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Administrative and Professional

Faculty Performance Planning and Appraisal System Policy and Procedures

 

It is the policy of the University 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 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 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 abridge the President’s authority to discharge any administrative or professional faculty member, as she or he shall deem proper for the administration and operation the University.

Form

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.

Contract Renewal Considerations

Overall unsatisfactory performance may be grounds for non renewal of contract. See the guidelines for notice of non renewal below.

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 should be consulted for assistance to address the performance concerns.

In order to provide an opportunity for appropriate review, supervisors should begin consulting with the Office of Human Resources about potential recommendations for non renewal no later than February 24 each year.

Contract renewal letters will be sent to administrative and professional faculty on June 10 each year.

Guidelines for Notification of Non-Renewal of Contract

Years of Service -- Notification

  • Less than 1 year and up to 3 years -- 3 months prior to expiration of contract
  • More than 3 years and up to 6 years -- 6 months prior to expiration of contract
  • More than 6 years -- 12 months prior to expiration of contract