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Performance Appraisal Quick Training

Keep This in Mind

  • Maintain a tickler file to help you remember standard performance, stellar performance and things that need to be corrected. Record employee's response to any recommendation(s).
  • Be clear about what you really want to have happen.
  • You must have current accurate job descriptions (preferably electronic) for each employee you supervise.
  • To achieve effective communication be respectful.

Why do it:
  • Establishes and/or clarifies job objectives.
  • Establishes standards against which performance will be measured.
  • Identifies employee developmental needs and strategies to address these needs.
  • Enhances communication between employee and supervisor.

What to do:

When the Performance Appraisal should be conducted

    • Required: (formally) at least annually, by the end of March, for non-faculty, benefit-eligible employees
    • Recommended: semi-annually or quarterly.
    • Evaluation During the Introductory Period of Employment
      • Give evaluations throughout the introductory period.
      • Schedule the evaluations and communicate performance criteria for the position during the first week of employment.
      • Suggested frequency of performance evaluations:
        1. At least one performance evaluation for non-exempt employee during the six-month introductory period.

        1. At least two performance evaluations for an exempt employee during the one-year introductory period.

      • Evaluations should conform to HR Policy 329 (Performance Appraisals Procedures).

    • Who Conducts the Performance Appraisal:
      • The immediate supervisor (defined as the person who assigns and reviews the employee’s work and is responsible for necessary corrective actions).
      • If under the direction of more than one supervisor during the performance review period:
        • The evaluation is done by both the previous and current supervisor.
        • The current supervisor:
          • Has the primary responsibility for completing the form.
          • Is encouraged to consult with the previous supervisor(s) to ensure that a fair assessment has been made.

    • What to Include in the Performance Appraisal Discussion::

      • Have the employee provide a self-review.
        • Have the employee discuss job expectations, developmental plans, concerns, and areas where they feel they need/want additional training.
        • The Supervisor should discuss the employee's self-review.
      • Review the employee's performance during the previous year measured against standards set at the start of the year.
        • Identify and agree upon the position’s essential functions/major responsibilities.
        • Review each job responsibility, identify the percentage of time associated with each responsibility, and evaluate each responsibility.
      • Review both successes and failures.
        • Take the time to understand why certain objectives were achieved or not.
      • Create training and development plans.
      • Although this is a mutual effort, the final decisions regarding these items are the responsibility of supervisors and administrators.
    • Approval Process of the Performance Appraisal:

      • After the performance appraisal discussion, finalize the appraisal form.
      • Ask the employee to sign the appraisal form. (Signing the appraisal form does not necessarily represent agreement with the contents of the appraisal.)
        • Allow Employees to provide a written explanation of any disagreement to be attached to the final appraisal form.
      • Forward the form to the supervisor's manager, dean, or department head for review and signature.
        • If the reviewer approves the assessment:
          • He/she signs the form
          • he/she returns it to the supervisor for distribution who:
            • Sends the original to the Office of Human Resources for the employee’s file.
            • Keeps one copy in the department.
            • Gives one copy to the employee.
        • If the administrator does not approve the assessment:
          • he/she returns the form to the supervisor with comments for consideration.
          • If there are modifications due to these comments, discuss the changes with the employee and have the employee sign the modified form.
          • Send the form back to the administrator who signs (if in agreement) and returns it to the supervisor for signature and distribution.
    • Employee rights include the right to:

    • Submit, as part of the performance appraisal, his/her own account of his/her performance for the year.
    • Request that a representative from the Office of Human Resources be present at any meeting to discuss performance for the year.
    • Appeal the appraisal. Since performance appraisals are co-signed through a chain of command from employee to supervisor to administrator within each college or administrative unit, employees may appeal the performance appraisal process through the same chain of command.

Example Performance Appraisals: