Performance and Merit

Six-Month Review Process

A six-month performance evaluation for new employees is an important part of the employment process. This early communication helps to ensure employees get off to a good start and sets the stage for their long-term success. It also provides an opportunity for both the supervisor and employee to assess whether there is a mutual job fit and discuss goals and expectations going forward. Employees who are new to OVC have a six-month performance evaluation to mark the completion of their initial period in their new position. Thereafter, all OVC employees receive an annual review.

Reminders of time to prepare for an employee’s six-month review are sent to the employee’s supervisor approximately one month before the review should take place. The forms below should be completed, signed and returned to Kristin McCoy, Senior Human Resources Business Partner.

Annual Performance Review Process

All OVC staff will receive an annual performance review. Formal performance reviews are a crucial part of the ongoing dialogue between managers and their employees. The objectives of the review conversation are to make sure that the employee and manager share a clear definition of the job, an understanding of performance expectations for the position, and an assessment of the employee’s performance.

The recommended process includes the following steps:

  1. Supervisor encourages the employee to share responsibility in a reciprocal process
  2. Employee completes and submits a written self-appraisal to his/her/their supervisor
  3. Supervisor solicits feedback from colleagues, customers, and direct reports
  4. Supervisor and employee review job/position description, update as needed, discuss past year’s performance.
  5. Review is written by the supervisor and the employee receives a copy

OVC offices should select forms that are meaningful and consistent within their office. The following forms are suggested:

Annual Salary Review Process


Support staff whose start date is on or before the last Monday in November are eligible for merit increases, effective at the beginning of the pay period closest to April 1.

Administrative staff whose start date is on or before January 1 are eligible for merit increases, effective July 1. Other academic staff are immediately eligible for that year’s performance review, effective July 1.

Differentiating Pay

One of our priorities as an employer is to retain the many talented employees who work within OVC. Studies show that one of the most effective ways to retain top performers is to reward them based on job performance. One way we can do this most effectively is by carefully distributing our merit pool.

Merit increases are to be used to recognize an employee’s performance, contributions, and past year’s achievements. Individuals who demonstrate exceptional performance should be recognized with review increases at or above the established merit allocation amounts. We encourage managers to engage in open communication with staff regarding their specific performance rating so that employees understand their level of performance as compared to the merit range established. Below are OVC’s established performance ratings.

OVC Performance Ratings

Exceptional (10%): These employees perform in all major dimensions (job expectations, performance goals and professional developmental objectives) in an exceptional way – beyond the levels established. These employees’ performance significantly exceeds position expectations and/or they have achieved a major accomplishment beyond the scope of their job description.

High Achiever (50-55%): Performance which frequently exceeds expectations and shows a high level of excellence in all of the most important aspects of the position. These employees succeed in achieving all expectations (meet all key commitments, performance objectives, and development goals) consistent with a high set of standards.

Solid Performer (40-45%): Performance which consistently meets position requirements. These employees understand and employ principles, techniques and procedures consistent with job expectations and necessary for efficient job performance. Employees who perform well deliver on most ongoing or key commitments, performance objectives and developmental goals in timely manner.

Needs Improvement (0-2%): Performance which is slightly below minimum acceptable standards for the position or inconsistent. These employees have not consistently met all key job responsibilities, performance objectives and/or development goals.

Employees whose performance is unsatisfactory will not be eligible for a merit increase. If an employee’s performance consistently fails to meet minimum position requirements or employee lacks skills required or fails to utilize necessary skills documentation of corrective action by manager/supervisor is required. Performance documentation should be developed in consultation with OVC HR.