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• 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).

As part of this year’s evaluation cycle, you have two options for completing AP Faculty evaluations:

• Pilot Process:

  • For Evaluators: If you are using the evaluation process, please access the Evaluation Form by .

  • For Self-Evaluations:If you are completing a self-evaluation through the pilot process, please

• If you prefer to use the previous evaluation process:
  
  Any completed documentation must be submitted to Human Resources for filing in the employee’s official personnel folder.

Please note:

All completed performance evaluations, whether using the pilot or former process, are due by June 2. If you don't use the pilot process, AP Faculty Evals must be submitted via e-mail to apfacultyevals@odu.edu.

Thank you for your continued commitment to supporting and advancing our evaluation process.

Ensuring position descriptions are current helps us accurately reflect roles, responsibilities, and expectations, which is especially important as we prepare for SACS accreditation.

Action Items:

• Review and update position descriptions for all A/P faculty members
• Submit updates electronically to hrcompclass@odu.edu or via PAPERS as an "Update" action
• If no changes are needed, simply update the review date and submit electronically
• If title or responsibilities have changed, submit a Redefinition
• When submitting via email, use this subject line: "SACS 2025 PD Update – [Position Number]" (e.g., "SACS 2025 PD Update – FA067A")
• Submit updates for medical campus positions 

If you need help finding the latest version of a position description, email hrcompclass@odu.edu

Planning Phase

• Develop or update the Position Description in the performance management system. Seek suggestions from non-probationary employees for noting changes to duties/responsibilities.
• Obtain the Reviewer’s approval prior to providing the position description and performance plan to the employee.
• Meet with the Employee to review and discuss.
   

Observing, Documenting and Communicating Phase (Ongoing Feedback)

• Observe and document Employee’s performance results.
• Coach, counsel and provide ongoing feedback within the Performance Management System.
• Complete and review Interim Evaluation(s) with the employee.
• Address unsatisfactory performance by implementing Performance Improvement Plans in accordance with the procedures outlined in the Performance Management policy.
   

Self-Evaluations Phase

• Employees are required to complete annual self-evaluations within 14 calendar days as directed by the Division of Talent Management and Culture. Self-Evaluations will be completed prior to the supervisor’s annual evaluation of the employee.
   

Evaluating Performance Phase

• Identify all performance documentation to be used to prepare the annual performance evaluation and the respective rating.
• Draft the performance evaluation and submit it to the Reviewer for approval.
• Supervisors must review comments and ratings from the employee’s self-evaluation and should consider the employee’s ratings and comments as they’re completing the supervisor evaluation. Supervisors are not required to use the employee’s ratings and comments.
• Provide the employee with the annual evaluation to review prior to the performance evaluation meeting.
• Meet with the employee to discuss the performance review.
• Consider the employee’s perspective or suggestions and make changes to the evaluation as appropriate. Be sure to involve the Reviewer.
• If the evaluation rating is appealed to the Reviewer, meet, discuss and make changes to the evaluation as directed.
• Following the evaluating performance phase, the planning phase resumes.

A self-evaluation is mandatory. Employees must be provided up to 14 calendar days to complete the self-evaluation prior to the supervisor completing the annual evaluation.

The new performance cycle for non-probationary classified employees is January 1 â€“ December 31.  

Performance Objectives:

• Supervisors should develop and communicate performance objectives annually.
• Performance objectives establish expectations for a specific result that contributes to the success of the University. Employees are expected to accomplish the assigned performance objectives during the performance cycle.
• There must be a minimum of three performance objectives up to a maximum of five for the performance cycle. These objectives are based on the duties and responsibilities described in the position description.
• Each Performance Objective should include criteria that is inclusive of the S.M.A.R.T. method (Specific, Measurable, Achievable, Relevant and Time-Bound.)
• Supervisors must assign a weight to each performance objective that results in a total of 80%.
• Employees achievement of their assigned performance objectives will apply towards 80% of employees' overall annual performance rating.

There are four standard competencies:

• Problem Solving, Judgement, Planning, and Organization (5%) 
• Citizen and Customer Interaction (5%) 
• Teamwork and Building Relationships (5%) 
• Coaching and Communication (5%) 

Overall Rating consists of 80%  Performance Objectives and  20%  Competencies.

Employees will be provided one of five performance ratings on both Interim and Annual Performance Evaluations for each performance objective and competency resulting in an overall rating of:

• Unsuccessful - the employee did not meet the expectations of the performance objective and competency.
• Partially Successful - the employee occasionally met the expectations of the performance objective and competency but was not consistent and at times did not meet the expectations.
• Successful - the employee consistently met the expectations of the performance objective and competency.
• Highly Successful - the employee exceeded the expectations of the performance objective and competency some of the time.
• Extraordinary - the employee consistently exceeded the expectations of the performance objective and competency

See also:

• Progressive Discipline
• Policy 1.60 Standards of Conduct
• Conflict Resolution
• Grievance Procedure

If an employee disagrees with their performance evaluation, they should first attempt to resolve the matter with their supervisor. If it cannot be resolved, the employee may appeal to the reviewer for further review of the evaluation.

The appeal process requires the appeal to be made in writing to the reviewer within 10 workdays of the initial performance meeting.

The reviewer should discuss an employee's appeal with the supervisor and the employee. The review should provide the employee with a written response within five (5) workdays of receiving it.

The reviewer's responses should indicate one of the following:

• The reviewer agrees with the evaluation.
• The supervisor will revise the evaluation.
• The supervisor will complete a new evaluation.
• The reviewer will revise the evaluation; or
• The reviewer will complete a new evaluation.