Classified Staff Performance Management Coaching Guidance

During the Coaching Period

Midyear Progress Review:

• The midpoint of the performance cycle, 1/15-4/1
• At least one coaching Session per performance cycle is MANDATORY for all Classified employees.  

It is time to start conducting coaching sessions with your staff. To be an effective supervisor, you must engage with your staff mid-way through the performance cycle, in a coaching session. The coaching discussion is a formal conversation during which supervisors and employees discuss performance as it relates to the goals and core competencies outlined in the employee's performance plan.  This is a crucial opportunity to formally check in with employees and engage in a two-way dialogue about how they are doing, clarify expectations, and make any needed changes to employees' goals. 

CU requires a midyear progress review between employees and their supervisors. This meeting must be documented. Coaching and feedback are important objectives of this meeting. The midyear progress review meeting consists of: 

1. A review and discussion of the work plan and any modifications resulting from changed business conditions since the plan was initially developed. 
2. A preliminary rating and discussion of the employee’s performance on the goals and competency areas for the first six months. 
3. Agreement on goals and competencies for the remainder of the year. 
4. Written comments documenting progress and possible areas for improvement. 
5. A review of progress toward training requirements. 

Resources:

• Coaching Article from OFA, Documenting Performance Behavior. Supervisor cohort/peer, group/guidance, reach out to your support network.
• For the most current Boulder campus performance management program information, forms, and user guides, please visit HR Performance. 

Trainings: 

• 6 Critical Practices for Leading a Team 
• Gettings Thing Done (GTD) 
• 4 Essential Roles of Leadership 
• For tips regarding supporting and developing employee learning and training in a virtual setting, please visit the CU Boulder Organizational Development site HERE 
• Department Request Option(s): The Two-Step Feedback Process and Coach Potential. (Contact Lauren.M.Harris@colorado.edu for scheduling). 

Note that if an employee separates from CU during the performance year, the performance plan will be forwarded to the final rating stages, so that an overall rating 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. 

Performance Discussion after completion of 90 days of Probationary Period or Trial Service 

For employees hired after November 18, 2021, supervisors are required to conduct a performance discussion after the completion of 90 days of the employee’s probationary period or trial service. Supervisors should informally document the time, content, and date of the conversation. Departments can maintain the documentation in the informal supervisory files.