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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 2019, each organizational unit must certify to Human Resources (HR) by May 17, 2019, that all staff have received annual appraisals for the 12-month performance period ending on March 31, 2019.

The following activities are to be completed as part of the performance management program. To enable each organizational unit to meet the May 17 deadline, recommended deadlines for each activity are listed in the table shown under Organizational Unit Heads for the January-February 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.

January - February 2019

  • Activities for Human Resources
    • Announce the annual Performance Management Process to the campus.
  • 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 timeframes/deadlines:
    Activity
    Proposed
    Timeframe/Deadline
    Supervisor asks employee to complete self-assessment April 1, 2019
    Employee submits self-assessment to supervisor April 8, 2019
    Supervisor completes draft performance appraisal for each direct report April 8-22, 2019
    Internal calibration activities and finalization of performance appraisals April 22 - May 6, 2019
    In-person performance appraisal sessions with employees May 6-10, 2019
    Goal Agreement form is finalized for next review period May 20-31, 2019
  • Activities for Department Heads
    • Ensure that all employees review the online campus performance management resources which are available on HR's Performance Management webpage and the Forms and Documents webpage > Performance Management.
  • 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.

February - March 2019

  • Helpful Hints - Training and Information Resources
    • Mandatory Training
      Employees will need to confirm that they have completed both the Cybersecurity and Sexual Harassment Training. Completion of both training requirements will satisfy the Mandatory Training Certification located on the performance appraisal form. Noncompliance with this training requirement will impact an employee’s merit award.

    • In-Person Information Sessions
      Employee and Labor Relations (ELR) will hold 90-minute Information Sessions regarding the 2018-2019 Performance Management process. To attend the following sessions, you are required to register through the UC Learning System (LMS) / select UCR Performance Management Program 2018-19

    • Email: performancemanagement@ucr.edu
      Questions emailed to this address will be answered by an ELR representative no later than the end of the next business day

    • Performance Management Hotline
      (951) 827-5034, extension 2-5034 (internal) – an Employee Labor Relations (ELR) member will be available to answer questions

    • Performance Management Training Video
      A new online training video is available to provide help completing key parts of the Performance Management process. The video is designed for both reviewers and recipients of this year’s performance appraisal form
  • Activities for 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 guidance on Goal Setting.
    • Collect information/data for inclusion in your self-assessment.
  • Activities for Supervisors
    • 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 2018-2019 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

  • Activities for Department Heads
    • Review the online campus performance management resources which are available on the HR Performance Management webpage and the Forms and Documents webpage > Performance Management.

April - May 2019

 During the Month of May - compile, analyze and report on the performance management process to senior management.

  • 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