What to Know
This step provides the foundation for performance management in the year ahead. The step includes creating or reviewing the Position Description, the Physical Demands Worksheet, the Telework Agreement, and establishing the upcoming year's Performance Objectives.
This step must be completed and in Vision EAS by January 15.
Training and Resources Available to Assist
The Vision EAS Supervisor Dashboard:
The Vision EAS Supervisor Dashboard is the centralized hub for publishing documents and submitting them for approval for performance management.
Links to both written and video instructions are on the Vision EAS Supervisor Dashboard and highlighted in yellow in this screenshot for reference.
Need a refresher on publishing documents in Vision EAS?
Watch this video demonstrating how one manager publishes documents in the Vision EAS Supervisor Dashboard.
Reminder for Step 3: Supervisors will need to publish the following documents:
- Position Description (formerly EWP)- recommend it be re-published so anything that needs revising can be adjusted.
- Physical Demands Worksheet- recommend it be re-published so that anything that needs revising can be adjusted.
- Telework and Work Schedule Agreement- recommend it be published as a NEW document and provide the employee with the option to "Use Editor Button."
- Goals Sheet- recommend it be published as a NEW document and provide the employee with the option to "Use Editor Button."
Position Descriptions (formerly EWP)
Classified staff are encouraged to review the Position Description and may suggest edits/revisions by entering them in the field at the end of the form in Section VI: Notes on position changes. By adding recommendations there, the manager can review and consider any changes to the position description before locking down for approvals.
Supervisors must develop and maintain a Position Description containing the employee's job duties and responsibilities, and the related expectations. Duties and responsibilities must be used to assign a position to the proper role classification and pay band, determine the Fair Labor Standards Act (FLSA) status and provide the basis for evaluating performance. Supervisors may seek an employee’s feedback on the position description, but are not required to implement the employee’s feedback. Ultimately, it is management’s responsibility to develop and implement position descriptions.
The position description is not intended to fully describe the tools, resources or methods used to accomplish work. Workplace procedures may change without requiring revisions to individual position descriptions.
Completing Part IV of the Position Description regarding Telework Availability:
The position description should reflect typical business operations. We recognize that many positions transitioned to telework during the pandemic; however, agreements must be completed based on standard operating conditions rather than temporary circumstances. While many duties can be performed remotely, this does not necessarily mean that remote completion is the most effective approach during regular business operations.
- Generally, positions that are approved for 100% telework should have “All” duties designated as available to telework.
- Generally, positions that are approved for one or more days of telework should have “Some” duties designated as available to telework.
- Generally, positions that are not approved for telework should have “No” duties designated as available to telework.
- Note: HR will be re-evaluating this section of the Job Description to determine if Part IV should remain on the form going forward. Part IV reflected the previous versions of the DHRM Telework policy and Laurel Ridge procedures.
The Physical Demands Worksheet
The Physical Demands form must be completed for every position at the college. Once there is a Physical Demands form on file, the form should be reviewed anytime there are adjustments to the position description or work environment.
Telework Agreements
Please note, the "Agreement Agency Specific Terms and Conditions" may be marked as N/A.
Performance Objectives (Goals)
Performance Objectives establish expectations for a specific result that contributes to the success of the agency. Employees are expected to accomplish the assigned performance objectives during the performance cycle.
- There must be a minimum of three performance objectives up to a maximum of five for the performance cycle.
- Each Performance Objective should include criteria that are inclusive of the S.M.A.R.T. method (Specific, Measurable, Achievable, Relevant, and Time-Bound).
- Employees' achievement of their assigned performance objectives will apply towards 80% of employees’ overall annual performance rating.
Standard Competencies
- Problem Solving, Judgment, Planning and Observation
- Identifies workplace challenges, works to resolve them and takes responsibility for decisions. Understands the Commonwealth's purpose and mission. Plans, organizes, manages time and works in support of the Commonwealth's mission, vision, and values.
- Citizen and Customer Interaction
- Responds appropriately to the needs of internal and external customers.
- Teamwork and Building Relationships
- Collaborates and cooperates to get the job done. Initiates and cultivates business relationships with stakeholders. Develops and maintains positive relationships.
- Coaching and Communication
- Coaches others to succeed and is receptive to coaching from others. Proactively assesses strengths and developmental needs. Gives timely and specific feedback to others. Exchanges Ideas and opinions. Provides and receives information or feedback.
Each competency will be weighted at 5% of the overall rating score for annual performance evaluations.
Live Drop-In Support Session:
Monday, December 8, at 1 p.m. Zoom Link
Private HR Consultant Support:
Please contact your HR Consultant to receive private support during the performance evaluation process, including evaluation forms and meetings.