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Performance Management Timeline

As part of the campus performance management program, all staff employees are to be appraised in writing annually. For the 2023-2024 evaluation period, each organizational unit must certify to Human Resources (HR) by Friday, May 31, 2024 that all staff have received annual appraisals for the 12-month performance period ending on March 31, 2024.

The following activities are to be completed as part of the performance management program. To enable each organizational unit to meet the May 31, 2024 deadline, recommended deadlines for each activity are listed in the table shown under Organizational Unit Heads for the April time frame.

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;
  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. For more information, review the Calibration Resource Guide.

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

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April
Timeline
  • Helpful Hints - Training and Information Resources
    Completion of Mandatory Cybersecurity and Sexual Harassment Training

    The 2023-2024 Performance Appraisal cycle ends on March 31, 2024. In the remaining weeks, employees should confirm that they have completed the mandatory trainings assigned to them. The Mandatory Training Certification section on the performance appraisal form references mandatory trainings in Cybersecurity and Sexual Harassment Prevention. The form notes that “noncompliance will impact the employee’s merit award.”

    To confirm completion of mandatory training requirements:

    1. Visit the UC Learning Center (UCLC)
    2. Click on Required Trainings – a list of assigned training and status will be available for review
    3. Complete any training that is still outstanding*

    *Noncompliance will impact merit increases

    Performance Management Training | Information Resources

    Through the UC Learning Center (UCLC), there is currently information about the Performance Management process. Supervisors are encouraged to view the UC Performance Management Overview Module, if not previously completed, online via the UC Learning Center (UCLC). These should be especially helpful to anyone new to supervision, but anyone is welcome to review.

    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

    If you feel that you need additional help after reviewing the Performance Management modules, supervisory and non-supervisory employees should contact their departmental Human Resources and/or Human Resources Business Partners (HRBPs) who are available to help you with questions related to this year’s performance management process. In addition, you may send an email to the HR Performance Management email address – performancemanagement@ucr.edu. Questions sent to this address will receive a response before the end of the next business day.

    Self Assessment Completion Process

    Supervisors are reminded to provide their direct reports with the Performance Appraisal form on April 1, 2024. Direct reports should then complete the Self-Assessment section and return it to their supervisor on or before April 12, 2024 (note: timelines established by individual organizations may vary).

    Directions to complete the self-assessment are provided on the form. However, additional assistance in completing this and other parts of the performance appraisal form can be found in the Zoom meeting recording. To access this helpful instructional video,  please go to the Performance Management website.

    If you have not already done so, be sure to visit the Performance Management webpages for more information regarding performance management timelines and other useful resources.

  • Activities for all Employees
  • Activities for Supervisors
    • Provide the Performance Appraisal Form 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.
    • 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 2023-2024 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 (UCLC).
      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
  • Activities for Department Heads
  • Activities for Organizational Heads
    • Communicate to all employees the online performance management resources are 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 time frames/deadlines:
    Activity
    Proposed
    Time frame/Deadline
    Supervisor asks employee to complete self-assessment Monday, April 1, 2024
    Employee submits self-assessment to supervisor Friday, April 12, 2024
    Supervisor completes draft performance appraisal for each direct report Monday, April 15 – Friday,  April 26, 2024
    Internal calibration activities and finalization of performance appraisals Monday, April 29 – Friday, May 3, 2024
    In-person performance appraisal sessions with employees Monday, May 6 – Friday, May 17, 2024 
    Goal Agreement form is finalized for the next review period Friday, May 31, 2024 
    Organizational units certify performance appraisal ratings and send the Performance Appraisal Certification Letter to Central Human Resources Friday, May 31, 2024
  • Activities for Human Resources
    • Announce the annual Performance Management Process to the campus.
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April-May
Timeline
  • Activities for all employees
    • Complete and submit the employee self-assessment portions of the Performance Appraisal Form to your supervisor by the deadline established by your organizational unit.
  • Activities for Supervisors
    • 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.
    • 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 by your organizational unit head.
    • Complete a 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 Goal Agreement Form.
  • Activities for the Organizational Unit Heads