QUARTERLY CONVERSATIONS 

Managing employees’ performance is one of a supervisor’s most important responsibilities, and providing ongoing 

feedback is crucial to doing that well. These conversations should not only provide feedback on how an employee is 

doing at that time. They should also cover any new projects, changes in work priorities, and difficulties the employee 

is encountering that may impact the performance expectations. 

In support of these guiding principles, Departmental Regulation 4040.430, Employee Performance and Awards, 

requires Rating Officials to have at least one formal conversation with each employee to review performance “no 

less frequently than once each quarter.” 

The Department does not specify an amount of time an employee must be under a Rating Official to 

receive a quarterly conversation. As a rule of thumb, each employee must receive at least one review 

each quarter. You may ask, “What if I only supervise the employee one day that quarter?” A few weeks

can be considered enough time to have a performance conversation, even if it consists of the employee 

bringing the new supervisor up to speed and making sure they're both on the same page as to what the 

employee’s priorities.

The following charts were developed to assist Rating Officials with timeframes for conducting quarterly

conversations. Rating Officials can also use the attached “Performance-Based Conversations” as a 

reference guide for holding performance discussions. 

Timeframes for Conducting Required Quarterly Conversations for In-Plant Rating Officials 

Quarterly Timeframe Completion Opportunity – Q1 through Q4 Conversations

October 1 through December 31 The completion of the performance plan for the upcoming appraisal cycle will 

serve as the first quarterly conversation.

*January 1 through March 31 Utilize the first IPPS assessment as an opportunity to conduct the second 

quarterly conversation. 

*April 1 through June 30 Utilize the formerthird quarterprogress review period as an opportunity to 

conduct the third quarterly conversation.

*July 1 through September 30 Utilize the second IPPS assessment as an opportunity to conduct the fourth

quarterly conversationwithout discussing the final rating.

 

Timeframes for Conducting Required Quarterly Conversations for Non In-Plant Rating Officials 

Quarterly Timeframe Completion Opportunity – Q1 through Q4 Conversations 

October 1 through December 31 The completion of the performance plan for the upcoming appraisal cycle will 

serve as the first quarterly conversation.

*January 1 through March 31 At the Rating Official’s discretion during this time period, conduct the second 

quarterly conversation. 

*April 1 through June 30 At the Rating Official’s discretion during this time period, conduct the third 

quarterly conversation. 

*July 1 through September 30 At the Rating Official’s discretion during this time period, conduct the fourth 

quarterly conversation without discussing the final rating. 
 

QUARTERLY CONVERSATIONS 

* Quarterly conversations can also be accomplished in these ways:

• When performance plans are set outside of October 1through 30 (ex – for a new employee). 

The date the plan is set is also considered the quarterly conversation.

• When advisory assessments or interim ratings occur before the end of the rating cycle (ex –

employee receives a new supervisor). The appraisal delivery date is also considered the

quarterly conversation. 

• For In-Plant Rating Officials, any additional meetings scheduled with the employee to discuss 

performance-related issues can suffice as the quarterly conversation if one has not already 

taken place during that quarter. 

Please email the Performance Management Team at PerformanceManagement@usda.gov with any 

questions.