Performance management is an ongoing, collaborative process that begins with clear expectations and continues through regular communication, coaching, development, and annual review. The process connects each employee’s work to the mission, goals, and values of West Virginia State University while supporting professional growth and organizational success.
Effective performance management helps employees understand what is expected, receive meaningful feedback, recognize accomplishments, identify opportunities for improvement, and establish goals for the future. Although the Annual Performance Review formally documents performance, supervisors and employees should discuss performance and development throughout the year. high level of job (and personal) satisfaction, and live the University’s core values every day.
Performance Management Cycle
1. Goal Setting and Performance Planning
During the first 30 days of the performance rating period, supervisors should meet individually with each employee to review the employee’s job responsibilities and establish performance standards and goals for the upcoming year.
The Goals & Expectations Form should be used to document:
- Essential duties and responsibilities;
- Performance standards and expectations;
- Individual and departmental goals;
- How progress and success will be measured; and
- Any resources, training, or support the employee may need.
Goals should be specific, measurable, attainable, relevant, and time-bound. The form may also be updated during the year when responsibilities, priorities, or expectations change.
When practical, the goal-setting meeting should be conducted separately from the prior year’s Annual Performance Review meeting.
2. Ongoing Performance Development
Performance management is a year-round process—not a single annual event. Supervisors are responsible for providing regular coaching, feedback, recognition, and guidance. Employees are expected to participate actively, request feedback when needed, communicate challenges, and take responsibility for their professional development.
Ongoing conversations should be used to:
- Review progress toward established goals;
- Recognize accomplishments and effective performance;
- Clarify responsibilities and priorities;
- Address performance concerns promptly;
- Identify training and development needs;
- Remove barriers to successful performance; and
- Adjust goals or expectations when circumstances change.
There is no required form for ongoing performance development. Supervisors may document these conversations through meeting notes, email follow-up, or updates to the Goals & Expectations Form.
3. Annual Performance Review
The University’s performance rating period is January through December. Within 30 days following the end of the rating period, supervisors should meet individually with each employee to complete the annual review process.
Before the meeting:
- The employee completes the Employee Self-Assessment Form and provides it to the supervisor.
- The supervisor reviews the employee’s job description, established goals, documented feedback, accomplishments, and performance throughout the entire rating period.
- The supervisor completes the Annual Performance Review Form in preparation for the meeting.
During the meeting, the supervisor and employee should discuss the employee’s accomplishments, progress toward goals, job responsibilities, strengths, areas for improvement, development needs, and future priorities. The employee’s self-assessment must also be reviewed and discussed.
Performance is evaluated using the following rating categories:
- Unsatisfactory
- Needs Improvement
- Meets Expectations
- Exceeds Expectations
Supervisors must provide comments supporting any rating of Unsatisfactory. The overall evaluation must also include detailed comments consistent with the individual ratings provided.tions. It is recommended that this be done on a regular basis. This usually occurs during one on one meetings, or when a work observation is complete.
Completing the Review
After the review meeting, the employee and immediate supervisor sign the Annual Performance Review and Employee Self-Assessment forms. The employee’s signature acknowledges that the review meeting occurred and that the evaluation was discussed; it does not necessarily indicate agreement with the ratings.
Employees may provide a written response for inclusion with the Annual Performance Review. The response allows the employee to provide additional information or perspective, particularly regarding an unfavorable rating. The performance rating itself is not subject to appeal.
The completed review is then submitted to the Area Vice President or next-level supervisor for review and signature. Once all required signatures have been obtained, the finalized documents must be sent to the Office of Human Resources for placement in the employee’s personnel file.
Performance Management Resources:
For assistance with the performance management process or a specific employee situation, contact the Office of Human Resources at 304-766-5224.