Self-Evaluations
The system allows for employees to complete a self-evaluation for their supervisor to review and consider. Supervisors should inform their employees whether they would like them to complete a self-evaluation. Self-evaluation due dates are determined by the supervisor. Employees are encouraged to complete a self-evaluation but not required to do so.
Supervisors will have access to review their employee’s completed self-evaluation. They will not have access to edit or make changes to an employee’s completed self-evaluation. If the employee’s self-evaluation is different than the supervisor’s perspective of the employee’s performance, the supervisor should have an open conversation as to why those ratings were selected and evaluate any available documentation to substantiate the rating. The supervisor will make a final decision on the final rating.
Supervisors are not permitted to copy an employee’s self-evaluation verbatim.
Access and Ratings
All users will have access to the PMP Dashboard. Access is determined by the user’s role in the system. For example, if you are a supervisor, you will have access to your direct reports and to your own evaluation. Staff level employees will have access to their own evaluation. System administrators will have access to reports and administrative tools, their own evaluation, and direct reports. School Deans, VPs, and Designated HR School/Unit Representatives will also have access to view the evaluations in their assigned school/unit.
The supervisor can save their work and return to the evaluation. They will need to click save or submit (whichever applies) on each section. If the save or submit button is not clicked, the data will not be saved.
For an overall rating other than “Meets Standards”, the system will require the selection of a 2nd Level Reviewer. If a 2nd Level Reviewer is designated, they are required to review and sign off on the evaluation prior to the evaluation being routed to the employee.
Comments are required for all ratings other than “Meets Standards”. Comments are encouraged for “Meets Standards” ratings.
“Other Rating Officials” can add comments once the direct supervisor completes the evaluation form. It is recommended that “Other Rating Officials” include their initials at the end of their comment so that the employee can differentiate who made the comment.
If an Other Rating Official or 2nd Level Reviewer delays in signing the evaluation, supervisors can send a reminder to the individual using the send reminder button on the dashboard or escalate these delayed signatures to HR Partners or ELR so that we can ensure accountability.
External partners cannot serve as Other Rating Officials or 2nd Level Reviewers.
If an employee is transferred to a new department in the middle of a performance cycle, and the current supervisor has supervised the employee for at least 120 days, the newer supervisor should complete the evaluation. If it has been less than 120 days and the current supervisor does not feel they have enough information to complete the evaluation, the PMP evaluation can be routed to the previous supervisor using the “Other Rating Official” designation if that person is still a UMB employee.
For AFSCME represented Non-exempt employees, “Evaluations shall be completed by a supervisor or manager who has served in that capacity for at least five (5) months. If the employee’s supervisor or manager has not served in that capacity for at least five (5) months, feedback will be solicited by the employee’s supervisor from the next higher-level supervisor or manager who has, or from Human Resources” per the MOU”.
If a supervisor is unsure who should complete the review, please reach out to ELR at HRELR@umaryland.edu for further guidance.
Learning Goals and Objectives
During the Planning Phase (Phase 1) of the performance cycle, operational objectives and learning goals should be completed for each employee. Operational objectives and learning goals should be created in the PMP Dashboard using the respective links. These links are available May 1st.
If employees are in the same job title with the same responsibilities or if the operational objectives are related to a departmental goal, then operational objectives and learning goals for employees can be the same.
Supervisors are encouraged to assess the operational objectives and learning goals and make changes as necessary with employee awareness. Operational objectives and learning goals can be changed by supervisors to reflect changes in the role/tasks that may occur throughout the year.
Supervisor and Employee Meetings
After the Supervisor has completed and signed the performance evaluation in the online portal, they should conduct the performance review meeting with the employee. If applicable, this should be done after the Supervisor, “Other Rating Official” and/or 2nd Level Reviewer has completed and signed the performance evaluation in the online portal.
In-person meetings are strongly encouraged. Virtual evaluation meetings can occur as long as they are conducted in private. A meeting is considered private if only the supervisor and the employee are present and have access to the link. If the employee does not agree with their supervisor’s ratings or comments, the employee should express their disagreement to their supervisor.
After the conclusion of the evaluation meeting with their supervisor, employees should log back into their PMP Dashboard to make any comments that they may have and sign the evaluation.
If changes are made during/after the evaluation meeting, the employee will be able to review the changes in the PMP platform prior to signing.
User E-mail Notifications
Employees will receive the following system generated email notifications:
- Notification that their evaluation is ready to be reviewed.
- Notification that the evaluation has been completed and finalized.
Supervisors will receive the following system generated notifications:
- Notification that an employee completed the self-evaluation.
- If applicable, notification that the Other Rating Official has taken an action on the performance evaluation.
- If applicable, notification that the 2nd Level Reviewer has taken an action on the performance evaluation.
- If applicable, notification that the Final Reviewer has taken an action on the performance evaluation.
- Notification if designated as an “Other Rating Official”.
- Notification if designated as a “2nd Level Reviewer”.
Other Rating Officials will receive the following system generated notifications:
- Notification if designated as an “Other Rating Official”.
2nd Level Reviewers will receive the following system generated notifications:
- Notification if designated as a “2nd Level Reviewer”.
Supervisors will not receive a notification that an employee has not signed the evaluation. Supervisors are responsible for checking the dashboard in the PMP platform for status updates. Users are also able to use the dashboard to monitor the status of tasks.
Mid-Cycle Performance Evaluations
Mid-Cycle performance evaluations are due in October for Non-exempt employees and no later than the end of November for Exempt employees. Engaging in these discussions help promote two-way feedback, engagement, and continuous improvement.
Non-exempt Employees – Mid-cycle performance evaluations are mandatory (required) for Non-exempt employees. Failure to complete a Mid-cycle performance evaluation for Non-exempt employees will result in the employee having to be rated as an overall “Meets Standard” for the annual performance evaluation.
Exempt Employees - Mid-cycle performance evaluations are not required for exempt employees. Mid-cycle performance evaluations are strongly encouraged for exempt employees.
Training Tools and Resources
Staff, Supervisors, and Faculty who Supervise Staff should all attend or review the training sessions when they are able. The PowerPoint presentations trainings will be available on the HR-ELR website upon completion of all sessions.
The online evaluation has a review and print feature. Supervisors and staff have access to review completed evaluations in the platform moving forward.
