Continuous Performance Management (CPM)

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Continuous Performance Management (CPM)
Division of Administration Personnel Policy No. 149

Effective Date: February 12, 2026

Subject: Continuous Performance Management (CPM)

Authorization: Bryan McClinton, Deputy Commissioner

Policy Sections

1. Policy
2. Purpose
3. Applicability
4. Definitions
5. Procedure
6. Agency Review Panel
7. Effects of Performance Evaluation Ratings
8. Market Adjustments
9. Reporting
10. Exceptions
11. Questions

Policy Content

I. POLICY:

The performance and behavior of the Division of Administration's ("DOA") employees shall be timely evaluated by supervisory personnel on an annual basis in accordance with Chapter 10 of the Civil Service Rules.

II. PURPOSE:

This policy sets forth guidance and the procedure governing the annual performance evaluation process.

III. APPLICABILITY:

This policy applies to all classified and designated unclassified employees, except WAEs (When Actually Employed) and students, in all DOA Sections.

IV. DEFINITIONS:

1. Continuous Performance Management (CPM) – The system used to set clear goals, define expectations, monitor progress, provide constructive feedback, modify job requirements as priorities change, and support employee engagement, development and productivity.

2. Performance Evaluation Year: January 1 through December 31 of each year.

3. Performance Plan - The document that establishes an employee's work tasks, goals and behavioral expectations for the Performance Evaluation Year. Such expectations are determined by the Evaluating Supervisor, with input and approval of the Second Level Evaluator.

4. Performance Evaluation Rating: The official, overall rating of the performance and behavior of an employee for the Performance Evaluation Year, measured against the goals and expectations set forth in the Performance Plan.

   1. Performance Ratings:
      • Exceptional: Consistently exceeds position requirements
      • Exceeds Expectations: Occasionally exceeds the position requirements
      • Successful: Meets position requirements
      • Needs Improvement: Occasionally fails to meet position requirements
      • Unsuccessful: Consistently fails to meet position requirements
   2. Alternate Ratings:
      • Not Evaluated
        • Employees hired on or after October 1 of the Performance Evaluation Year shall be assigned a "Not Evaluated" rating.
        • Employees transferring to DOA between January 1 and March 1 who have not been rated by the losing agency as of the effective date of the transfer shall be assigned a rating of "Not Evaluated".
        • A "Not Evaluated" rating shall have the same effect as a rating of "Successful".
      • Unrated
        • An employee shall be designated by Human Resources as "Unrated" in the absence of a timely performance evaluation or when an evaluation is in violation of the Civil Service Rules;
        • An "Unrated" rating shall have the same effect as a rating of "Successful".
        • Employees receiving an "Unrated" rating shall be notified by Human Resources.

5. Evaluating Supervisor - Generally, the immediate supervisor who is in the best position to observe and document the employee's performance and behavior. The Evaluating Supervisor is responsible, along with the Second Level Evaluator, for administering Continuous Performance Management in accordance with this policy and the Civil Service Rules.

6. Second Level Evaluator - The individual designated to concur with and approve both the Performance Plan and the Performance Evaluation form prepared by the Evaluating Supervisor.

V. PROCEDURE:

1. The CPM process must be completed in accordance with the following timelines:

   1. Required:
      1. For existing employees, no later than March 1 of each year.
      2. For new employees, within 60 days of hire.
      3. For employees who, during the Performance Evaluation Year, permanently move into a position having a different position number along with significantly different duties, within 60 days of transfer to the new position.
   2. Recommended:
      1. When the Evaluating Supervisor of an employee changes.
      2. When the Evaluating Supervisor deems a new Performance Plan to be appropriate.

2. Performance Plan and Session:

   1. The Evaluating Supervisor is responsible for completing the Performance Plan by identifying the goals and expectations upon which the employee's performance and behavior will be evaluated.
   2. The Performance Plan, at a minimum, must contain two performance-based goals, and one behavior-based goal.
   3. The Performance Plan, as proposed, shall be forwarded by the Evaluating Supervisor to the Second Level Evaluator for review and input.
   4. If the Second Level Evaluator does not approve the Performance Plan, it shall be routed back to the Evaluating Supervisor for revisions.
   5. If the Second Level Evaluator approves the Performance Plan, it shall be routed to the Evaluating Supervisor and Employee.
   6. The Evaluating Supervisor shall schedule and conduct a formal, private meeting (Planning Session) with the employee to discuss the goals and expectations set forth in the Performance Plan.
   7. The Evaluating Supervisor shall sign the Performance Plan and document the date of the Planning Session. Upon completion, the Performance Plan shall be routed to the employee's inbox for acknowledgement.
   8. Refusal by the employee to acknowledge receipt of the completed Performance Plan shall not prevent the Performance Plan from becoming official.
   9. Upon completion of the Performance Planning Session, the employee shall be provided a copy of all documentation.

3. Performance Coaching:

   1. Throughout the Performance Evaluation Year, the Evaluating Supervisor shall monitor the performance and behavior of the employee based upon the goals and expectations set forth in the Performance Plan.
   2. The Evaluating Supervisor shall have ongoing communications with the employee to provide support, encouragement and feedback (negative and positive). Additionally, the Evaluating Supervisor shall identify and assign training, as necessary, to facilitate the employee's successful performance and development.
   3. The Evaluating Supervisor's observations and communications shall be documented throughout the Performance Evaluation Year for inclusion, as appropriate, in the Performance Evaluation.
   4. Performance and behavioral concerns are to be addressed throughout the Performance Evaluation Year at the time of occurrence. Human Resources personnel are available to provide guidance and assistance.

4. Performance Evaluation:

   1. Employees shall be annually evaluated on their overall performance and behavior in relation to the goals and expectations set forth in the Performance Plan.
   2. The evaluation process for the prior Performance Evaluation Year shall be conducted for all employees between January 1 and March 1.
   3. All Performance Evaluation ratings shall be recorded with an effective date of January 1 of the Performance Evaluation Year in which the rating is conducted.
   4. The Evaluating Supervisor is responsible for rating and providing comments for each goal and expectation in the Performance Evaluation.
   5. Performance Evaluations are to be supported by comments and documentation. In the case of an "Unsuccessful" rating, the comments and documentation combined must be sufficient to support the rating and potential disciplinary action. Such comments and documentation shall also apprise the employee of deficiencies in sufficient detail to permit for the employee to provide defense/explanation in an agency review or appeal setting.
   6. The Performance Evaluation shall be forwarded by the Evaluating Supervisor to the Second Level Evaluator for review and input.
   7. If the Second Level Evaluator does not approve the Performance Evaluation, it shall be routed back to the Evaluating Supervisor for revision.
   8. If the Second Level Evaluator approves the Performance Evaluation, it shall be routed to the Evaluating Supervisor and employee.
   9. The Evaluating Supervisor shall schedule and conduct a formal, private meeting (Evaluation Session) to discuss the employee's achievement of the goals and expectations set forth in the Performance Plan.
   10. The Evaluating Supervisor shall sign and document the date of the Evaluation Session. Upon completion, the Performance Evaluation is routed to the employee's inbox for acknowledgment.
   11. Performance Evaluation Sessions shall be conducted after the Performance Evaluation Year has ended, with the process completed no later than March 1.
   12. The employee's signature does not indicate agreement with the evaluation; rather it confirms the employee's receipt of the Performance Evaluation.
   13. If the employee declines to sign the Performance Evaluation, the Evaluating Supervisor shall note this on the form and record the date that the Evaluation Session occurred. An employee cannot prevent the evaluation from becoming official by refusing to sign the form.
   14. The Performance Evaluation shall become official when the employee receives a copy. Once this occurs, only the Agency Review Panel can change the evaluation.
   15. Upon completion of the Performance Evaluation Session, the employee shall be provided a copy of all documentation.

5. Employee Unavailability:

   1. When an employee is not available to participate in the Performance Planning and/or Performance Evaluation Session, the requirements of providing a copy of the Performance Plan and Performance Evaluation shall be satisfied by notifying the employee via mail or email in accordance with the following:
      1. If mailed to the employee's most recent address of record in Human Resources, as evidenced by official Proof of Mailing from the U.S. Postal Service; or
      2. If emailed to the employee's state-issued email address, along with a "read receipt", reply email or other affirmative acknowledgment of receipt by the employee.
   2. For Performance Evaluations, notification must be sent by mail or email on or before March 1 of each year.

VI. AGENCY REVIEW PANEL:

1. A permanent employee who receives an overall Performance Evaluation of "Unsuccessful" may request an official review of the evaluation by the designated Agency Review Panel.
2. The Appointing Authority shall designate the members of the Agency Review Panel. The Panel shall not include the employee's Evaluating Supervisor nor Second Level Evaluator.
3. To be timely, a Request for Review must be submitted in writing and postmarked or received by DOA's Human Resources Office no later than March 16 of the Performance Evaluation Year. The request form can be found on the Civil Service website.
4. The Agency Review Panel shall notify the Human Resources Office of any rule violation identified in the review process, in which case the rating shall be changed to "Unrated".
5. If the Request for Review is timely and compliant, the Agency Review Panel shall review the employee's Request for Review, the Performance Planning, the Performance Evaluation, along with any supporting documentation provided or requested.
6. The Agency Review Panel shall also separately discuss the contested Performance Evaluation with the employee, the Evaluating Supervisor and the Second Level Evaluator.
7. The Agency Review Panel may request and shall be provided any additional documentation deemed necessary to render a decision. The Evaluating Supervisor and employee shall be provided a copy of any such additional documentation.
8. The Agency Review Panel shall give the employee, the Evaluating Supervisor, the Second Level Evaluator and the Human Resources Office written notice of the results of its review. This notification shall be provided no later than April 16.
9. After review of the documents and discussions identified above, the Agency Review Panel, by majority vote, shall either 1) uphold the Performance Evaluation Rating or 2) assign an overall rating of "Needs Improvement".
10. Any change in the Performance Evaluation deemed warranted by the Agency Review Panel shall be recorded by the agency's Human Resources Office on the official Rating Replacement form.
11. The Performance Plan, Performance Evaluation, Request for Review, Agency Review Panel's decision, and all supporting documentation reviewed, shall be maintained by Human Resources.
12. The Agency Review Panel's decision shall be final and not subject to further review.
13. Only the Agency Review Panel can change a rating of "Unsuccessful" once the rating becomes official.
14. DOA's Grievance Process shall not be used to review a Performance Evaluation Rating or the decision of the Agency Review Panel.

VII. EFFECTS OF PERFORMANCE EVALUATION RATINGS:

Employees rated as "Exceptional," "Exceeds Expectations," or "Successful" shall be eligible for promotion, detail to special duty to a higher-level position, attainment of permanent status, placement on a Department Preferred Reemployment List (DPRL), and reallocation in a Career Progression Group (CPG).

1. Exceptional Ratings: Employees whose overall Performance Evaluation Rating is "Exceptional" may receive a reward in a lump sum amount of up to 3% of the employee's base salary, not to exceed $2,500.00.
2. Needs Improvement Ratings: Employees whose overall Performance Evaluation Rating is "Needs Improvement" shall not be eligible for promotion, detail to special duty to a higher-level position, attainment of permanent status, placement on a Department Preferred Reemployment List (DPRL), and reallocation in a Career Progression Group (CPG). No employee shall be rated "Needs Improvement" in two consecutive years.
3. Unsuccessful Ratings: Employees whose overall Performance Evaluation Rating is "Unsuccessful" shall not be eligible for promotion, detail to special duty to a higher-level position, attainment of permanent status, placement on a Department Preferred Reemployment List (DPRL), and reallocation in a Career Progression Group (CPG).

VIII. MARKET ADJUSTMENTS:

Employees whose overall Performance Evaluation Rating is "Exceptional," "Exceeds Expectations," "Successful," or "Needs Improvement" shall be eligible to receive a market adjustment.

Market adjustments shall be granted to eligible employees who have been in active status for at least six months prior to the disbursement date on July 15 of each year, except for those serving as classified When Actually Employed (WAE) employees. The amount of market adjustments shall be as follows:

• If the employee's hourly rate of pay is fixed at a point from the minimum up to the midpoint of the pay range for his position, his base pay shall be increased by 4%.
• If the employee's hourly rate of pay is fixed at a point above the midpoint up to the maximum of the pay range for his position, his base pay shall be increased by 3%.

IX. REPORTING:

1. The Human Resources Office is required to provide a report to DOA's Appointing Authority by April 30 of each year identifying all employees with a confirmed Performance Evaluation Rating of "Unsuccessful".

2. Upon receiving a list of employees with confirmed "Unsuccessful" ratings, the Appointing Authority shall carefully review the circumstances surrounding each rating and determine whether disciplinary action, up to and including dismissal, is warranted and supported by documentation.

X. EXCEPTIONS:

The requirements of the CPM program are mandatory. Only the Director of the Department of State Civil Service may approve exceptions to the requirements of the CPM program set forth in Chapter 10 of the Civil Service rules.

XI. QUESTIONS:

Questions regarding this policy should be directed to the Office of Human Resources.

NOTE: This policy text is provided online for your convenience. The signed original policy document remains on file in the Division of Administration Office of Human Resources.