The annual performance review is a requirement of UW-Madison. As an Extension employee you are a co-owner of the performance management process. Part of your role and responsibility is to collaborate  with your supervisor to align your work with Extension’s mission, vision, values, and programmatic priorities and to ensure that you understand how your work fits into the Extension’s larger picture and strategic direction.

For additional performance management information, resources and tools go to the Performance Management for Employees SharePoint Site

Extension Supervisors have the responsibility to coach, provide high quality feedback, supervise and oversee the performance of their direct reports. With respect to Performance Management responsibilities this includes setting goals, adjusting them, communicating expectations and managing performance during the review cycle. They have the responsibility to gather information throughout the performance cycle that supports their evaluation regarding both the “what” (results) and the “how” (behaviors). Examples consist of solid data, are observable or verifiable and should be shared and discussed during regular check-ins. 

For additional performance management information, resources and tools go to the Performance Management for Supervisors SharePoint Site

Important Changes to Extension Performance Management in 2024

Currently in Extension our performance management program runs on a calendar year cycle (January 1 - December 31). Starting in March 2024, we will transition to a fiscal year cycle (July 1 - June 30). Each annual cycle will still require the Summary Evaluation and the Midpoint Conversation, but the timing of these two conversations will change going forward. Our adoption of the fiscal year cycle will be complete by July 2025 and won't happen all at once.

During this transitional time, Extension's performance evaluation cycle will look like this: 

• January 1, 2024 – September 30, 2024: this 9-month period will comprise one full year for evaluation purposes. When setting goals and plans for the full “year,” you should set them for this 9-month period. You will complete this Summary Evaluation in PMDP from October – December 1, 2024.
   
• October 1, 2024 – June 30, 2025: this 9-month period will comprise one full year for evaluation purposes. When setting goals and plans for the full “year,” you should set them for this 9-month period. You will complete this Summary Evaluation in PMDP from July – September 1, 2025. 
   
• There will be no Midpoint Conversations entered into PMDP during the 2024-2025 evaluation cycle, but you should still plan to meet with your employees around March 2025 to discuss their performance and progress on goals. 
   
• Here is a graphic of these shortened evaluation cycles for your use 

This change to a fiscal year cycle is required as part of the implementation of Workday (an administrative software system) at all Universities of Wisconsin coming July 2025. Extension, along with all other UW institutions and entities, must adopt the fiscal year evaluation cycle in advance of Workday going live. Changing our cycle now will help us prepare for Workday's arrival and ensure we complete our required performance evaluations in the meantime.

• Thirty Day Conversation AKA Expectations and Goal-setting Conversation(within first 30 days of employment)
  • Managers/supervisors should have initial expectation and goal-setting conversations with each employee who reports directly to them within 30 days of when a new employee begins work, and annually thereafter, at the beginning of the performance period. 
• Informal Conversations(Ongoing)
  • Managers/supervisors should conduct regular informal conversations with all employees who report directly to them. These meetings should consist of coaching, feedback, and support to employees about their work, needs, and accomplishments related to the duties and expectations of their positions. Informal conversations do not need to be documented.
• Mid Probation Conversation(halfway through probationary period)
  • Approximately midway through the employee’s probationary period feedback must be documented to identify whether the employee’s performance is meeting expectations. It is meant to be less formal than the Summary Probation Evaluation.
• Summary Probation Evaluation(end of probationary period)
  • At the end of the employee’s probationary period feedback must be documented to identify whether the employee’s performance met expectations and achieved probationary goals.
• Midpoint Conversation - Due between January 1st - March 1st (Covering Performance from July 1st - December 31st)
  • Approximately midway through each performance year, midpoint feedback must be documented and identify whether the employee’s performance is meeting expectations.
• Summary (Annual) Evaluation - Due between July 1st  - September 1st (Covering Performance from July 1st - June 30th)
  • All managers/supervisors should conduct summary performance evaluation conversations with each employee who reports directly to them at the conclusion of each new employee’s probationary/initial evaluation period and the conclusion of each performance year thereafter.

For additional performance management information, resources and tools go to the Performance Management SharePoint Site

In order to be eligible for general wage adjustment (GWA)/ pay plan or performance pay increases for the fiscal year, Extension supervisors must complete all required performance management activities for those employees whom they supervise, in accordance with the requirements of this policy.

UW-Madison Performance Management Policy

Questions? Contact hr@extension.wisc.edu