Procedures P-VII-5.20-GC Procedures for UMGC Policy on the Performance Management Program

(Updated April 29, 2020)

1. Performance Management Program

   1. UMGC uses Q-Check as the performance management program for all exempt and nonexempt employees on regular, contingent II, and contingent III status and 12-month collegiate faculty.

   2. Employees and supervisors shall refer to the UMGC Q-Check Engage page to review the most current information and resources pertaining to the UMGC performance management program.

   3. The performance management program is reviewed periodically and is subject to change.

2. Definitions

   1. Q-Check: UMGC annual automated performance management program for eligible employees, consisting of verbal conversations as well as a written narrative documenting goals, development items, and a performance rating.

   2. Check-In: Periodic documented performance feedback from the supervisor, consisting of verbal conversation and a brief written narrative documenting progress; does not include a rating.

3. Q-Check

   1. The performance of eligible employees shall be documented by his/her supervisor on the Q-Check.

   2. The overall performance rating serves as the primary indicator for determining the eligibility for bonuses and/or merit salary increases in the following year.

   3. The Q-Check review cycle is the twelve (12)-month period beginning on July 1 and ending on June 30 of each calendar year.

   4. If a supervisor voluntarily leaves his/her position during the rating period, the supervisor is encouraged to complete a Check-In prior to departure from the position. It is the new supervisor’s responsibility to ensure that the Q-Check review process is completed for the remainder of the rating period.

   5. Business objectives may change during the rating period based upon operational needs. The employee’s Q-Check Goals are subject to modification due to change in business and operational needs. The supervisor shall discuss with the employee the changes and notify the employee in writing as soon as practical. If a performance standard and/or expectation is no longer applicable, the criteria will not be used to assess the employee’s performance and/or behavior.

4. Q-Check Procedures

   1. New Hire Employees

      1. The supervisor is encouraged to enter goals for each new employee or transfer employee in the performance tab of the employee’s Workday profile, and meet with the employee to discuss the established goals within thirty (30) days of the employee’s hire date. Established goals should be specific, measurable, attainable, relevant, and consistent with the employee’s duties, responsibilities and established behavioral standards. Supervisors may refer to the job aid on Engage for instructions on creating ad hoc goals for employees.

      2. Supervisors are encouraged to discuss the employee’s performance throughout the review period. The supervisor may utilize the Check-In tool to provide feedback to the employee quarterly, or as frequently as they feel is necessary.

      3. A supervisor shall access the new employee’s Q-Check through Workday when they are issued following the end of the review period. The supervisor will receive notification once the Q-Checks have been issued. Supervisors shall complete an employee’s Q-Check by the date communicated July 31 each year.

   2. Current Employees

      1. A supervisor shall access the new employee’s Q-Check through the HR Information System.

      2. Supervisor are encouraged to update the Goals section of the Q-Check as appropriate for each employee as necessary and meet with the employee to discuss the updated goals by August 31 annually.

      3. Supervisors are encouraged to discuss the employee’s performance throughout the review period. The supervisor may utilize the Check-In tool to provide feedback to the employee quarterly, or as frequently as they feel is necessary.

      4. Supervisors shall complete an employee’s Q-Check review by July 31 each year.

   3. Transferring Employees – If an employee transfers to a new unit or department, the new Supervisor is responsible for completing the Q-Check. The new manager may consult with the employee’s previous supervisor to provide input in the transferring employee’s Q-Check.

   4. Separation – When a supervisor is aware an employee intends to voluntarily separate from UMGC during the review period, the supervisor is encouraged to complete a Check-In prior to the employee’s separation.

Replacement for:

UMGC 400.15: Performance Development Program (PDP)