Performance Reviews Overview

Workday is the required location for performance management documentation for eligible employees. Positions that are eligible for evaluations in Workday include:

• Required: All Limited, Academic Staff, Instructional Staff (other than Clinical Health Sciences, Faculty and Clinician Track Faculty) and University Staff positions that are ongoing or have an expected duration of at least one year for annual and midpoint evaluations.

• Limited Potential Use: Student Assistant, Employee-in-Training, and short-term (less than one year) University Staff and Academic Staff - Professional positions have an option to use an annual ad-hoc evaluation.

• Not Used For: Faculty, Student Hourly and Contingent Workers positions are not eligible for evaluations in Workday.

For more specific information on performance eligibility, please refer to Policy UW-5018-Performance Management for Managers and Supervisors.

All performance management documentation for eligible employees will take place in Workday. It begins when an employee starts in a performance-eligible position with Goals and Expectations and Probationary evaluations in the first year, and then biannually thereafter. The cycle restarts if the employee transfers to a new performance-eligible position. Throughout the fiscal year, some performance management activities will occur outside of Workday.

1. New Employee Goals and Expectations (NEGE)

   1. Available for new University Staff, Academic Staff, and Limited Appointee positions.

   2. Initiated by Talent Partner (Supervisory) upon receipt of To Do task. (Not Before) 

      1. If the new position is primary - Start Performance Review for Employee task.

      2. If the new position is additional - Get Feedback on Worker task.

      3. Talent Partners can launch the review for new hires on the start date. Even if New Hires are entered into Workday prior to their start date, Talent Partners should not initiate a NEGE until prompted by Workday with a To-Do. 

2. Probation Midpoint Evaluation

   1. Required for eligible University Staff, Academic Staff, and Limited positions.

   2. Initiated by Talent Partner (Supervisory) midway through the probation period (). Employees will have an opportunity to seek feedback for both Primary and Non-Primary positions (link in the future)

3. Probation Final Evaluation

   1. Available for eligible University Staff, Academic Staff, and Limited positions with a probation end date in Workday.

   2. A To Do task will be sent to the Talent Partner (Supervisory) 45 days prior to the probation end date.

      1. If the probation end date is for the primary position, Talent Partner will initiate Start Performance Review for Employee.

      2. If the probation end date is for the non-primary position, Talent Partner will initiate Get Feedback on Worker.

4. Midpoint Evaluation Staff

   1. Available for eligible Limited, Academic Staff, and University Staff positions that are ongoing or have an expected duration of at least one year at participating campuses.

   2. Initiated by the Talent Administrator in January.

5. Annual Evaluation Staff

   1. Available for eligible Limited, Academic Staff, and University Staff positions that are ongoing or have an expected duration of at least one year.

   2. Initiated by the Talent Administrator in July.

6. Instructional Academic Staff Annual Evaluation

   1. Available for Instructional Academic Staff (other than Clinical Health Sciences, Faculty and Clinician Track Faculty).

   2. Initiated by the Talent Administrator in July.

7. Ad-hoc/Limited Use Evaluations

   1. Available for Student Assistant, Employee-in-Training, and short-term (less than one year) University Staff and Academic Staff positions.

   2. May be Initiated by Talent Partner (Supervisory) up to once annually.

Performance Review: Dates

To ensure the data from one evaluation carries over into the following period, you will need to carefully input dates with the following guidelines: 

• All Annual Evaluations are dated 6/30/20XX

• All Midpoint Evaluations are dated 12/31/20XX

• Probation Evaluations should be dated with either the Probation End Date or the Probation Midpoint Date.

• New Employee Goals and Expectations should be dated with the Position Hire Date.

Even if a summary probation review was recently completed, the regular cycle midpoint or annual will be launched automatically by the talent administrator.

To have clear expectations for required activities: 

1. Access the Workday report “Employees on Probation (UW)” to identify dates that evaluations should occur.

Reminders

Employees on Probation have unique circumstances in Workday. It is important to keep in mind the following details as you support them and their managers:

• Limited Employees do not technically serve probation periods, however, they do engage in the new hire goals and expectations setting. Since there is no probation end date in WD for them, the system will not launch a midpoint and summary probation evaluation for them.

• Probation Evaluations should be dated with either the Probation End Date or the Probation Midpoint Date.

Annual performance evaluations will be initiated in July and will rate performance for the previous 12-month period (fiscal year: July 1 - June 30). 

Important considerations:

• Completion is expected no later than 90 days after initiation for both Midpoint and Annual Evaluations. 

• All incomplete Annual Evaluations will be advanced to completion in December to allow for the initiation of the Midpoint Evaluation.

• All incomplete Midpoint Evaluations will be advanced to completion in June to allow for the initiation of the Annual Evaluation.

• The Talent Partner (Supervisory) is responsible for monitoring the “Performance Review Status (UW)” report to ensure timely completion across campus.

Performance Management Outside of Workday

Midpoint and Annual Evaluations will require Managers to set appointments with their Employees to discuss observations and feedback on performance. These conversations are important components of the Performance Management process. 

Recommendation: Managers should consider scheduling their conversations with their employee(s) BEFORE submitting performance feedback in the required process. Once submitted, evaluations cannot be edited. 

• Complete your Evaluation responsibilities

• You may want to pause on hitting submit 

• Schedule your meeting with the employee to discuss

• Hit Submit once all edits are completed

The Talent Partner (Supervisory and Local), the employee, the manager and management chain of the primary position, and any manager and management chain of a non-primary position, can view performance information on the Worker Profile. A small group of additional HR security roles can also view performance information.

Employees can access their performance information from their Profile in Workday. Follow the instructions in the Manage Performance Goals guide, when prompted to click the Goals tab at the top of the page, click on Performance Reviews instead.