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Staff Process

Performance Cycle Phases

The staff performance process follows three phases throughout the year: Plan, Touchpoints, and Evaluation. These phases create a rhythm, so performance conversations happen throughout the year, not just at the end.

Plan

The Plan phase of the performance management process at Virginia Tech is foundational. Planning sets the stage for individual career success as well as organizational success. During the Plan phase, performance expectations and goals are set for individuals. Goals and expectations should align with departmental and/or organizational objectives.

Steps in this Phase:

  • Plan (edit)
  • Plan Approval (view-only)
Touchpoints

Touchpoints are essential conversations within the performance management cycle. They provide a dedicated space for supervisors and employees to build a strong working relationship, discuss progress towards goals, identify strengths, and collaboratively address areas for development.  Regular Touchpoint conversations foster open communication, create alignment around goals, and build trust. This collaborative approach supports employee growth, drives productivity, and contributes to a more positive and fulfilling work environment.

Steps in this Phase:

  • Touchpoints
Evaluation

Evaluations are a necessary and beneficial element of the partnership between the supervisor and the employee, providing supervisors an opportunity to give employees feedback on job performance. The evaluation is intended to be a fair and balanced assessment of an employee's actual performance during the review period.

Steps in this Phase:

  • Employee Self-Evaluation (employee only)
  • Supervisor Evaluation (supervisor only)
  • Review (reviewer only)
  • Supervisor/Employee Discussion (supervisor only)
  • Employee Acknowledgement (employee only)

Performance Sections

The performance plan is organized around the following sections, present across all three phases of the cycle.

Provides an overview of the current phase, what to expect, and any important guidance before beginning.

The core responsibilities of the employee's role that serve as the foundation for performance conversations throughout the year. Each job duty is rated individually during the Evaluation phase.

The priorities and outcomes the employee and supervisor identify together at the start of the year, revisited at each Touchpoint conversation. Each goal is rated individually during the Evaluation phase.

Where both the employee and supervisor independently provide an overall evaluation and rating of the employee's performance throughout the year in review.

Professional development activities drawn from the learning management system, discussed as part of the performance conversations throughout the year.

A summary of where the employee is in the process and the action needed to move to the next step.

Tip: Select "View Process Steps" within the Next Steps tab to see all phase due dates.

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Key Dates

Calendar Year Cycle

  • Launch date: February 1
  • Review timeframe: January 1 - December 31

Fiscal Year Cycle

  • Launch date: August 1
  • Review Timeframe: July 1 - June 30
Process Step Calendar Year Due Dates Fiscal Year Due Dates
Planning February 25 August 25
Plan Approval March 2 August 31
Touchpoints November 15 May 31
Employee Self-Evaluation December 2 June 15
Supervisor Evaluation December 17 June 30
Review January 14 July 14
Supervisor/Employee Discussion January 25 July 25
Employee Acknowledgement January 31 July 31
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