Performance Management Process
Old Dominion University's performance management process is designed to reward employees for their work contributions in a fair and equitable manner. The Performance Management Process is an annual cycle that encompasses three phases:
Performance Planning and Evaluation
If you have any questions or need any assistance with the evaluation process, please contact HR Employee Relations.
Performance Review Periods
Oct 25 - Oct 24: The Performance Year for Classified Employees runs October 25 through the following October 24.
May 1 - Apr 30: The Performance Year for AP Faculty is typically May through the following April annually.
- Planning - Guidelines state that performance planning or objective setting should occur at the beginning of the performance cycle (May - April). Set goals by May 1.
- Monitoring - Managers/Supervisors should observe and document regular ongoing feedback of employee performance throughout the performance year (May 1 - April 30).
- Self-evaluation component is highly recommended.
- Performance appraisal conference documentation or performance evaluation instruments must be signed and dated by the evaluator and clearly designate the dates of the annual evaluation period as May 1 to April 30.
- Any completed documentation must be submitted to Human Resources for filing in the employee's official personnel folder.
- Completed performance evaluations are due by June 1 and must be submitted via e-mail to apfacultyevals@odu.edu.
- See ITS Remote Computing for printing info and print alternatives for evaluation documents
NOTE TO SUPERVISORS: Please update position descriptions!
To support the Southern Association of Colleges and Schools (SACS) accreditation process, it is requested that AP faculty have current position descriptions on file. The beginning of the performance cycle is the ideal time to review and update the position description to ensure duties and responsibilities are accurately reflected.
Position descriptions older than July 1, 2016 need to be updated and electronically submitted to HR no later than June 30, 2021. Even if there have been no changes to a position description older than July 1, 2016, please still send the most recently drafted position description to indicate that it is still current. Please change the date on the position description to the date you submit it to HR, so the most recent review date appears in the record.
Submit all updated position descriptions to hrcompclass@odu.edu. If you have any questions about the position descriptions, please contact the HR Compensation & Classification team.
- Planning - Due within 30 days of employment for new hires. Due by October 24 annually and should be entered into PAPERS.
- Monitoring - Managers/Supervisors should observe and document regular ongoing feedback and note exceptional or below contributor performance throughout the performance year (October 25 - October 24).
Evaluation:
- Managers/Supervisors are required to rate employee performance at a "Extraordinary Contributor (EC)," "Contributor (C)," or "Below Contributor (BC)" level.
- Documentation is required for evaluations rated "EC" or "BC."
- Performance Appraisals are due by October 24 annually and should be entered into PAPERS.
Related Forms:
C = CONTRIBUTOR
This rating recognizes work that is at or above the performance standards by meeting and achieving the criteria of the job functions throughout the performance cycle. Employees at this level are achieving the core responsibilities and performance measures as outlined by the manager.
The term "contributor" is intended to convey a sense of commitment, purpose, and obligation that each employee has in contributing to performance, whether it be through individual or team performance. All state employees should take pride in the "contributions" that they make on a daily and long-term basis.
EC = EXTRAORDINARY CONTRIBUTOR
This rating recognizes work that is characterized by exemplary accomplishments throughout the performance cycle and performance that considerably and consistently surpasses the criteria of the job function. To be eligible to receive an overall rating of Extraordinary Contributor, an employee must have received at least one documented Acknowledgement of Extraordinary Contribution or Immediate Recognition Form during the rating cycle. However, receipt of these forms does not guarantee or necessarily warrant an overall rating of Extraordinary Contributor.
BC = BELOW CONTRIBUTOR
This rating recognizes job performance that fails to meet the criteria of the job function. An employee who receives at least one Notice of Improvement Needed/Substandard Performance form OR a Written Notice for any reason may receive an overall rating of Below Contributor on the annual rating. An employee cannot be rated Below Contributor on the annual evaluation if he or she has not received at least one Need Improvement/Substandard Performance form along with an improvement plan (which should have an improvement period of no less than 30 days or more than 180 days) during the performance cycle.
An employee who receives a rating of "Below Contributor" must be re-evaluated by the supervisor and have a performance re-evaluation plan developed within 10 work days of the evaluation meeting. The employee will be re-evaluated three months from the date of the original evaluation. If an employee is on approved absence for more than 14 consecutive days during the 3-month re-evaluation period, the period will be extended by the total number of days of absence, including the first 24 days. Should the employee receive a re-evaluation rating of "Below Contributor" the supervisor shall demote, reassign, or terminate the employee by the end of the 3-month re-evaluation period.
See also:
Employee Self-Evaluation
A self-evaluation is not mandatory, but is highly recommended. Supervisors should encourage employees to submit a substantive self-evaluation that may include:
- Significant accomplishments or contributions this performance cycle;
- Successful performance of any new tasks or additional duties outside the scope of their regular responsibilities;
- Factors that have attributed to their professional development this performance cycle;
- Challenges faced during the performance cycle;
- Goals for the upcoming performance cycle.
PAPERS is a system used for Position Actions, Position Descriptions, Performance Evaluations, and Recruitments.
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