Tips for Personnel Administrators

Personnel Administrators (PAs) are critical to the success of many HR functions, initiatives and processes. As the department HR representative, we rely on PAs to be the HR liaison, to ensure compliance with HR processes and to provide HR communications to department supervisors, managers and employees. Below are tips for PAs to assist in coordinating the classified performance evaluation process and some reminders to share with department managers and supervisors.

  •  Prior to the beginning of the performance evaluation period, inform supervisors, managers and reviewers of the performance appraisal process, including the following information:
    • The state classified performance cycle begins October 25 and ends October 24 of the following year.
    • The evaluation period can begin as early as August 15; however, evaluations should be completed by October 9.
      • Probationary employees hired on or before January 24 should be evaluated using the full Employee Work Profile (EWP) Performance Evaluation form.
      • Employees hired from January 25 through July 24 should be evaluated using a Probationary Progress Review form (3-month, 6-month or probation end date).
      • Employees hired after July 25 will not need to be evaluated in this performance cycle.
  • Encourage supervisors to request a self-evaluation from their employees at least two to three weeks prior to the performance evaluation completion date.

    • Employees should be afforded the opportunity to complete a self-evaluation. The self-evaluation can be considered for feedback and review; however, it should not be used or substituted as a completed performance evaluation.
    • For more information, see http://www.hr.vcu.edu/employee-relations-and-performance-management/guides-for-classified-staff/annual-performance-cycle/self-evaluation-and-tips/).

  • The reviewer must sign the performance evaluation form prior to the supervisor meeting with the employee.

  • Make a list of all employees needing evaluations and check off completed evaluations.

    • Remind supervisors of missing evaluations and follow up, as necessary, for completion.
    • Incomplete performance evaluations cannot be processed and may be listed as “missing evaluations.” Review the “Missing Evaluations Report” in the VCU Reporting Center.

  • PAs are strongly encouraged to request evaluations at least two weeks prior to the HR deadline and to review them for completeness, including the following:

    • Signatures: Supervisor, Reviewer and Employee
    • Required forms
    • Verify the employee needs either a Performance Evaluation or Probationary Progress Review
    • Errors (missing an overall rating, missing pages, etc.)

  • Note the following about ratings:
    • If an employee receives an overall evaluation rating of “Extraordinary Achiever,” an “Acknowledgment of Extraordinary Achiever” form must be completed during the current performance cycle and the form must be attached to the completed performance evaluation when submitted to Human Resources.
    • If an employee receives an overall rating of “Unsatisfactory Performer,” a “Notice of Improvement Needed” form and/or an active “Written Notice” issued during the current performance cycle must be attached to the completed performance evaluation when submitted to Human Resources.
    • Prior to issuing an “Unsatisfactory Performer” evaluation, supervisors should contact VCU Employee Relations at 828-1510 or emprel@vcu.edu.
    • Remind supervisors that approval of tuition waiver should be reconsidered for the upcoming performance cycle for employees rated below “Achiever” as “Fair Performer” or “Unsatisfactory Performer” ratings indicate performance improvement is needed.
    • Assist supervisors in writing a Development Plan for employees who are rated “Fair Performer” and “Unsatisfactory Performer.

  • Send completed evaluations to HR prior to the published deadline date. 

  • Maintain a copy of the evaluation in the employee’s departmental personnel file.

  • Remind supervisors to meet with the employee prior to December 1 to conduct the EWP meeting to review responsibilities, expectations and a development plan and to sign the EWP for the next performance cycle.

    • Changes to the EWP should be made through eJobs.
    • Ensure employees receive a signed copy of their current EWP.