Performance Appraisals

Performance Appraisals

Performance Appraisals are:

  • A positive means to provide feedback.
  • A positive means to obtain input.
  • A key tool for evaluation and feedback.

Performance Appraisals are not:

  • Disciplinary in nature.
  • A one-sided process.
  • Meant to provide surprises.
Performance Appraisal Process

Performance Appraisal Process

  • For probationary employees, a performance appraisal should be completed two and four months after the employee has started on the job.
  • For permanent employees, a performance appraisal should be completed at least once a year.
  • In order to be able to provide accurate and balanced performance reviews, it is essential that managers take the time to do a quality job in establishing performance goals and coaching. The final feedback should contain no surprises for either the manager or the staff member.

Performance Appraisal Flowchart (Probationary Employees)

Performance Appraisal Flowchart (Permanent Employees)
 

Preparing Performance Appraisal Forms

When completing the form:

  • Consider the entire evaluation period.
  • Review notes/memos given to the employee or made by you as documentation during the evaluation period as well as review samples of work products produced by employee.
  • Review attendance record.
  • Consult with others who give work direction to the employee.
  • For Classified employees who are not administrators, each employee is to be evaluated in four areas and an overall rating is to be determined.
  • In each area, as well as the overall evaluation, the manager is to determine if the employee’s performance:

Exceeds Standards - Performance was clearly superior, consistently exceeded the expectations and the requirements of the position.
Meets Standards - Performance met the expectations and the requirements of the position. Meets the high performance standards of the School or Department.
Below Standards - Performance was below standard with regard to the expectations and the requirements of the position. Steps must be taken to improve overall performance. This rating must be documented by the following:

  • A statement of the problem or concern.
  • The desired improvement.
  • Suggestions on how to improve.
  • Provisions for assisting the employee.
     
  • For Classified employees who are administrators, each employee is to be evaluated in five areas.  Each area is divided into sub-areas for which the employee is evaluated as Exceptional, Strong, Good, Acceptable, Limited (or not applicable).  There is also a section for the evaluator to include performance objectives to identify ways in which job performance can be developed or improved.  If an employee received a “limited” rating in any area, a performance objective must be created with the following:
  • A statement of the problem or concern.
  • The desired improvement.
  • Suggestions on how to improve.
  • Provisions for assisting the employee.
     
  • Promotability Evaluation Form
  • Preliminary Performance Evaluation Form
  • Performance Evaluation – Permanent Classified Employees
  • Performance Evaluation – Permanent Classified Administrators
Conducting the Performance Appraisal Conference
  • The setting for the conference should be private, where you can be assured you and your staff member will not be interrupted.
  • Compare the actual specific performance results and behaviors demonstrated by the employee to the goals and expectations that you established and communicated to your employee. Stay away from a personal opinions during the discussion.
  • Maintain a positive focus.
  • If an employee’s overall performance is satisfactory, focus on the factors that led to that success. If an employee’s overall performance is not satisfactory, focus on problem-solving rather than fault finding.
  • Explain how you determined the overall rating for the work you are reviewing.
  • Make sure that you and your employee engages in a two-way conversation.
  • Be open to input from your employee, especially when discussing ways to improve performance.
  • Emphasize strengths, as well as areas that need improvement.
  • Support the employee's effort to improve.
  • Discuss development/training plans with the employee.
  • Summarize the session and end on a positive note.

 

Creating Individual Performance Plan

As part of the performance evaluation conference, you as the supervisor, should be sure to work with the employee being evaluated to determine a development plan that will assist the employee in mastering necessary job skills as well as support long-term career goals. Performance plans may include such things as assigning projects that will allow the employee to learn new skills; identifying courses and training opportunities that will enhance the employee’s skill set; cross-training again to give the employee more opportunity to learn new skills, etc.  Once in place, the manager must be sure to follow-up to ensure the plan is carried out.

Rewarding Performance

Rewarding employees is critical and should be considered as part of any performance management plan.  Rewarding means recognizing employees, individually and as members of groups, for the work that they do, and for their contributions to both the department’s goals and the organization’s missions.

 

Good performance should be recognized on an on-going basis. Something as simple as saying “thank you” is a way to recognize a good employee.  The key is to be timely, creative, and authentic and also to be sure that the reward is one that would be valued by the employee.

 

Creative Ways to Say “Good Job”

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