Classified Staff Performance Review

ÌýÌýYear-end Review: Employees have between August 1 and September 15 to complete this step in the process.Ìý

Classified Staff Performance Evaluation Flow Chart

Supervisor ReviewÌý

  • Supervisors are responsible for collecting and evaluating relevant performance information throughout the entire performance evaluation period (August 1 to July 31).
  • Supervisors determine the initial rating by examining the employee's performance against standard rating level definitions, job requirements, core competencies, and goals.
  • The supervisor does not provide the final performance rating to the employee during the initial review.
  • Supervisors must discuss recommended ratings with the Reviewer (second-level manager) before finalizing the score.

Next-level Supervisor Review

  • Supervisors must discuss recommended ratings with the Reviewer (second-level manager) prior to finalizing the performance rating.
  • Once determined by the supervisor and reviewer, the supervisor informs the employee of the final rating during the year-end evaluation meeting.Ìý

Department Calibration

  • Please refer to your department's HR personnel if your department participates in calibration and to confirm your department-specific timelines.Ìý
  • If calibration takes place, it must occur before the Year-end Evaluation meeting.Ìý
  • Quotas or forced distribution processes for determining the number of ratings employees receive in any of the five performance levels will not be established or used.Ìý

Year-end Evaluation Meeting

  • Once the final performance rating has been approved by the supervisor and Reviewer, the supervisor meets with the employee to discuss the evaluation and communicate the final rating.
  • A year-end performance evaluation meeting between the employee and supervisor is required.
  • The meeting includes a review of the employee's performance throughout the evaluation period, including documented performance information, progress toward goals, demonstration of core competencies, job performance, and completion of required and optional training.
  • Employees who do not receive a final performance rating in a timely manner will receive a default rating of Level 3 (Effective).
  • Supervisors who fail to complete performance evaluations and provide timely ratings may be subject to corrective action, disciplinary suspension, or demotion.

Final Sign-Off

  • Supervisors are responsible for submitting year-end evaluations.Ìý
  • Employees must acknowledge receipt of the performance evaluation by either signing the evaluation or indicating that they decline to sign.

Performance Review Resources

Trainings

Evaluation Details

Final Evaluation Submission Methods

Cornerstone

  • For Cornerstone users, the final evaluation can be submitted via Cornerstone
  • Visit the for resources related to Cornerstone
  • For Cornerstone help, please email cornerstonehelp@colorado.edu.

Manual Paper Process

  • Non-Cornerstone users can use the Classified Performance Management Evaluation form.
  • Paper evaluations need to be submitted by campus mail or electronically via DocuSign.
    • Please add and Jane.Slauson@colorado.edu as CCs to the DocuSign routing to ensure that scores will be uploaded into HCM, and the final evaluation will be uploaded to the employee's personnel file.

A copy of the employee’s evaluation and performance rating, signed by both the employee and the employee’s supervisor, must be submitted to Human Resources, 565 UCB, by the end ofÌýeach performance cycle.

Performance Evaluation Requirements During Employment and Supervisory Transitions

  • If an employee separates from the University of Colorado (CU) during the performance year, the performance plan will be advanced to the final rating stage so an overall evaluation can be completed.
  • If an employee moves to a position under another appointing authority or department during a performance cycle, an interim overall evaluation shall be completed and delivered to the new appointing authority or department within 30 days of the effective date of the move.
  • Supervisors who transfer or leave are required to complete close-out evaluations on all their classified employees before leaving. This action will be referenced in the supervisor's own performance evaluation.
  • If an employee has more than one supervisor during the evaluation cycle, each supervisor must complete a close-out evaluation of the employee. The employee’s final overall evaluation score is determined by the supervisor who supervises the employee at the close of the evaluation cycle. That supervisor is responsible for gathering any close-out evaluation(s) from past supervisor(s) for that evaluation cycle and determining the employees’ final overall evaluation score.
  • No evaluation is required when an employee retires from employment in the state personnel system.

The Program Director of University Staff Performance Management is available to provide guidance and respond to questions related to performance management. For assistance, please contact Kylie Southard at performance@colorado.edu.

Grievances and Dispute Resolutions

Grievances, Appeals and Resolutions

Employee Relations is available to assist classified employees and supervisors in understanding the various dispute resolution processes available on campus.ÌýContactÌýEmployee RelationsÌýfor assistance.

Employee Relations administers the formal grievance process for classified staff. The grievance process is used for disputes that do not involve pay, status, or tenure and those unrelated to performance management. For questions regarding the grievance process, please contact Employee Relations, hrer@colorado.edu.Ìý

Any action that adversely affects current base pay, status or tenure of a classified staff (except annual total compensation survey, discretionary pay differentials, leave sharing, personal services contracts, and job evaluation actions) may be appealed and will be set for hearing by the State Personnel Board.

  • Other actions may be heard by the Board at the Board’s discretion.
  • All appeals must be filed within 10 calendar days of the incident(s) being appealed.
  • It is necessary to follow the instructions and use the appeal form provided by the State Department of Personnel.

For assistance and information about the appeal process, contact Employee Relations at HRER@colorado.edu.Ìý

State of Colorado Appeal Forms

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Employee Relations administers the dispute resolution process for classified staff who choose to formally dispute their final evaluation or the application of the university’s performance management program to the individual employee’s plan and/or final overall evaluation.

  • Classified staff have five working days from the date of her/his evaluation meeting to file a dispute as indicated on the last page of the Planning and Evaluation form.
  • Employees must initiate the process by completing the dispute resolution form and submitting copies to their supervisor, appointing authority, and the Human Resources within the five-day deadline.
  • The dispute resolution process is attached to the Planning and Evaluation form.
  • For questions regarding the dispute resolution process, contact Employee Relations at HRER@colorado.edu.

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Dispute Resolution Process Overview

Employee Relations administers the dispute resolution process for classified staff who choose to formally dispute their final evaluation or the application of the university’s performance management program to the individual employee’s plan and/or final overall evaluation. This is an abbreviated version of the formal dispute resolution process. The complete process is available by contacting Employee Relations.

  • Informal Resolution: Before initiating the formal process, you are encouraged to have a meeting with your supervisor to identify and possibly rectify the issue of concern.
  • Consultation: You are also encouraged to consult with Employee Relations throughout this process by emailing HRER@colorado.edu.

The State Personnel Director defines specific performance management matters that an employee may dispute, as well as the stages at which they will be reviewed:

  1. The individual final overall performance evaluation (including the lack of a final overall evaluation).
    • Note: This issue must be decided at the First Stage (Internal) and is not reviewable further.
  2. The application of the University’s performance management program to the individual employee’s final overall evaluation.
    • Note: If not resolved at the University level, this issue is reviewable at the Second Stage (External).
  1. The content of the University’s performance management program (or an approved campus modification of the program).
  2. Matters related to the funds appropriated.
  3. The performance evaluations and merit pay of other employees.

Employees may dispute their final overall performance evaluation through a two-stage process.

  • Deadline: Classified staff have five (5) working days from the date of their evaluation meeting to file a dispute, as indicated on the last page of the Planning and Evaluation form.
  • Form: Employees must initiate the process by completing the dispute resolution form (which is attached to the Planning and Evaluation form).
  • Submission: Copies of the completed form must be submitted to your supervisor, your appointing authority, and Employee Relations within the five-day deadline

The internal stage involves an informal process with the second-level supervisor, followed by a formal written process reviewed by the Appointing Authority (Decision Making Authority).

  • Filing the Request: The employee must submit a written review request on the standard university form to the Decision Making Authority. When disputing the final overall evaluation rating, the dispute must be filed within five (5) working days after the meeting at which the rater formally presents and discusses the rating. Copies must be submitted to the supervisor and to Employee Relations.
  • The Review Meeting: Unless there are extraordinary circumstances, the Decision Making Authority (or their designee) must meet with the employee, the supervisor, and any other persons deemed to have pertinent information within five (5) working days from receipt of the form. The Decision Making Authority is responsible for scheduling this meeting and adhering to the timeline.
  • The Decision: After the meeting, the Decision Making Authority has five (5) working days to render a final written decision.

If dissatisfied with the internal decision, certified employees may advance to an external stage administered by the State Personnel Director. Note: This stage applies ONLY to Issue 2 (application of the University’s performance management program).

  • Filing the Request: The employee may file a written request for external review with the State Personnel Director within five (5) working days from the date the internal decision is received.
  • Required Documentation: The request must be submitted on the standard Consolidated Appeal/Dispute Form (available from Employee Relations). It must include:
    • A copy of the original written performance management issue(s) raised by the employee.
    • The final written decision from the internal review stage.
  • Submission: A copy of this written request must be sent to Employee Relations. The original form should be mailed, hand-delivered, or faxed to:
    • Colorado State Personnel Board 1525 Sherman Street, 4th Floor Denver, Colorado 80203 Fax: 303-866-5038
  • The Review Process: The request will be screened based on criteria established by the State Personnel Director.
    • If it is determined that further review is not warranted, that decision is final and binding, and the employee will be notified.
    • If further review is warranted, the Director will select a qualified neutral third party to review the decision. This third party must issue a final and binding written decision within 30days.

Dispute Resolution Forms:

Employee Relations Contact Information:

  • Address: 3100 Marine Street, Third Floor | 565 UCB | Â鶹ӰԺ, Colorado 80309-0565
  • Phone: 303-492-6475
  • Email: HRER@colorado.edu