Performance Evaluations

2024–2025 Performance Evaluations 

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Participants 

• All A/P faculty and classified staff hired before December 31, 2024
• Supervisors and indirect managers (reviewers) of participating A/P faculty and classified staff

 

What A/P Faculty, Classified Staff, and Supervisors Need to Know

Evaluation Launch

• • The next performance evaluation period to be evaluated is April 1, 2024 – March 31, 2025. The process is anticipated to launch February 17, 2025.

Evaluation Process

• • Self-evaluations are required and will be open for two (2) weeks. If the self-evaluation is not submitted by the deadline, it will advance to the supervisor. 
  • Supervisor evaluations are required and will be open for three (3) weeks.
  • The indirect manager (or assigned reviewer) will receive the evaluation once it has been submitted by the supervisor.
  • All subsequent steps will become available upon completion of the prior step (i.e., the supervisor sign-off step will open as soon as the reviewer review is submitted).
  • Some units will pilot an HR review step that will be completed by the unit HR leader. This review will ensure that ratings are supported by supervisor comments and that any classified staff who receive an overall Outstanding rating have an Acknowledgment of Extraordinary Contribution form on file.
  • Supervisors should hold one-on-one meetings with employees to provide feedback, answer questions, or address items noted by the employee. Regular one-on-one meetings allow managers to provide performance feedback, build a trusted relationship, and encourage employee growth and development.
  • Following the one-on-one meeting, supervisors will need to complete an additional sign-off step in MasonLEAPS. The employee will not be able to complete the employee sign-off step until after the supervisor sign-off is complete.  
  • Employees will be able to see their completed evaluation in LEAPS after the supervisor sign-off step is completed, or if that step is not completed by the communicated due date, on May 1, 2025.  
  • All steps must be completed by 11:59 p.m. on April 30, 2025.

Rating Requirements

• • Employees will enter a self-evaluation rating for each performance capability but will not provide an overall evaluation rating. 
  • Supervisors will enter a rating for each performance capability and provide an overall evaluation rating.
  • For a non-supervising employee to qualify for an overall Outstanding rating, they must be rated Outstanding in at least two  of the three rated performance capability areas.
  • For a supervisor to qualify for an overall Outstanding rating, they must be rated Outstanding in at least three of the four rated performance capability areas. 
  • Any classified employee who qualifies for an overall Outstanding rating (equivalent to the state’s "Extraordinary Contributor" rating) must have an  Acknowledgement of Extraordinary Contribution form on file with Human Resources by March 1, 2025.  

 

Due Dates

Participating A/P faculty, classified staff, and their supervisors are expected to adhere to the due dates below and communicate with their supervisors and the Performance Management team (leaps@gmu.edu) if they are unable to comply with the published deadlines.

		Step 1	Step 2		Step 3	Step 4	Step 5	Step 6
Action	Evaluation Launch Date	Self-Eval*	Supervisor Evaluation**	Unit HR Review (pilot)	Reviewer Review & Sign-Off	1:1 Performance Evaluation Meeting	Supervisor Sign-Off	Employee Sign-Off
Due Date	2/17/2025	3/2/2025	3/24/2025	3/31/2025	4/13/2025	4/14/2025 – 4/25/2025	4/28/2025	4/30/2025

*The employee self-evaluation step can be reopened by the supervisor. 
**The supervisor evaluation step can be reopened by the reviewer.
**The reviewer evaluation step can be reopened by contacting leaps@gmu.edu. 

 

Performance Evaluation Initiation 

All employees eligible to participate in the 2025 annual performance evaluation will receive an email from MasonLEAPS inviting them to start the process by completing their self-evaluation. Email notifications and reminders are sent automatically at each step in the process. We recommend that a copy of the self-evaluation and the supervisor evaluation be saved before each step is submitted. 

 

Rating Scale Enhancements 

• The High-Performing rating is returning for 2025 and will slot between the Successful and Outstanding ratings. The High-Performing rating is a contributor rating and does not require additional documentation.  
• The Developing rating is reverting to Developing / Fair and will identify engaged performance that is moving toward demonstrating all required skills and abilities to become Successful OR employees who are now underperforming or not fully engaged in their work, which requires supervisory intervention.  

  

Rating Requirements

• Employees will enter a self-evaluation rating for each performance capability but will not provide an overall evaluation rating.  
• Supervisors will enter a rating for each performance capability and provide an overall evaluation rating. 
• For a non-supervising employee to qualify for an overall Outstanding rating, they must be rated Outstanding in at least two of the three rated performance capability areas.
• For a supervisor to qualify for an overall Outstanding rating, they must be rated Outstanding in at least three of the five rated performance capability areas.  
• See the additional eligibility requirement to receive an overall Outstanding rating below. 

 

Outstanding Rating Requirements

• The Outstanding rating represents (1) consistent and documented superior achievement that (2) has had a significant and positive impact on the performance and engagement of the unit or the institution, and (3) materially advances the mission of the organization in line with strategic priorities. If an employee’s performance does not demonstrate all three characteristics, then the individual or overall performance rating likely aligns to Successful or High-Performing.  
• DHRM policy requires that any classified employee who qualifies for an overall Outstanding rating (equivalent to the Commonwealth’s "Extraordinary Contributor" rating) must have an Acknowledgement of Extraordinary Contribution form on file. 
• The EC form must be completed and received by Human Resources no later than March 1, 2025, to support an overall Outstanding rating during this performance evaluation period. 
• If a classified employee receives an overall rating of Outstanding and an Acknowledgment of Extraordinary Contribution form is not submitted by 11:59 p.m. on March 1, 2025, the HR performance management (FSE) team will notify the unit dean/VP, unit HR, and HR Employee Relations team that the classified employee is ineligible for the overall Outstanding rating and the rating needs to be changed to comply with DHRM policy requirements.

Questions about this requirement can be submitted to leaps@gmu.edu. 

 

Added Awards and Recognition Section

• In support of the strategic priority to enhance employee reward and recognition, this section will carry over from the Midcycle Check-in and be included in annual evaluations.   
• Employees will be prompted to list any work-related awards, commendations, or kudos received during the evaluation year to-date. 

 

Probationary Progress Review vs. Annual Performance Review 

The annual evaluation may take the place of a Probationary Progress Review form for new classified staff if it aligns with the 3- or 6-month review and if there are no performance concerns. If performance concerns are identified, resulting in a Below Contributor rating, the Probationary Progress Review Form must also be submitted to leaps@gmu.edu.

Questions about documenting performance or extending the probationary period should be directed to Employee Relations at emprel@gmu.edu.

  

Exemptions 

HR may allow certain exemptions to the published annual performance evaluation process due to extenuating circumstances. Please email requests to leaps@gmu.edu.

 

Resources

The Performance Evaluation hub is available to help you navigate the process and stay up to date on the latest announcements. Access to the hub requires either a campus network or VPN connection. 

Additional job aids are available for your convenience under the How-To Guides section of the MasonLEAPS homepage. If you have questions, please contact leaps@gmu.edu.