The performance review cycle begins when an employee joins UWO in a performance-eligible position and gathers performance evaluations throughout probation and annually thereafter.  The cycle restarts if a worker transfers to a new performance-eligible position. The steps may include:  

1. New Employee Goals and Expectations   
2. Probation Midpoint Evaluation  
3. Probation Final Evaluation  
4. Annual Evaluation  

The evaluation is based on the employee’s job responsibilities according to their standard job description. Modifications to the job duties should be made carefully and in consultation with Human Resources.   

The performance management cycle follows the fiscal year (July 1 – June 30).  Each year in July, the process is launched in Workday to evaluate performance for the previous 12 months.   The entire process is due within 3 months of the launch in Workday. Anyone hired May 1 or later will be delayed until the next annual performance cycle launches, so they will have up to a 14-month review period for their first annual evaluation. UW Oshkosh will not use the midpoint evaluation step in Workday.  

Positions that are eligible for evaluations in Workday include: 

• All Limited, Academic Staff – Professional, and University Staff positions that are ongoing or have an expected duration of at least one year.  
• All Faculty and Academic Staff – Instructional positions require annual evaluations. These employees will receive an evaluation template based on their employment type.   

Positions that are optional for evaluations in Workday include: 

• Student Assistant and short-term (less than one year) University Staff and Academic Staff – Professional positions have an option to use an annual ad-hoc evaluation. Please contact Human Resources if you want to learn more.  

Positions that are not eligible for evaluations in Workday include: 

• Student Hourly and Contingent Workers positions are not eligible for evaluations in Workday. 

Some positions will also receive probationary evaluations in Workday:  

• • Probationary Period – The period during which a University Staff employee’s performance is evaluated upon appointment to a position.​  
  • Evaluation Period – The time period during which an Academic Staff – Professional employee’s performance is evaluated upon appointment to a position. 

Completing the probationary evaluation will appear as a task for the manager and is set up at the time of hire. Evaluations should be completed at both the 3-month and 6-month marks and will be sent as a task around 45 days prior to the due date.  

The following rating scale will be used to evaluate employees: 

Failing to Meet Expectations – Performance is consistently below expectations and/or reasonable progress has not been made. Behaviors that may indicate this rating is appropriate:

• Makes frequent mistakes, misses deadlines, or does not effectively manage time.
• Does not take responsibility and resists new tasks or ideas, which makes it hard to adjust to change.
• Does not communicate effectively which causes confusion or conflict when working with others.
• Appears to lack some of the skills needed to do the job and may need more training.
• Does not consistently meet customer needs or build strong relationships.

Partially Meeting Expectations – Performance does not consistently meet communicated expectations. Behaviors that may indicate this rating is appropriate:

• Performance is not consistent and often needs reminders or extra help.
• Joins in team efforts when asked but does not volunteer or look for ways to build skills.
• May resist change and avoids using new tools or processes.
• Occasionally meets customer needs but needs help to do this more regularly.
• Shows some progress and sometimes acts on feedback or accepts responsibility for their work.

Meeting Expectations – Performance consistently meets the communicated expectations. Behaviors that may indicate this rating is appropriate:

• Does the job well and reliably, with few errors.
• Can be counted on to complete tasks with little supervision.
• Communicates clearly by checking with others for understanding, encourages two-way communication
• Takes responsibility for work by accepting feedback, and looks for ways to improve.
• Treats others with respect.
• Meets customer needs by providing consistent, trustworthy service.
• Makes helpful changes when needed.
• Manages time well.

Exceeding Expectations – Performance consistently exceeds the communicated expectations. Behaviors that may indicate this rating is appropriate:

• Produces high-quality work and shows advanced skills needed for the job.
• Builds positive relationships with customers, identifies their needs, and looks for ways to improve.
• Takes initiative and works well with others to complete goals.
• Often shares helpful ideas to improve how things are done.
• Embraces change and helps others adjust to it.
• Takes on extra tasks that help the team or department reach goals. 

Goals are intended to focus attention and resources on what is most important so that employees can be successful in achieving their priorities. Goal setting will start with the manager entering goals in Workday. Employees can also enter goals.

Goals can be updated throughout the year. If you need to update goals, do not reopen the evaluation. Please update goals mid-year or to add goals from a non-primary position. A notification is sent to the manager if the employee makes changes to goals, or a notification is sent to the employee if the manager makes changes to goals. Goals are not rated but progress comments should be documented and the goal status should be updated when appropriate. When a goal is marked as completed, it will no longer show on performance-related forms.  

If an employee has multiple appointments: 

• All managers including primary and non-primary have the ability to provide feedback on the prior year evaluation prior to ratings
• Employee must initiate request for non-primary manager to complete the prior year evaluation portion
• The Request Feedback step is found within the Annual Reviews that will be launched on July 1st
• Only available if they have a non-primary manager

The primary manager manages the process and provides feedback on prior year. They are also responsible for setting goals for the upcoming year. These tasks cannot be reassigned or delegated to someone else. The non-primary manager provides feedback on prior year via the questionnaire provided as part of the Feedback Request from the employee.

NON-PRIMARY MANAGER REVIEW

• Task is sent to non-primary manager

• Primary is unable to determine if a request has been made to a non-primary in the eval

• Can view worker profile to see if employee has additional jobs

• Will see in evaluation if non-primary submits feedback

• If the evaluation is marked complete before non primary feedback is submitted

• The task disappears from the non-primary managers inbox

• No ability for non-primary to provide feedback, unless pushed back by Talent Partner (Supervisory) to the Request Feedback step

The following aids are available for performance processes in Workday: 

• Performance Reviews Overview 

• Manage Performance Goals 

• Manager Tasks in Performance Reviews 

• Employee Tasks in Performance Reviews 

• Review Probation Period  

• Responding to a Give Feedback Request  

• Performance Improvement Plan – Manager & Employee Tasks

 Special Considerations

• Going back a step: if you didn’t talk to the employee before sending the evaluation for acknowledgement for example, an HR Generalist can push things back a step.
• Advance the process forward: if an employee is on leave and unable to acknowledge the evaluation for example, the HR Generalist can push the process forward.
• If there is a manager change mid-year, the current year goals can be updated outside of the evaluation process. Please coordinate with the prior manager in July if evaluation and ratings should include the prior position.

 Faculty Annual Performance Evaluation

Evaluation of Professional Academic Staff 

Evaluation of Instructional Academic Staff

UW System Administrative Policy 1254 Performance Management