any special assignments the employee may be assigned as well as the overriding departmental values. The physical demands form speaks to baseline mental, physical and sensory demands appropriate for the position.

Click here to view a sample Position Description

Individual Professional Development Plan (IPDP)
All classified employees are required to have an annual professional development plan. A professional development plan is an individualized document that is used to record an employee's current training needs or desires, and short and long term career goals. It is a written plan for developing knowledge, skills, and competencies that support both the organization's objectives and the employee's needs and goals.

Click here for further information about IPDPs, to view a sample plan and to access the form for developing goals.

Performance Evaluation Process for Classified Employees

Salary Administration Plan
Parts VIII and IX of the university's Salary Administration Plan (SAP) guide performance management and the appeal process for classified employees.

3, 6, 9 and 12 Month Evaluations
Using the Probationary Progress Review Form, supervisors provide regularly scheduled feedback to their probationary employees. The final probationary review occurs three weeks prior to the end of the probationary period. Supervisors are notified by an e-mail from the Human Resources when these reviews are due.

The probationary period gives new employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their expectations. JMU uses this period to evaluate employee capabilities, work habits, and overall performance. Either the employee or JMU may end the employment relationship at any time during the probationary period, with or without cause. Except for allegations of unlawful discrimination, employees will not be provided an appeal if released during the probationary period.

All new, and rehired, classified employees serve a probationary period for one year, up to 18 months, after their date of hire. An employee's probationary period may be extended to allow for performance reasons or periods of leave with or without pay. Any significant absence (more than 14 consecutive days) will automatically extend a probationary period by the length of the absence. Employees must be notified in writing if their probationary period is going to be extended.

Should the employee's probationary period end sometime between July 1 and October 24, submitting the completed Probationary Progress Review form will suffice for the overall evaluation for the current performance cycle. Employees whose probationary period ends on or before June 30 should have the Annual Performance Evaluation completed and submitted to HR by the evaluation submission deadline of the last workday in September.

JMU Policy 1322 - Probationary Period for Classified Employees

Annual Performance Evaluation Process for Non-probationary, Classified Employees
The university strives to ensure that the performance planning and evaluation system will provide for the establishment and communication of performance expectations as the basis for evaluating an employee's work performance. The annual performance cycle for non-probationary, classified employees runs October 25 through October 24 of the following year. The completed Annual Performance Evaluation Form is due in Human Resources no later than the last workday in September.

Completed Annual Performance Evaluations may be submitted to HR anytime between the beginning of July and the end of September. All performance evaluation ratings are contingent on continued performance at the same level rated for the duration of the performance cycle, which officially ends October 24. If an employee is given a particular rating and the evaluation is submitted prior to the last workday in September deadline, but the employee's performance degrades before the end of the cycle, the supervisor may change the evaluation and rating before the evaluation is finalized.

Click here to view a sample Annual Performance Evaluation

Interim Evaluations
An Interim Performance Evaluation should be completed if, after 6 months into the performance cycle, an employee transfers, promotes or demotes into a new position with a different supervisor within an agency or between state agencies. Before the employee's departure from the position, the supervisor should complete the Interim Performance Evaluation. The employee's new supervisor should consider this information in assessing the employee's performance at the end of the performance cycle.

The Self-Evaluation
The self-evaluation enables classified employees to communicate an assessment of their own performance. About two weeks before the supervisor is scheduled to complete the evaluation, the supervisor gives the employee a copy of the position description from PositionLink, a blank evaluation form and a copy of the employee's Individual Professional Development Plan (IPDP)Progress made towards completion of these goals is discussed; however, the performance ratings are not influenced by the results of this review. The performance evaluation meeting is a good time to talk about setting or re-defining developmental goals.

The employee then has the option of completing a self-evaluation and returning it to the supervisor. The supervisor must give the employee an opportunity to complete the evaluation, but the employee has the option whether to self-evaluate or not.

Click here to view a sample Self-Evaluation

Acknowledgement of Extraordinary Contribution (AEC) or Notice of Improvement Needed (NIN)
For an employee to receive an overall rating of Extraordinary Contributor or Below Contributor, at least one Acknowledgement of Extraordinary Contribution or Notice of Improvement Needed or Written Notice must be given to the employee. For information on when issuance of a Written Notice may be appropriate, refer to JMU Policy 1317 Standards of Conduct and Performance for Classified Employees. Acknowledgement of Extraordinary Contribution or Notice of Imporvement Needed forms must be attached to the Annual Performance Evaluation and received in Human Resources no later than the last workday in September for the employee to receive either of these overall ratings. Active written notices will already be on file in Human Resources and will also support an overall rating of Below Contributor.

The Appeal Process
If a classified employee disagrees with an evaluation and cannot resolve the disagreement with his or her supervisor, the employee may appeal to the reviewer for another review of the evaluation. The appeal must be made in writing to the reviewer within 10 workdays of the initial performance meeting. The reviewer should discuss an employee's appeal with the supervisor and employee. After discussion of the appeal, the reviewer should provide the employee with a written response within five workdays of receiving it. The response will indicate the reviewer's conclusion regarding the performance evaluation.

Related Links and Forms
Annual Performance Evaluation Form (for Non-Probationary Classified Employees)
HR Services FAQ's
Individualized Professional Development Plan - IPDP
Interim Evaluation Form
JMU Policy 1305 Performance Evaluation for Classified Employees
JMU Policy 1317 Standards of Conduct and Performance for Classified Employees
JMU Policy 1322 Probationary Period for Classified Employees
Acknowledgement of Extraordinary Contribution
Notice of Improvement Needed
PositionLink
Probationary Progress Review Form
Salary Administration Plan
Sample Position Measures

Written Notice

Contact an HR Consultant with questions you may have regarding performance management and JMU's evaluation processes.