Non-probationary employees are employees who have successfully completed their probationary period.

Performance feedback for non-probationary classified staff can take many forms:

• Annual performance evaluations
• Interim evaluations
• Verbal counseling
• Counseling memorandums
• Acknowledgement of Extraordinary Contribution (AEC)
• Notice of Improvement Needed (NIN)
• Written Notices

Key elements of any Corrective and Disciplinary Actions:

• Identification of the performance and/or behavior issues
• Explanation of how performance/behavior is not meeting the expectations of (or are non-compliant with) with the essential functions of the position, the Standards of Conduct, policies, departmental values, or other specified expectations
• Documentation and examples
• Corrective action, if any, such as a written notice, suspension or termination
• Sharing of positive performance feedback and/or individual’s value to the unit/team
• Outline of expectations moving forward
• Potential consequences if there is no improvement or if there are additional performance issues
• Progressive discipline: Structure of corrective action provides opportunities for employees to improve prior to receiving more severe discipline

Annual performance evaluations

The annual performance evaluation process for classified non-probationary employees is outlined in Policy 1305: Classified Employee Performance Evaluation. The annual performance cycle 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.

Self-evaluation

During the annual performance evaluation process, supervisors must extend to their employees the opportunity to complete a self-evaluation. The employee has the option of completing the self-evaluation, unless the supervisor deems this as required. The self-evaluation enables classified employees to communicate an assessment of their own performance and to provide performance feedback about which the supervisor may have forgotten or was unaware. This is also a great opportunity for the employee to self-reflect on how they view their performance as compared with the expectations of their position. Prior to the evaluation meeting, the supervisor provides a copy of the previous years professional development goals. Progress made towards completion of the professional development goals is discussed; however, the performance ratings are not influenced by the results of this review.

The Appeal Process

If a classified employee disagrees with an evaluation and cannot resolve the disagreement with their supervisor, the employee may appeal to the reviewer. 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.

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 JMU 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.

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. Acknowledgement of Extraordinary Contribution or Notice of Improvement 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 are on file in Human Resources and will also support an overall rating of Below Contributor.

Written Notices

A written notice is a formal, written method of issuing discipline to an employee when counseling has failed to correct unacceptable job performance or conduct or when an employee commits a more serious offense. A written notice may be accompanied by additional actions including suspension; a demotion or transfer with reduced responsibilities with a disciplinary salary action; a transfer to an equivalent position in a different work area; or termination. For information on when issuance of a Written Notice may be appropriate, refer to Policy 1317-Standards of Conduct and Performance for Classified Employees.

All written notices and terminations need to be discussed with an HR Consultant prior to being issued/executed.