The Why

Performance Development is a comprehensive approach to the employment relationship that begins at hire and orientation based on mutual respect, open communication, engagement and development.

The goal is to reach a mutual understanding of the expected standards of performance, and rate the employee’s performance based on those standards. Take time to think through and complete all sections of the forms; they will become part of the employee’s personnel record, and may be used in decisions concerning advancement, future training needs, performance-related salary adjustments, or even disciplinary actions.

To learn more about the working group and their process download this PowerPoint presentation.

The Process

For FY12, supervisors should begin this performance evaluation process as soon as departmental goals are set, with all evaluations completed by January 31, 2012. Going forward, performance evaluations will be completed between July 1st – January 31st each year.

Suggested timeline for completing Steps 1-5 is 4 to 6 weeks per individual.

Step 1:    (Meeting #1)

• Supervisor meets with the employee to discuss the process and timeline.
• Introduce Performance Competencies and departmental goals.
• Review the Position Description to familiarize yourself with the employee’s specific job duties and note any area that requires updating. (HR may have a copy of your job description on file, please email Deb Stawarz to inquire.)
• Ask the employee to complete a Self-Assessment Worksheet.
• Set a deadline for the Self-Assessment to be completed and submitted to the supervisor.

Step 2:

• Supervisor prepares the Pre-Performance Worksheet on the employee.
• Schedule a time to sit down and discuss these documents, allowing sufficient time to review the employee’s Self-Assessment.
• Supervisor prepares for the evaluation meeting by reviewing employee performance notes made during the past year.

Step 3:    (Meeting #2)

• Supervisor meets with the employee.
• Review the Position Description with the employee to determine if change is required and to ensure employee understands duties and performance standards.
• Discuss Employee’s Self-Assessment.
• Review Pre-Performance Worksheet.
• Discuss accomplishments, strengths, and areas needing improvement.
• Establish goals and objectives for the next evaluation period.

Step 4:

• Supervisor completes the Performance Evaluation Form to summarize the discussion.
• Initiate a Position Description update if needed. (When complete, please submit updated descriptions to HR.)

Step 5:    (Meeting #3)

• Supervisor meets with the employee to review the Performance Evaluation.
• Employee and supervisor sign completed Performance Evaluation form to acknowledge receipt.
• The employee may attach comments to the evaluation.
• Supervisor submits the signed evaluation to their department head for approval.

Download Step-by-Step Instructions

Tools and Forms

• Performance Competencies (PDF)
• Position Description Template (Word)
• Employee Self-Assessment Worksheet (Word) (writable PDF)*
• Manager’s Pre-Performance Worksheet (Word) (writable PDF)*
• Performance Evaluation Form (Excel)
• Staff Performance Evaluation Step-by-Step Instructions (PDF)

*to be able to save a copy of the completed document the PDF must be open with Adobe Acrobat; opening with Adobe Reader will allow you to print a copy, but not save a copy.

Workshops

As part of the launch of this initiative, Martha Tetrault and Bob Wright designed workshops for department heads, supervisors, and staff.  The workshops provide a context and guidelines on conducting successful performance evaluations, and detailed information on the new process. Download their PowerPoint presentation for helpful tips and reminders.

Click to view the list of workshops.