Employee Performance Appraisal Process


Executable Appraisal Handbook (Select "Run" to view. Some pop-up blocker software will prevent the file from executing.)

PDF Appraisal Handbook (printer-friendly version)

The goal of the Employee Performance Appraisal is to periodically provide employees with the information they need to be successful and to provide supervisors with the information they need to facilitate that success.

The forms are available on the "Forms" page under "Employee Performance Evaluation Forms".

If you are unable to use the downloads, stop by our office or contact Human Resources at 581-3514 to have a form sent by mail.

Beginning of Performance Appraisal Period:

 Civil Service appraisals should be done on a periodic basis covering approximately 12 months. The beginning of the fiscal year is typically the beginning of the Civil Service Appraisal period for most employees For new employees, the appraisal period may begin at the completion of probation or the date the employee is assigned. In these cases, the period might not be 12 months.
 
At the beginning of the appraisal period, supervisors need to meet with each employee and discuss expectations for the upcoming appraisal period. Initiate the Performance Appraisal Form by completing the following sections:

1. Name, Date, Classification, Department and the review period (i.e., July 1 - June 30) at the top of page 1.
2. Review and explain Section I requirements. Do not rate or include any justification/comments at this time.
3. Identify, discuss, and document the two Job Duties that will be rated in Section IIa. Do not rate or include any justification/comments at this time.
4. Identify, discuss, and document at least two Goals/Objectives in Section V. Do not rate or include any justification/comments at this time.
5. Both supervisor and employee sign and date the top of page 5 to show that the expectations for the appraisal period have been discussed at the beginning of the period.

Do not send this form to Human Resources. Provide a copy to the employee and the supervisor should keep the original form until the end of the rating period. At that time, all ratings and justifications will be completed – next June for most employees.

During the Performance Appraisal Review Period:

Observe, document and discuss both positive and negative performance as needed. Monitor the progress on the two Goals and Objectives that were established a the beginning of the review period and make adjustments as needed.

You and your employee should discuss any areas needing improvement and document to that effect. We encourage you to use the Event Record to discuss and document any appropriate positive or negative events as they occur throughout the year. The completed Event Record can then be used to help you complete the Performance Appraisal Form at the end of the review period.

End of the Performance Review Period:

At the end of the appraisal period, review the Event Record and other documentation used during the Review Period to help complete the Performance Appraisal. For some employees the period would end when the employee leaves your department for another department on campus.  The Performance Appraisal form is a summary of what has occurred during the past year that was documented on the Event Record or other means. We recommend that you also use the Employee Worksheet which should be completed by each of your employees before any appraisal discussions take place. One of the most important aspects of the form is that it is not to be used to initiate any formal disciplinary actions. Disciplinary action should take place at the time of occurrence.

Complete the following on the original form you initiated at the beginning of the appraisal period:

• Section I - Rate the job factors that apply to the performance. All seven factors will apply to most employees; however, if a job factor does not apply to a specific employee, please write "n/a" in the justification section.
• Section IIa - Rate and comment on the two Position-Specific factors that were established at the beginning of the review period.
• Section IIb - Rate and comment on the remaining factors
• Section III - Rate and comment on Supervisor - Leadership (if applicable)
• Section IV - Calculate Overall Rating
• Section V - Rate and comment on the two Goals and Objectives that were established at the beginning of the review period.
• Complete Sections VI and VII
• Employee and Supervisor sign and date signature page
• Forward the original to your department head for signature
• Make a copy for both the supervisor and employee
• Send the original to Human Resources, 2010 Old Main.
• Refer back to "Beginning of Performance Appraisal Period" at the top of this page to begin the process for the next review period.

To ensure that the form is completed correctly, please download the "Performance Appraisal Checklist".

Use the following as a general guide when determining your ratings for each item:

• Well below minimum requirements;
• not effective;
• fails to satisfactorily accomplish virtually all aspects of the job element;
• has negative impact on the department in the job element.

• Usually below acceptable standards;
• not proficient;
• fails to satisfactorily accomplish some of the aspects of the job element;
• requires more than average supervision;
• needs development.

• Consistently meets all requirements of the job element;
• solid performer;
• fully competent

• Generally exceeds expected results;
• high quality results;
• well above average;
• has positive impact on the department in the job element.