University of California, Riverside

Human Resources

2017-2018 Performance Management Timeline

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As part of the campus performance management program, all staff employees are to be appraised in writing annually. For 2018, each organizational unit must certify to Human Resources (HR) by May 18, 2018, that all staff have received annual appraisals for the 12-month performance period ending on March 31, 2018.

The activities listed below are to be completed as part of the performance management program. To enable each organizational unit to meet the May 18 deadline, recommended deadlines for each activity are listed in the table below.

Please note: Overall performance ratings will be used to determine merit increases for non-represented staff. Each organizational unit is therefore responsible for ensuring a consistent application of performance standards in the rating of its employees. To this end, it is essential that ratings:

  1. are consistent with campus-wide rating standards and guidelines (version 2.0);
  2. are accompanied by comments that support the rating and are aligned with those standards;
  3. are consistently applied across raters for comparable performance; and
  4. clearly differentiate between levels of performance.

To accomplish this, organizational units are encouraged to conduct internal calibration sessions. (See the Calibration Resource Guide for more information).

For additional information and guidance, please visit the UCR Human Resources’ Performance Management webpage.

January - February 2018

 Human Resources
  •  Announce Annual Performance Management Process to the campus

Organizational Unit Heads
  • Communicate to all employees the online performance management resources (version 2.0) is available on the HR Performance Management webpage. The following timeline shows the dates by which all related documents and activities are to be completed/submitted. The following are recommended timeframes/deadlines:

Supervisor asks employee to complete self-assessment.

April 2, 2018

Employee submits self-assessment to supervisor.

April 9, 2018

Supervisor completes draft performance appraisal for each direct report.

April 9 - 23, 2018

Internal calibration activities and finalization of performance appraisals.

April 23 – May 7, 2018

In-person performance appraisal sessions completed by:

May 11, 2018

Goal Agreement forms finalized for next review period.

May 21 - 31, 2018

Individual Development Plans (IDPs) finalized.

May 21 - 31, 2018

Department Heads
  • Provide Performance Appraisal forms (version 2.0) to direct reports and request submission of self-assessments by the deadline established by your organization. Employees who do not have access to computers, should be provided a Performance Appraisal Addendum form to complete by hand. Once completed, it should be attached to the employee’s Performance Appraisal form.

February – March 2018

All Employees
  • Review the online campus performance management resources which are available on the HR Performance Management webpage and the Forms and Documents webpage > Performance Management.
  • Review and update the job description of direct reports, if necessary.
  • If appropriate, use the "Supervisor Guide for Supplemental Performance Feedback" form to gather supplemental performance feedback from others.
  • Where available, gather and review goals and expectations set for each direct report for the 2017-2018 review period.
  • Gather performance files/diaries and other records of performance you have maintained on your direct reports.
  • Supervisors are encouraged to view the UC Performance Management Overview Module, if not previously completed online via the UC Learning Center (LMS).
    • UC's 8-Part Performance Management Series (highlighted modules are strongly encouraged in advance of preparing evaluations for your staff)
      • Module 1:  UC Performance Management Overview
      • Module 2:  UC Setting Expectations and Individual Performance Goals
      • Module 3:  UC Giving and Receiving Feedback
      • Module 4:  UC Engaging and Developing Employees
      • Module 5:  UC Conducting Performance Appraisals
      • Module 6:  UC Motivating, Recognizing and Rewarding Employees
      • Module 7:  UC Coaching for Performance and Development
      • Module 8:  UC Managing Corrective Action
 Department Heads

April - May 2018

  • Complete and submit the employee self-assessment portions of the Performance Appraisal Form to your supervisor by the deadline established by your organizational unit.
  • Review the employee self-assessment portion of the Performance Appraisal Form which should be completed by each direct report.

  • Review the Performance Factors and Behavior Indicators Guide, Version 2.0.

  • Review any supplemental feedback forms and other performance records maintained during the review period.

  • Complete a draft Performance Appraisal for each direct report.

  • Submit draft Performance Appraisals for review and calibration, per organizational unit head’s direction.

  • Finalize Performance Appraisals for each direct report following the calibration process established by the organization's unit head.

  • Ensure that senior departmental approval/sign off has been received prior to conducting the performance appraisal meetings with your direct reports.

  • Conduct a performance appraisal meeting with your direct reports by the deadline established your organizational unit head.   

  • Finalize a 2018-2019 UCR Individual Development Plan (IDP) for each direct report receiving an overall rating of three (3) or higher, by the deadline established by your organizational unit head.

  • Complete a 2018-2019 Goal Agreement Form for each direct report receiving an overall rating of three(3) or higher, by the deadline established by your organizational unit head.

  • For any employee who receives an overall rating of a two (2) or one (1), contact your department HR representative for assistance in preparing a Performance Improvement Plan (PIP) for the employee, in lieu of completing the IDP and Goal Agreement forms.
Organizational Unit Heads
  • Submit the Performance Management Certification Letter to central HR indicating all performance appraisals have been completed.
    • Due date: May 18, 2018
  • Submit the Performance Appraisal Audit Spreadsheet to central HR indicating performance ratings provided to each staff employee and/or the reason a performance appraisal was not completed. 
    • Due date:  May 18, 2018
 May 2018
  •  Compile, analyze and report on the performance management process to senior management

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