Staff Performance Management

Plan, Perform, Evaluate

Performance Management: As Easy as 1-2-3!

Clemson University covered staff members participate in the annual staff performance management process. The goal of performance management is to help employees and Clemson maximize performance potential and to engage managers in the success and growth of every employee. The process is composed of three major phases:

  1. Plan: establish and agree on job duties and performance objectives, including success criteria.
  2. Perform/Monitor: perform responsibilities and monitor progress; provide praise and address performance improvement issues.
  3. Evaluate: conduct annual (required) and mid-year (suggested) performance evaluations.

Communication and feedback is encouraged throughout the process to ensure alignment with expectations, address concerns early and often, and promote growth and professional development.

This page provides resources and information to assist supervisors and employees throughout each step of the performance management process.

Performance Management Process

Phase Overview:

  • The planning stage is the initial stage of the performance management process and encompasses the development of a plan for 1) job functions, 2) objectives for the review period, and 3) competencies
  • Raters (supervisors) should conduct a planning stage with each staff member at the beginning of each review period, during which the rater and the employee discuss the job functions (including job duties and success criteria), goals, and competencies

Special Note: If you have a new employee or an employee in a new job code, please see probationary and trial status information below

Actions:

  • Rater (supervisor) meets with the reviewer (supervisor’s supervisor) to discuss the requirements for the coming year to establish the goals for the department/unit
  • Rater (supervisor) reviews employee’s position description to ensure that job duties reflect required work for the position and align with core competencies assigned to position
  • Rater (supervisor) meets with the employee to build planning stage to set expectations using SMART criteria (see resources below)
  • Rater (supervisor) and employee collaborate to define goals for job functions, objectives and competencies for the performance period
  • Rater (supervisor) articulates Clemson’s goal/direction to ensure alignment of employee’s plan with the university

Timeline:

  • First 4-6 weeks of performance period

See performance review timeline section below to review specific dates regarding your performance period

Resources:

Phase Overview:

The employee and supervisor should monitor the employee’s progress against the expectations developed in the planning stage to help stay on track, provide recognition, remove roadblocks to success and identify opportunities for development and growth. Remember the Planning and Evaluation Form is a dynamic document and course corrections can be made based on substantial business changes that impact the employee’s priorities and goals. It is important that the supervisor discuss any changes to the planning stage with the employee, so that the new expectations are clear. Supervisors should address areas of performance deficiencies as they are identified. At any time during the review period, a supervisor can create a Performance Improvement Plan if needed to assist the employee in meeting expectations.

Actions:

  • Employee takes action on duties, goals, and competencies
  • Rater (supervisor) monitors and documents employee’s performance
  • Rater (supervisor) schedules one-on-one meetings with employee throughout the year to discuss performance
  • Employee feels comfortable seeking feedback and advice from supervisor
  • Rater (supervisor) provides feedback and coaching throughout the performance period
  • Rater (supervisor) addresses performance concerns in a timely manner

Special Note: Unofficial mid-year reviews are encouraged

Timeline:

  • Entire duration of performance period

See performance review timeline section below to review specific dates regarding your performance period

Resources:

Phase Overview:

The annual performance evaluation occurs towards the end of the performance review period. The employee and supervisor formally evaluate the employee’s performance for the year. Communication and feedback have been given throughout the review period; therefore, both the employee and supervisor should already know how actual performance compares to the expectations set in the planning stage.

Actions:

  • Rater (supervisor) asks employee for self-assessment and to identify accomplishments (optional)
  • Rater (supervisor) schedules meeting to discuss performance period and review with employee
  • Rater (supervisor) and employee provide examples and narratives in reflection of employee’s performance throughout the year potentially including feedback obtained from colleagues, teammates and customers
  • Rater (supervisor) and employee celebrate employee’s accomplishments of the year and discuss opportunities of improvement and development
  • Rater (supervisor) rates employee’s performance based on the success criteria outlined in the planning stage
  • Rater (supervisor) completes summary and improvement plan
  • Rater (supervisor) and employee set meeting for discussion of planning stage for the upcoming performance year

Timeline:

  • Last 90 days of performance period

See performance review timeline section below to review specific dates regarding your performance period

Resources:

Please reach out to the Talent and Organizational Development team via email for more individualized performance management resources including 360 feedback and individualized development plan templates for your team.

Performance Communication Tips for Supervisors:

  • Provide ongoing communication with employee on performance throughout the year
  • Establish regular meetings
  • Provide positive recognition as well as constructive criticism
  • Revise the planning stage if new or changing business priorities will not allow employee to accomplish goals
  • Celebrate success and accomplishments
  • Help your employees gain the skills, abilities, and knowledge they need to increase their potential and improve their performance
  • An unofficial mid-year review is encouraged to facilitate ongoing communication between supervisors and staff

Performance Review Timeline

Performance Period: March 1st – February 28th/29th

March Calendar Schedule

See sections above to review details regarding each phase of the performance management process.

March 1st – April 15th: Phase One: Plan

May – November: Phase Two: Perform/Monitor (recommended mid-year check-in September 15)

December 1st – February 28th: Phase Three: Evaluate – 90 day timeframe to complete performance reviews

February 28th: Due date of performance review   ADD TO CALENDAR: (Outlook Cal / Google Cal)

Unsure of your performance period? Click here for a list or contact your HR Service Center Rep for more information. 

Performance Period: July 1st – June 30th

July Calendar Schedule

See sections above to review details regarding each phase of the performance management process.

July 1st – August 15th: Phase One: Plan

September – March: Phase Two: Perform/Monitor (recommended mid-year check-in February 15)

April 1st  – June 30th: Phase Three: Evaluate – 90 day timeframe to complete performance reviews

June 30th: Due date of performance review   ADD TO CALENDAR: (Outlook Cal / Google Cal)

Unsure of your performance period? Click here for a list or contact your HR Service Center Rep for more information. 

Performance Period: September 1st – August 31st  

September Calendar Schedule

See sections above to review details regarding each phase of the performance management process.

September 1st – October 15th: Phase One: Plan

November – May: Phase Two: Perform/Monitor (recommended mid-year chick-in April 15)

June 1st – August 31st: Phase Three: Evaluate – 90 day timeframe to complete performance reviews

August 31st: Due date of performance review   ADD TO CALENDAR: (Outlook Cal / Google Cal)

Unsure of your performance period? Click here for a list or contact your HR Service Center Rep for more information. 

Probationary Employee

  • Each new staff member in a regular FTE position shall be rated prior to the completion of a twelve-month probationary period.
  • The performance review date marks the beginning of a new review period. If a staff member does not receive a performance evaluation prior to the performance review date, the staff member will receive a “concedes to successful” and obtain covered status as a state employee.
  • The probationary period may not be extended. If a staff member is not performing satisfactorily during the probationary period, the staff member shall be terminated before becoming a covered employee.
  • If a staff member moves into a different job code during the probationary period, the probationary period will start over.
  • Until a staff member has completed the probationary period and has an “improvement needed” or higher overall rating on the evaluation, the staff member has no grievance rights under the State Employee Grievance Procedure Act; therefore, Clemson University is not required to follow the Substandard Performance Process to terminate a probationary staff member.

An example for the timeline as it relates to probationary status:

Elizabeth was hired on November 12, 2018. Her first performance review must be turned in by November 11, 2019. Her budget center is on the March 1 review date. Her supervisor will provide her with a short review from November 12, 2019 to February 29, 2020 to catch up with the performance cycle of her budget center.

Employees in a Trial Status (Covered Staff Only)

  • Each covered staff member who has been demoted, promoted or reclassified shall serve a six-month trial period in the position.
  • If an employee's state class title changes to a class in which the employee has previously completed a successful trial period and attained covered status in the class, the employee does not serve another trial period.
  • The performance review date marks the beginning of a new review period. The employee’s supervisor is required to provide a performance review on or before the last day of the six-month trial period.
  • Once a staff member has completed a successful trial period, the staff member retains regular covered status in the class throughout continuous service.
  • If a staff member does not receive a performance evaluation prior to the performance review date (last day of six-month period), the staff member will receive a “concedes to successful.”

An example for the timeline as it relates to trial status:

Elizabeth was promoted on December 12, 2018. Her performance review must be turned in by June 11, 2019. Her budget center is on the September 1 review date. Her supervisor will provide her with a short review from June 12, 2019 to August 31, 2019 to catch up with the performance cycle of her budget center.