Employee Performance Appraisals
1. Administrative Reviews
2. Staff Reviews
Probationary or Trial Reviews:
Email notices are sent to supervisors approximately six weeks before an employee’s performance appraisal is due. Please complete an electronic performance appraisal form and then print the form for signatures. The signed form must be returned to the Office of Human Resources no later than the first day of the month of the employee’s review date.
Please contact Tracy Holbert in the Office of Human Resources at extension 6260, if you have any questions concerning this process.
Annual Reviews: Instructions effective 3/31/15 for Universal Review Date
Rating Supervisors will be able to access their employee's details in Wingspan within the Employee Details tab on the Position Descriptions page. Information will be listed on this page for yourself first followed by all of your direct reports. The details include: the employee's title, position number, CWID, name, the type of evaluation (annual, probationary, trial), the next review date, and a link to download the employee's Position Description file. Rating supervisors should ensure that a current position description exists for each employee reporting to them. If the position description is not up-to-date, the supervisor should contact the Office of Human Resources for assistance.
Blank EPMS Form
Blank EPMS Form Addendum
Sample Completed Form
Performance Characteristics (73kb pdf)
EPMS Form Directions:
The goal of the performance review is to provide the employee with feedback on their performance and accomplishments from the previous rating period. The job duties should be rated on how well the employee has met the success criteria that have been identified by the rating supervisor. Please refer to the Employee Performance Management Policy for detailed information regarding the EPMS process.
• All staff shall be given an annual appraisal no more than 90 calendar days prior to the universal review date of March 31st.
• A trial period evaluation is a six month evaluation following an employee’s promotion, reclassification, or demotion in the new position.
• An employee in probationary status will have a review period that begins on the first date of employment and ends the day before the annual performance review date. For example, an employee who is hired on June 2nd should have his annual review completed on or before June 1st of the following year.
Once the rating supervisor completes the form and before conducting the performance review meeting, sign and date the form and have the next level supervisor (reviewing officer) do the same. Having the reviewing officer review the performance review before it is given to the employee will keep them informed regarding the employee’s performance, and to ensure agreement on the overall rating of the employee.
Section IA - Job Duties: List the most important functions for successful job performance. The performance review should include at least 80% of the duties that are based on the employee's position description. The rating supervisor must also include success criteria which define the rating supervisor’s performance expectations the employee must use in managing daily performance.
• Exceptional: Work that is characterized by exemplary accomplishments throughout the rating period; performance that is considerably above the requirements of the job duties.
• Successful: Work that is characterized by the successful mastery of the criteria of the job duty or objective.
• Unsuccessful: Work that does not meet the criteria of the job duty or objective.
Section IB - Performance Characteristics: Choose up to four performance characteristics that are directly related to the employee’s job. NOTE: All supervisors must be rated on Commitment to Affirmative Action/Equal Employment Opportunity.
Section IC - Overall Evaluation: Once the ratings are entered for the performance of the job duties, an overall EPMS evaluation rating must be entered. Rating supervisors must consult with the Office of Human Resources before assigning an overall “unsuccessful” rating. Please refer to the section of the EPMS policy regarding the Substandard Performance Process for Covered Employees for more information.
Employee Comments: The employee is permitted to write in comments regarding the performance evaluation. Additional pages may be attached if necessary.
Signatures: The final evaluation must be signed by the rating supervisor, reviewer and employee, and submitted to the Office of Human Resources. Please note that the employee's signature does not indicate agreement only that the employee has read and received the performance appraisal from their supervisor.
Section 2A - Planning Stage Acknowledgement and Final Evaluation Acknowledgement: The supervisor should discuss the job duties, performance characteristics, objectives and success criteria for the next rating period. The Planning Stage Acknowledgement and Final Evaluation Acknowledgement must be signed by the rating supervisor, reviewer and employee. Please note that the employee's signature indicates only that the employee has read and received the performance appraisal from their supervisor.
The Planning Stage Document should be retained by the supervisor for use during the upcoming rating period. A copy of the EPMS form and Planning Stage Document should be given to the employee.
All performance evaluations shall be maintained in the employee’s official personnel file in the Office of Human Resources. Please contact the Office of Human Resources for assistance at 2273.
Tips and Tricks
Save the EPMS form as a PDF file on your local or share drive. Then open the file with Adobe Acrobat software. Depending on your internet browser software you may experience inconsistencies in filling the form online, so it is best to use the Adobe software.
The employee details for the first page of the form can be obtained from the Position Description list on Wingspan (i.e. CWID, performance appraisal type, due date, etc.)
Open the Position Description file from Wingspan, copy Job Duties from this file and paste in the Job Duties section of the EPMS form. Delete any extra spaces or carriage returns to make the font size larger and more easily readable. In the Adobe application, you can change the display percentage to more easily see the information on the form. Along this line, you may also find it helpful to provide a soft copy of your completed form to the employee prior to your meeting so that they may (1) have advance opportunity to read and review the information, (2) have better visibility of the details listed.
Prior to the scheduled review meeting with the employee, have them review their Position Description (that they can also get from Wingspan) and the completed EPMS form.