Performance management is comprised of coaching, feedback and support to employees about their work, needs, and accomplishments related to the duties and expectations of their positions. Effective performance management strategies position Extension to provide employees with developmental opportunities, better recognize performance that exceeds expectations, and support employees who need to improve performance.
All UW-Madison Academic and University Staff are required to participate in an annual performance review process. These evaluations are documented in the Workday system and include individual and overall ratings, goal setting, and self-appraisals.
The annual performance review cycle is a requirement of UW-Madison. As an Extension employee you are a co-owner of this 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.
Employees are expected to actively engage in the performance review process, including acknowledgment of the submitted comments, ratings, and goals.
Extension Supervisors have the responsibility to coach, provide high quality feedback, supervise and oversee the performance of their direct reports. With respect to Performance Review 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.
More information about coaching, supporting, and reviewing employees can be found at the HR SharePoint site and the Supervisor Resource Page.
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 Review Cycle runs on a fiscal year cycle (July 1st - June 30th). Each annual cycle includes:
Midpoint Conversation: Approximately midway through each performance year (January-March), midpoint feedback must be documented and identify whether the employee’s performance is meeting expectations.
Summary (Annual) Evaluation (July 1st - September 1st): 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.
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.
New Employees will participate in a performance review process with a modified timeline, based on their probationary period (termed evaluation period in the academic staff policy) At the completion of their probationary period, employees are rolled into the regular annual performance review cycle at the next regularly scheduled conversation.
Expectations and Goal-setting Conversation(within first 30 days of employment): Managers will hold expectation and goal-setting conversations with each employee who reports directly to them within 30 days of when a new employee begins work.
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.
Utilizing Workday for Performance Reviews
All formal performance review activities are documented utilizing the Workday system. Each performance review will be initiated in the Workday system by an HR staff member. Supervisors will receive an email notification and be assigned a Workday task to begin their employee's review during regularly scheduled review periods (annual performance review cycle) and at least 30 days prior to new employee review periods (Mid Probation Conversation & Summary Probation Evaluation).
When documenting performance reviews in the Workday system, please keep the following in mind:
Extension HR staff are unable to modify due dates associated with the performance review cycle. No extensions will be allowed. Please contact hr@extension.wisc.edu as soon as possible if you will be unable to meet the provided deadline so that an action plan can be made.
Changes to comments, goals, and rating cannot be made by Extension HR staff after a review has been submitted. Please connect with hr@extension.wisc.edu to seek aid in submitting a ticket for central Workday support.
