The goal of the performance review is to provide the employee with feedback on their performance and accomplishments since the previous rating. The job responsibilities should be rated on how well the employee has met the expected performance results that have been identified by the rating supervisor. Please refer to the Employee Performance Management Policy for detailed information regarding the EPMS process.
Instructions for Completing Performance Reviews/Appraisals:
Step 1: The Plan (also called the "Planning Stage Document") should be completed within 30 days from the beginning of the rating period and serve as the guideline for reviewing performance during the upcoming rating period. The supervisor should discuss with the employee the job responsibilities with the expected performance results, optional components (including goals and projects), and competencies for the next rating period. The Plan must be acknowledged electronically by the employee and the rating supervisor.
Step 2: Supervisor completes the Review Form. The performance review/appraisal should be completed no more than 90 days prior
to the review date and no later than the actual review date. Performance reviews completed
after the review date will be assigned an overall "meets by default" rating. Once
the rating supervisor completes the form and before conducting the performance review
meeting with the employee, the supervisor submits the form electronically for review
by the next level supervisor (reviewing officer) to acknowledge the information included
on the review. The reviewing officer's acknowledgement prior to meeting with the employee
will keep the reviewing officer informed regarding the employee's performance, and
ensure agreement on the overall rating of the employee.
Section 1A - Job Responsibilities: (updates to job responsibilities and expected performance
results must be made on the position description/performance details prior to opening
the review document Plan step. Instructions for updating the performance details may
be found below*) The job responsibilities should include the most important functions
for successful job performance. Entries will be identified as essential or non-essential.
Essential job functions are determined by the response to the following question:
"Does the job exist for the purpose of performing the job funtions?" Non-essential
job functions are important and included as part of the employee's review but could
be assigned to another employee without jeopardizing the reason the job exists. The
performance review should include at least 80% of the responsibilities that are based
on the employee's position description. Each job responsibility should have associated
measurable Expected Performance Results and include a rating.
Ratings Chart (Effective January 2017)
Section 1B - Optional Components: If the rating supervisor included in the Planning Document one or more of the optional non-recurring components for the upcoming year: Professional Development goal, Project, or Special Assignment a rating for each optional non-recurring component should be included on the performance review.
Section 1C - Competencies: Choose performance characteristics that are directly related to the employee's job. NOTE: Supervisory roles are designated on the review form. All employees who are supervisors must be rated on their performance in completing their employees' evaluations. Ratings for these items should not be included in the overall performance rating.
Section 1D - Overall Evaluation: Once the ratings are entered for the performance of the job
responsibilities, an overall EPMS evaluation rating must be entered. Rating supervisors must consult with the Office of Human Resources
before assigning an overall rating of "unsuccessful/unsatisfactory". 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 add comments regarding the performance
evaluation prior to acknowledging electronically on the HR Portal.
Signatures: The final evaluation must be acknowledged electronically by the rating
supervisor, reviewer and employee. Copies do not need to be forwarded 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.
*Prior to completing the Planning Document, changes can be made by the supervisor to the Position Description in the Position Management module. Supervisors would select "Modify Position Description" to make changes to the Job Functions or "Modify Performance Details" to make changes to the Expected Performance Results section of the Planning Document. Instructions can be found on the EPMS - Modify Performance Details page.
Additional information to assist supervisors in completing Performance Plans and Reviews:
