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Performance Management Cycle
Performance Management Overview
We are committed to developing our employees while fostering a culture that encourages growth—whether within a current role, transitioning to a new role within the university, or advancing upward. We hold high expectations for performance across all levels and support this by equipping managers to provide actionable developmental feedback throughout the year.
We believe effective performance management is critical to the success of both our university and employees. Our cycle, outlined below, includes consistent, proven methods to thoughtfully evaluate ourselves, our colleagues, our supervisors, and our teams. Central to this cycle is regular communication between supervisors and direct reports, ensuring clarity, alignment, and continuous improvement.
Supervisors: See the below “Supervisor Resources” section for additional guidance and resources.
Performance Management Cycle Timeline
- July - September: Performance Goals and Development Planning
- December - January: Mid-Year Performance Conversations
- March - May: Year-End Performance Reviews
- June: Merit Increases Communicated (go into effect July 1)
- Ongoing: Coaching Conversations Between Supervisors and Direct Reports
- View the Performance Management Cycle Video in the Learning Center
SMART Performance & Developmental Goal Setting
The first step in the performance management cycle is setting performance and developmental goals, which are essential to driving personal and institutional success. Goals provide clear direction, motivate individuals to achieve their best, and help measure progress. Goals should be specific, measurable, attainable, relevant, and time-based (SMART). Use SMART Goal Worksheet as a guide, along with the following templates: Team Goal Tracking and Cascading Goal Setting.
Mid-Year Performance Conversations
Supervisors meet with direct reports halfway through the fiscal year to discuss performance-to-date in a more informal setting than the year-end review. These conversations are an opportunity for supervisors to review their direct reports’ progress on goals, adjust priorities, exchange feedback, acknowledge accomplishments and opportunities, and realign goals. This helps ensure there are no surprises at year-end reviews. Mid-Year Conversation Guide
Year-End Performance Reviews and Merit Increases
Year-End Performance Reviews are when supervisors formally assess their direct reports’ performance over the fiscal year. The process typically begins with an Employee Self-Assessment, allowing staff to reflect on their achievements, challenges, and growth. Supervisors then write a review, considering the self-assessment and their own observations. Employees receive a performance rating, which helps determine merit increases. These reviews provide an opportunity for feedback, goal setting, and discussions on career development.
Ongoing Conversations
Supervisors and employees should have regular check-in meetings where they discuss accomplishments and challenges related to the individual’s work priorities, goals, and professional development. This is a critical component of effective performance development.
Supervisor Resources
Feedback Resources
Supervisor feedback should be organized around concrete behaviors and examples. Use the following resources to guide you in compiling and delivering feedback:
- Feedback Planner: Helps plan and document both positive and constructive feedback. Completing this grid format planner prior to a discussion can help ensure the feedback is clear, specific and helpful.
- STAR and STAR(AR) Feedback Models: Use two types of feedback designed to improve employee performance: Motivational and Constructive feedback.
- FBI Feedback Model: A straightforward, yet effective framework for supervisors to deliver clear, objective, and constructive feedback. It helps address performance issues or reinforce positive behavior, fostering understanding, reducing defensiveness, and building a culture of trust and accountability.
Performance Rating Scale
Our 5-point scale differentiates performance among staff and recognizes the very top performers. Learn more:
- Year-End Performance Review: Understanding Performance Ratings and Definitions
- Frequently Asked Questions for Supervisors
Employee Self-Assessment Form
Prior to completing year-end reviews for direct reports, send them the combined Employee Self-Assessment & Manager Feedback form. This form is also available in the Performance Review system on eServe. Direct reports can complete the employee self-assessment section of this form and return it to you to include your feedback and overall performance summary.
Performance Planning and Review System Tips
Provided by Human Resources