Elevating the performance management process: Key deadlines and responsibilities

From: Human Resources

Performance management is more than an administrative task — it's a vital process that shapes our university’s success by aligning individual contributions with Virginia Tech’s mission. Done right, it builds trust, drives engagement, and accelerates professional development. Importantly, performance evaluation ratings from the employee’s most recent evaluation serve as a reference point to guide pay decisions. Each step in this process, from honest feedback to thoughtful evaluation, contributes to a culture where every employee can thrive.

Following is information on the final steps in this year’s staff performance management process, which is completed through the PageUp performance management system.

Next steps, Roles, and Responsibilities

Annual Staff Process Reviewer Deadline: Sept. 16  

Reviewer Role: After an employee’s supervisor submits an evaluation, it then goes to the next level manager to review. This reviewer's role is to ensure a thorough quality check, carefully adhering to established guidelines and standards. This responsibility goes beyond formality, requiring thoughtful consideration and precision rather than a cursory "check-the-box" approach. This step is crucial in fostering a culture of growth and continuous improvement. The reviewer can provide comments, which give the chance for an insightful look back and future focus. Reviewers may use this opportunity to inspire and challenge the employee to work with their supervisor to participate in impactful projects, committees, or other experiences to further them in their career. 

Annual Staff Process Supervisor and Employee Discussion Deadline: Oct. 7  

Supervisor Role: The performance discussion is a critical tool and the cornerstone of effective performance management. It is a time for open, honest, and constructive dialogue. The supervisor’s role in the evaluation discussion is to provide a comprehensive and balanced review, considering both achievements and areas for improvement. Supervisors should use this time to reflect on the employee’s contributions, provide constructive feedback, and highlight opportunities for growth. Use specific examples to substantiate ratings, ensuring the evaluation is both fair and actionable. Ensure that the conversation is forward-looking, focusing on development opportunities and aligning the employee’s goals with the organization’s strategic objectives. Importantly, this conversation should never introduce new information; it should reflect ongoing communication throughout the year.

This is also the time for employees and supervisors to evaluate and update position descriptions.  If updates are needed, contact your HR representative for help.

Annual Staff Process Employee Acknowledgment Deadline: Oct. 12

Employee Role: The performance management process offers employees opportunities to voice interests in development, ask questions about their role, and establish goals for yourself – whether in your current role or in a role you want to move into. It’s an opportunity to showcase accomplishments, reflect on challenges, and set the stage for future development. Engage actively in this process and use it to advocate for your professional needs and aspirations.

After your performance discussion, staff must formally acknowledge the evaluation. Your acknowledgment signifies that you are an active participant in your own performance development. This step is not just procedural; it is integral to your professional journey at Virginia Tech. If you have any questions about signing your evaluation, contact your HR representative.

Timely Completion of Staff Performance Management

To maintain momentum and ensure a seamless transition into the next performance cycle, all staff performance plans must be acknowledged by Oct. 12. This deadline is essential for ensuring thoughtful planning and meaningful discussion as we move forward.

Staff employees should be on the lookout for emails from PageUp and VT Performance (info-968@mail.pageuppeople.com) which will guide through each step of the process. For more information about the overall process and deadlines in each phase, visit the Performance Management page. For more information about the evaluation process including dos and don'ts, visit the Performance Management Evaluation page.

Let’s work together to make this performance cycle a powerful tool for personal and organizational success.