FORM AND PROCESS
- FY 2019 AND EARLIER -
The due date for annual performance evaluations for policy-covered staff has been extended to September 30, 2020. An electronic copy of the signed performance evaluation form for all career, policy-covered (non-represented) staff will need to be submitted via an email drop box using the following steps:
Performance Evaluation Submission Steps
Submit completed Performance Evaluation via email drop box using the following steps:
- Scan each signed performance evaluation individually and save as a PDF with a unique document name that includes the LAST NAME, FIRST NAME, and DEPT CODE (e.g. “SMITH_JOHN_CHEM”)
- Attach the PDF copy of the signed performance evaluation to an email message
- Enter the DEPARTMENT NAME and EMPLOYEE NAME on the email subject line (e.g. “CHEM - JOHN SMITH”)
-- If attaching multiple PDF documents to a single email message, enter “MULTIPLE” on the email subject line and list the employee names in the body of the email message
-- PLEASE DO NOT SCAN MULTIPLE EVALUATIONS INTO ONE PDF DOCUMENT
- Send your emails to: (this is a secured site that has been set up for HR to receive and store electronic copies of the performance evaluations)
PART I: PLANNING FOR EVALUATIONS
One purpose of the Performance Evaluation is to provide the employee with a measure of their success in their specific job functions. However, performance evaluations also provide the opportunity for you and your employee to discuss previous and future goals, performance measures, training and career development needs, and to gauge the employee’s understanding of their job priorities.
These evaluations should take some thought and planning on your part to effectively communicate your feedback on the employee’s performance. Remember, these evaluations can be stressful for both you and your employee. Proper documentation, planning, and thoughtfulness on your part can aid in a smooth performance review and discussion. For on-going Performance Management tips, see the Performance Management page in this section.
Prior to the annual performance evaluation, the following steps are suggested in order to prepare:
- Step One: Compile all documentation such as the previous performance evaluation, previous annual goals and objectives for the employee, and other documentation related to the employee’s performance.
- Step Two: Inform the employee that you are starting the evaluation process. Provide the employee with the Employee Self-Assessment and ask them to complete it. (Completion of the self-assessment is voluntary.)
- Step Three: Schedule a meeting with the employee to discuss their Employee Self-Assessment, goals and objectives for the performance year (if appropriate), and potential goals for the next performance year. Take the employee’s feedback and self-assessment into consideration as you prepare to complete the evaluation form.
PART II: COMPLETING THE EVALUATION FORM
Once you have gathered the necessary information it is time to document it on the Performance Evaluation form. There are two Performance Evaluation forms available. Non-represented staff should be evaluated using the Performance Evaluation Form for Non-Rep Staff. The provides instructions on evaluation standards and allows you to rate performance factors that are demonstrated for each major job function that the employee performs. The form also provides sections for overall comments and future plans/actions.
Managers are encouraged to seek out additional training through HR’s Performance Management Program and other HR specialized training programs for managers and supervisors.
PART III: THE EVALUATION MEETING
After you have followed the steps to prepare for the evaluation and have completed the evaluation form, the following steps are suggested for having a successful performance evaluation discussion with the employee:
- Step One: Schedule a meeting with the employee to discuss the Performance Evaluation form. The meeting should take place in a location that allows for a confidential discussion.
- Step Two: Prepare personal notes for discussion topics and key points you would like to emphasize.
- Step Three: During the meeting, create a positive climate by using a relaxed, non-threatening tone. Balance your feedback by using both constructive and reinforcing comments. Use examples of specific observable behaviors. Listen actively to the employee’s comments and any concerns during the meeting.
- Step Four: If appropriate, finalize the employee’s Performance Goals and Objectives for the next performance year.
- Step Five: At the conclusion of the performance discussion, reiterate next steps such as development steps, training to take, or a formal six-month check-in.
- Step Six: Provide the employee with your written evaluation and allow him/her time to review and respond, if desired, before asking him/her to sign the evaluation. (The employee is signing to acknowledge receipt. If the employee declines to sign, indicate that on the employee’s signature line as: Employee declined to sign.)
- Step Seven: Sign the evaluation yourself and get other signatures as appropriate.
- Step Eight: Provide the employee with a signed copy of the evaluation and keep the original on file in the department’s employee personnel file.