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* POLICY NAME:
Administrative and Professional Faculty
Performance Planning and Appraisal System
* POLICY TYPE:
Presidential Policy - University Administrative Policy
*STATUS:
Active
POLICY #:
*CONTACT
OFFICE:
E.3.7.
Administration and Finance – Human Resources
*OVERSIGHT
EXECUTIVE:
Vice President for Administration and Finance
*APPLIES TO:
All Faculty and Administrative Staff
*PURPOSE:
DEFINITIONS:
*POLICY
STATEMENT:
The purpose of this policy is to provide an effective means for managing the
work, performance, and development of administrative and professional faculty
in order to achieve institutional performance objectives. The annual
performance cycle is from June 25 to June 24.
Performance management is the responsibility of the appropriate supervisor
and reviewer in collaboration with the employee. Each supervisor and reviewer
develops a performance plan for his or her administrative and professional
faculty member at the beginning of the year. During the year, supervisors
provide performance feedback, coaching, and mentoring. At the end of the
performance cycle, supervisors and reviewers conduct a performance appraisal
based on the plan and management throughout the year. The performance
appraisal is conducted primarily for developmental purposes and is intended to
foster collaboration and communication between the supervisor and employee.
Specifically, the performance management process should:
• Align the employee’s major responsibilities with UMW’s mission and
department’s performance objectives
• Strengthen the relationship and the partnership among employee, supervisor,
and reviewer
• Focus on how jobs are done, as well as what is accomplished (process and
results)
• Identify and correct deficiencies
• Develop employee talent to meet operational objectives
• Ensure administrative accountability
• Inform related personnel actions such as recruitment, hiring, retention,
compensation, reappointments, and general workforce planning
Administrative and professional faculty members serve at the pleasure and will
of the President. This policy, and the procedures set forth herein, do not limit or
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PROCEDURES:
* General
Procedures for
Implementation:
abridge the President’s authority to discharge any administrative or
professional faculty member as the President shall deem proper for the
administration and operation the University.
Related documents and guidance can be found at:
http://adminfinance.umw.edu/hr/employee-relations/performancemanagement-2/administrative-and-professional-faculty-performanceplanning-and-appraisal-system/
The Administrative and Professional Faculty Work Planning and Performance
Appraisal Form consists of five parts as listed below. The form is used to
capture the position description, to establish the major responsibilities, and to
provide an appraisal of performance.
• Part I—Job Profile
• Part II—Work Plan and Appraisal for Each Responsibility for Work Year
• Part III—Other Annual University Requirements at Start of Work Year and
Signatures for Work Plan Components and Other Annual Requirements
• Part IV—Mid-Cycle Review
• Part V—Overall Appraisal
THE ANNUAL PERFORMANCE CYCLE
Performance Planning—To be completed by June 25 of each year
An Individual Work Plan is established by the supervisor and the employee at
the beginning of each plan year, by June 25. For new employees, the Individual
Work Plan should be established by the supervisor and the employee no later
than 30 days from the date of employment.
Mid-Cycle Development Review—To be completed by January 25 of each year
During January of each year, the supervisor will meet with the employee to
provide a mid-cycle performance review for developmental purposes. This
includes a self-assessment component for the employee, and allows the
supervisor to give feedback and opportunities for development. At this time, the
supervisor will also provide instructions and timeframes to the employee for
the annual performance appraisal near the end of the cycle.
Annual Performance Appraisal—Due by June 1 each year
The supervisor completes the overall appraisal, taking into consideration the
employee’s self-assessment, and presents the appraisal to the reviewer before
meeting with the employee to discuss the review.
Performance appraisals are due in the Office of Human Resources by June 1 of
each year. The entire document, with all signatures, should be sent to Human
Resources, a copy should be kept by the supervisor, and a copy should be given
to the employee.
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SUPERVSIOR EXPECTATIONS
* Process for
Developing,
Approving, and
Amending
Procedures:
* Publication and
Communication:
* Compliance
Monitoring and
Reporting:
Supervisors are expected to manage employee performance throughout the
performance cycle and to address unsatisfactory performance as it occurs. In
cases of unsatisfactory performance, ongoing performance management
includes clear articulation and documentation of the performance deficiencies,
corrective and developmental measures, coaching, and interim reviews. All
measures should be documented and acknowledged by the administrative or
professional faculty member. If there is no evidence of improvement, the
appropriate vice president and the Office of Human Resources should be
consulted for assistance to address the performance concerns.
The Associate Vice President for Human Resources and AAEEO or a designee
will make amendments to this policy with approval from the Vice President for
Administration and Finance.
This policy is available on the UMW website and is sent to all administrative
and professional faculty twice a year: before the midyear review in February
and before the annual performance review in June.
This policy will be reviewed biennially. Supervisors’ completion of
performance appraisals is recorded annually.
RELATED
INFORMATION:
Policy
Background:
* Policy Category:
Category Cross
Reference:
Administration and Finance
Related Policies:
HISTORY:
* Origination Date:
June 2010
* Approval Date:
June 2010
* Approved by:
Vice President for Administration and Finance
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* Effective Date:
* Review Process:
* Next Scheduled
Review:
Revision History:
June 2010
The effectiveness of this policy will be reviewed biennially before each new
performance review period by the Associate Vice President for Human
Resources and AAEEO and/or a designee.
April 1, 2015
April 2013: Removed provision for annual contract renewal notices, deadline to
contact HR about contract renewals