Managers & Supervisors

Represented Staff Performance Evaluation

- FORM AND PROCESS -

 

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.  Represented employees should be evaluated using the Performance Evaluation form for 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.

NOTE: Special Guidance for Clerical (CX) Employees:

  • Clerical employees must be given advanced notice of deficiencies and how to correct deficiencies if the employee will receive a needs improvement (4) rating in a combination of categories that represent at least 51% of her/his job expectations.
  •  Clerical employee may or may not sign the evaluation to acknowledge receipt
    •  A signature does not mean that the employee agrees with the evaluation
    •  Supervisor's responsibility to provide a signed statement on the performance evaluation if employee does not sign
      •  Identify date performance evaluation issued and noting lack of signature by employee

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.

NOTE:  Special Guidance for Clerical (CX) Employees:

  • Clerical employees must be given advanced notice of deficiencies and how to correct deficiencies if the employee will receive a needs improvement (4) rating in a combination of categories that represent at least 51% of her/his job expectations.
  • Clerical employee may or may not sign the evaluation to acknowledge receipt
  • A signature does not mean that the employee agrees with the evaluation
  • Supervisor’s responsibility to provide a signed statement on the performance evaluation if employee does not sign.
  • Identify date performance evaluation issued and noting lack of signature by employee

 

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