PMP Resources for Staff

The performance evaluation form is now an electronic form and includes several technological updates. The contents of the evaluation form have essentially remained unchanged.

Employees and supervisors, an access the platform for PMP Evaluations by going directly to the PMP Evaluation Form through the PMP website or through myUMB Portal. The PMP Evaluation dashboard will be available starting March 30.

Employees who have been in their position for at least 120 days by the end of the cycle (March 31^st) and are either: Non-exempt, Exempt, or Contingent II are eligible to receive an evaluation. For the current cycle, employee must have been hired by December 1^st of last year.

If an employee has been in their position for less than 120 days, a formal evaluation will not be completed. Supervisors should meet with new employees to set goals for the following performance cycle. These employees may or may not be eligible for merit increases. Merit increases occur when approved by the Maryland legislature. More information regarding eligibility will be provided when and if a merit increase is granted.

The performance review cycle begins each year on April 1^st and ends the following year on March 31^st. There are three phases to the performance review cycle.

1. Phase 1 – Performance Planning Period
1. Set operational and learning goals and objectives for the upcoming review cycle.
1. Non-exempt: May 1 – May 31
2. Exempt: June 1 – June 30
2. Phase 2 – Performance Feedback & Development
1. Provide continuous feedback throughout the process
1. Ongoing throughout the year
2. Conduct mid-cycle reviews at approximately the mid-point of the evaluation cycle
3. Phase 3 – Performance Evaluation
1. Complete annual performance evaluations.
1. Non-exempt: April 1 – April 30
2. Exempt: April 1 – June 1

Performance evaluations that are not completed by the required due date for Non-exempt and Exempt employees must receive an overall rating of “Meets Standards.” The system will not automatically assign the “Meets Standards” rating. Supervisors must mark overdue evaluations as “Meets Standards” in the online PMP portal. Evaluations may also be marked “Above Standards” or “Outstanding” just not “Below Standards” or “Unsatisfactory.”

 Contingent I employees are not eligible to receive a PMP evaluation.

We recommend that you check your dashboard daily or as frequently as possible in order to meet required deadlines. While some notifications will be received via email, the dashboard maintains the most up to date information. The recommended browsers for using the dashboard are Edge, Chrome, Firefox.

Roles

There are a number of user roles within the PMP Evaluation Dashboard.

1. Employee – Staff level employee who does not directly supervise.
1. Has access to complete an online self-evaluation
2. Has access to review their performance evaluation
3. Has access to make comments on their evaluation
4. Has access to sign their performance evaluation online
5. Has access to the signed and completed performance evaluation online after it has been completed
2. Supervisor of Record – Direct Supervisor.
1. Has all the same access as an employee  
2. Has access to a list of employees who report directly to them
3. Has access to review their direct reports completed self-evaluations
4. Has access to rate employees on performance and make comments
5. Has access to designate Other Rating Officials, 2nd Level Reviewers, and Final Reviewers.
6. Has access to make changes before the evaluation is signed off on by all parties
3. Other Rating Official – The rating official is the designated individual who has knowledge of the employee's work and is able to assess the employee’s performance.
1. Has access to review the employee evaluations for which they have been designated as an “Other Rating Official”
2. Has access to rate employees on performance and make comments
4. 2nd Level Reviewer – Typically, a level above the Supervisor or Executive member of the department. May be a specific individual designated by each school.
1. Has access to review the employee evaluations for which they have been designated as a “2nd Level Reviewer”
2. Has access to rate employees on performance
5. Administrative User – Dean, VP, and Designated HR School/ Unit Representative who has access to reports and administrative tools.
1. Has access to run and review available system reports.
2. Has the ability to view evaluations that they have access to but are not able to assign ratings or comments, etc.
3. Has access to send reminders if necessary to users as needed.

Self-Evaluations

The system allows for employees to complete a self-evaluation for their supervisor to review and consider. Supervisors should inform their employees whether they would like them to complete a self-evaluation. Self-evaluation due dates are determined by the supervisor. Employees are encouraged to complete a self-evaluation but not required to do so.

Supervisors will have access to review their employee’s completed self-evaluation. If the employee’s self-evaluation is different than the supervisor’s perspective of the employee’s performance, the supervisor should have an open conversation as to why those ratings were selected and evaluate any available documentation to substantiate the rating. The supervisor will make a final decision on the final rating.

Supervisors are not permitted to copy an employee’s self-evaluation verbatim.

Access and Ratings

All users will have access to the PMP Dashboard. Access is determined by the user’s role in the system. For example, if you are a supervisor, you will have access to your direct reports and to your own evaluation. Staff level employees will have access to their own evaluation. System administrators will have access to reports and administrative tools, their own evaluation, and direct reports. School Deans, VPs, and Designated HR School/Unit Representatives will also have access to view the evaluations in their assigned school/unit.

For an overall rating other than “Meets Standards”, the system will require the selection of a 2nd Level Reviewer. If a 2nd Level Reviewer is designated, they are required to review and sign off on the evaluation prior to the evaluation being routed to the employee.

Comments are required for all ratings other than “Meets Standards”. Comments are encouraged for “Meets Standards” ratings.

“Other Rating Officials” can add comments once the direct supervisor completes the evaluation form. It is recommended that “Other Rating Officials” include their initials at the end of their comment so that the employee can differentiate who made the comment.

If an employee is transferred to a new department in the middle of a performance cycle, and the current supervisor has supervised the employee for at least 120 days, the newer supervisor should complete the evaluation. If it has been less than 120 days and the current supervisor does not feel they have enough information to complete the evaluation, the PMP evaluation can be routed to the previous supervisor if that person is still a UMB employee. If you are unsure who should complete the review, please reach out to ELR at HRELR@umaryland.edu for further guidance.

During the Planning Phase (Phase 1) of the performance cycle, operational objectives and learning goals should be completed for each employee. Operational objectives and learning goals should be created in the PMP Dashboard using the respective links. These links are available May 1^st.

If employees are in the same job title with the same responsibilities or if the operational objectives are related to a departmental goal, then operational objectives and learning goals for employees can be the same.

Supervisors are encouraged to assess the operational objectives and learning goals and make changes as necessary with employee awareness. Operational objectives and learning goals can be changed by supervisors to reflect changes in the role/tasks that may occur throughout the year.

After the Supervisor has completed and signed the performance evaluation in the online portal, they should conduct the performance review meeting with the employee. If applicable, this should be done after the Supervisor, “Other Rating Official” and/or 2nd Level Reviewer has completed and signed the performance evaluation in the online portal.

In-person meetings are strongly encouraged. Virtual evaluation meetings can occur as long as they are conducted in private. A meeting is considered private if only the supervisor and the employee are present and have access to the link. If the employee does not agree with their supervisor’s ratings or comments, the employee should express their disagreement to their supervisor.

After the conclusion of the evaluation meeting with their supervisor, employees should log back into their PMP Dashboard to make any comments that they may have and sign the evaluation.

If changes are made during/after the evaluation meeting, the employee will be able to review the changes in the PMP platform prior to signing.

Employees will receive the following system generated email notifications:

1. Notification that their evaluation is ready to be reviewed
2. Notification that the evaluation has been completed and finalized

Mid-Cycle performance evaluations are due in October for Non-exempt employees and no later than the end of November for Exempt employees. Engaging in these discussions help promote two-way feedback, engagement, and continuous improvement.

Non-Exempt Employees – Mid-cycle performance evaluations are mandatory (required) for Non-exempt employees. Failure to complete a mid-cycle performance evaluation for Non-exempt employees will result in the employee having to be rated as an overall “Meets Standards” for the annual performance evaluation.

Exempt Employees - Mid-cycle performance evaluations are not required for exempt employees. Mid-cycle performance evaluations are strongly encouraged for exempt employees.

The online evaluation has a review and print feature. Supervisors and staff have access to review completed evaluations in the platform moving forward.

For day-to-day questions, please contact your designated School/Unit HR Representative.

For help with the online portal, please contact the  PMP Solution Center.

1. PerformanceManagement@umaryland.edu
2. 410-706-7601

For technical issues, please contact the Help Desk.

1. help@umaryland.edu
2. 410-706-HELP (4357)

For questions regarding the Performance Management Program, please contact your designated ELR Representative, or contact the general ELR Department and be routed to the next available representative.

1. HRELR@umaryland.edu
2. 410-706-7302

Is there a way to see a PMP evaluation from the previous year?

Starting with the 2022 – 2023 Performance Management cycle, employees may access prior years evaluations under the “My Evaluation Profile” link on their employee dashboard.

If you need additional assistance, please reach out to performancemanagement@umaryland.edu or call 410-706-7601.

If a supervisor is out on leave during the time frame that evaluations are due, who should complete  the review?

Supervisors will need to reach out to their HR Partner for further instructions.

What happens if I am out on leave during the evaluation period?

Supervisors should complete the PMP evaluation form and submit it to the employee through the portal. If the evaluation is submitted to the employee prior to the due date, it will not default to “Meets Standards” even if the meeting with the employee has not occurred. The meeting with the employee should occur within 30 days of the employee’s return to work to finalize the performance evaluation.

How is it possible to get anything higher than a “Meets Standards” for attendance?

All employees are expected to adhere to an established scheduled. That is the bare minimum – that does not exceed the expectations. There may be situations where employees work outside of their normal hours, overtime, etc. - that is above standards. There may not always be an opportunity to do more.