Non-Instructional Staff Performance Management Policy

Instructional Academic Staff Information and Resources

Performance Management - UWS 1254​

For Faculty: Reference department or college handbook resources.

This section provides general performance management best practices. For the resources specific to the Performance Review process, see the Performance Review proces for Employees and for Leadership in the sections below.

Use the resources in this section to support effective performance management.

Performance Management Slides

Performance Management Toolkit for Employees

Performance Management Toolkit for Leadership

Leadership Quick Guide: The quick guide supports you to get started, understand resources, and stay organized.

• Employee Mid-Year Discussion Planner
• Leadership Discussion Planner

  Manage your Reactions during Difficult CommunicationNon-Judgmental Language for FeedbackQuick Tips on How to Receive Feedback BetterEverything You Need to Know About Giving Negative Feedback

Performance Reviews for non-instructional staff are based on a fiscal year. July 1, [Year] to June 30, [Year].​

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Employees hired prior to 2024 need to have a completed performance review sometime during 2024.

The ePerformance system has set due dates for each step in the performance review process. The system automatically sends reminders to you and your employee when that due date is approaching or is overdue. Please work to stay current with system due dates.  

The Due Date to completely finalize a current year's performance in the system is 1/1/2025 (fail safe), but our campus recommendation is December 31, 2024. 

ePerformance Submission and Performance Review Timelines:

Define Criteria Step Due Date:

The due date for the Define Criteria step is 1/31/2024. It is recommended that you set Goals or Competencies are completed no later than 3/31/2024.  This will ensure your employee is set up for success in meeting their performance expectations for the year.  

Checkpoint 1 Step Due Date:

The due date for the Checkpoint 1 step is 5/1/2024. This is an optional step that can be skipped.  This mid-year touch point can be completed up to the Finalize Criteria step.  

Finalize Criteria Step Due Date:

The due date for the Finalize Criteria step is 9/30/2024. This is the last time changes to Goals and competencies can be made. 

Schedule Performance Review Conversation(s):

Schedule the performance review conversations to occur about one month prior to when the performance review period ends. This will provide enough time to have the employee do their self-evaluation, for the two of you to meet, for you to finalize the manager evaluation, and for your employee to make comments, if interested, and acknowledge and finalize the performance review.

Self-Evaluation Step Due Date:

The due date for the Self Evaluation step is 12/31/24.  It is recommended that you communicate with your employee to have them complete this step a month prior to your scheduled performance review conversation. 

The Performance Review Conversation:

Employees and managers should meet to discuss the performance review.  It is recommended that the manager share the review with the employee at the time of the conversation. This allows for dialouge around comments and provide clarity if needed.  This will reduce any anxiety with unintended word choices or subtext.  

Manager Evaluation Step Due Date:​​​

The due date for the Manager Evaluation step is 1/31/2025.  Remember this is the fail safe date to allow for needed changes, additonal comments and acknowledgments. For our campus it is recommended that reviews are completed by December 31, 2024.  

Use the below resources and the Performance Periods, Performance Timelines, ePerformance Employee Resources, and the UWSP Specific ePerformance Tips and Troubleshooting sections of this page to support ePerformance administration.

UWS Tipsheets and Videos for Managers

ePerformance Tips and Best Practices for Leadership_2024​

Access ePerformance documents via My UW.

All non-instructional staff have a 2024 ePerformance "document" with the exception of LTE. One can be requested through HR if desired. 

For staff hired in 2024, please disregard notices to complete the 2024 documents, as no action is required for ePerformance 2024. 

​General Tips:

• If the most current step you are trying to complete is not editable in HRS, ensure the prior step is 100% completed. If it is not, complete the prior step fully.
• If an employee informs you that they are "locked" out of a step and you want them to be able to edit the step, click the Release to Employee button on the top right side of the page.
• See theUWS Tipsheets and Videos for Managers as needed to complete the steps generally.

Define Criteria Step:

• Decide which model (Goals or Competencies) your staff member(s) should use for the performance review.
  
• Have your staff complete this step. While it may seem helpful to complete it on their behalf, you will find that you create an extra step for yourself as once they have reviewed it, you will need to approve the step. Therefore, instead of one step for yourself, you have created two steps.
• If you choose to complete the Define Criteria step for your staff, see the ePerformance for Employees Resources section to complete this step.

Checkpoint 1​ Step:

• Meeting to do an informal performance discussion is the best practice. However, it is not required. If you and your staff member discuss performance informally, make notes in the system to document the discussion(s).
• If an informal discussion did/does not occur, you may still update the criteria or make other notes and then submit the step.
• If no informal discussion occurs and no updates to the criteria are needed, you may choose the Skip Checkpoint button on the right top of the page to skip this step completely.

Finalize Criteria Step:

Completing the Manager Evaluation:

• Do not submit the manager evaluation until the employee has submitted their self-evaluation. If you submit it before their self-evaluation is complete, the system will remove and/or lock the staff member's self-evaluation.
• Draft and save your evaluation ratings and comments in Word or through some other method. Copy your comments into the system when you are ready to submit them.
• Save the draft/document until the review is fully completed.
• If your staff submitted their self-evaluation to you, then have updates, there are a few options to have your staff member make changes:
• If you have not shared the manager evaluation with the employee yet, email hr@uwsp.edu to have the self-evaluation step re-opened.
• If the manager evaluation step is completed, the staff member can add their changes/additions within their acknowledgment step.
  

• After doing the manager evaluation for the model you use (goals or competencies), to "finalize ratings" and avoid system errors:
  
• If you use Goals: Rate each competency to Fully Successful/Developing. In the comment section, you may type N/A or something such as "See goals". The system will ignore the competency ratings since the competency tab is set to 0% weight.
• If you use Competencies: Rate the "null" goal as Fully Successful/Developing. In the comment section, you may type N/A or something such as "See competencies".

​Foundational Resources:

Performance Management Help for Employees page

Video: Performance Management - Employee

Access ePerformance documents via My UW.

General Tips/Notes:

• The ePerformance will send Automated Emails to remind you and your manager to complete each step. The reminders are based on the ePerformance due dates for each step in the system. The system sends reminders to both the employee and manager for incomplete steps. This occurs even if you as the employee have completed your portion of a particular step. Finally, the system will send an email for the next step even if the previous step is not complete.
• You can only complete the "next" step within the process once the previous step is fully complete. If you need to complete a new/the next step and are unable to access it, speak with your manager as they most likely need to approve the previous step.
• At any step, if the system says you are "locked" out to make edits and the step does not show as completed, it means the step is "waiting" for your manager to do an action. Your manager can "release" the step back to you. Speak with them to request this. In some situations, your supervisor may prefer to make the edits themselves.
• For staff hired in 2024, please disregard notices to complete the 2024 documents, as no action is required for ePerformance 2024. Although it is not required, your manager may choose to complete a 2024 performance review. 
  

Annual Performance Review Steps in ePerformance:

There are 5 staff member steps within the annual review process.

1. Define Criteria: This step is where you set your goals or set a weight for each competency.

Tips for this step:

• The summary weight for either goals or competencies should be set to 100%. If your supervisor prefers other total weightings they may choose to do so.
• If you need to make edits to your criteria after your manager approves, edits can be made in a later step(s).
  

• The default weight for each competency is set. The best practice is to leave it as is.
  
• Goals may be used to support outcomes and/or professional development. However, they do not have to be weighted towards performance.
  
• Use the Competency Model Weighting Guide to weigh your competencies and have the system "ignore" the goals model/tab for your performance rating.

3. Finalize Criteria: This step allows you and your supervisor to make any final edits or additions to your goals or competencies and change any weighting.

4. Complete Self-Evaluation: This is the step which allows you to document your assessment of your performance for the performance period.

Tip:

• Draft and save your evaluation ratings and comments in Word or through some other method. Copy your comments into the system when you are ready to submit them.
• Save the draft/document until the review is fully completed.

Tip for this step: Complete and share this step [with your supervisor] prior to meeting with your supervisor for the performance review discussion.

5. Review Manager Evaluation: This step should be completed after the performance review discussion with your supervisor has occurred. Once your supervisor has shared their assessment of your performance formally, this step allows you to review, provide additional comments, and acknowledge that the performance review occurred.

Strengths-Based Model

• Employee's Guide to Strengths-Based Performance Management
• Leadership's Guide to Strengths-Based Performance Management
  

A Performance Improvement Plan (PIP) gives an employee the opportunity to improve while being held accountable for performance. The PIP is meant to be pre-emptive to disciplinary action. However, in some cases, informal or formal disciplinary action may occur at the onset of a PIP. If performance does not improve during a PIP or the performance declines after the PIP, disciplinary action may be necessary.

Before implementing a PIP, contact Human Resources.

PIP Template