Instructions for Performance Evaluation and Planning

The Purpose

The purpose of the evaluation and planning process is to align pay and performance through the employee and supervisor review of:

  • things that are going well;
  • plans for making necessary improvements; 
  • plans to work together to accomplish the work of the department; and 
  • the employee’s overall performance indicator.

The Timeline

Employee and supervisor are encouraged to meet as often as needed to discuss performance evaluation and planning. This process requires that the employee and supervisor hold AT LEAST one formal meeting per year for this purpose. The first performance evaluation and planning meeting is held at the end of the employee’s initial 180‐day orientation period.

Note: The process for the annual staff performance evaluation and planning session may begin as early as March of the current fiscal year, but should reflect the performance from June 1 of the previous year through May 31 of the current fiscal year.

The complete document is due to Human Resources by June 14th.

The Document

The Evaluation and Planning Document serves as the guide for the annual review process.  It is an MSWord document that allows employees and supervisors to enter their responses into the document throughout the process. 

Before completing the form, the employee will need to collect the following:

  • A copy of his/her job description
  • A copy of the form from the last review period
  • Any information about the goals of the department

Note to employee: The employee and supervisor should feel free to bring other documentation they think would be useful to the discussion. For example, documentation from completed professional development classes may be helpful but is not required. Any additional documentation used for discussion does not need to be attached to the original document when returned to Human Resources.

Each section allows the employee to record his/her information and ideas regarding their work performance, and the supervisor to respond. The employee and supervisor will summarize the overall performance with a Performance Indicator. The employee self‐rates his/her overall performance and compares it to the supervisor’s rating during the evaluation and planning discussion. It is the responsibility of the supervisor to explain when the two ratings differ.

The annual salary increase will be reflective of the supervisor’s final assessment.

The Process

  1. Notification: Employees and supervisors receive an e‐mail notification from Human Resources prior to the end of the first 180‐days on the job, and again before the annual process. Supervisors direct their staff to begin completing the performance evaluation and planning document.
    Note to supervisor:  If the employee does not have access to e‐mail, please alert the employee that it is time for the process to begin.

  2. Completion of Document: The employee completes his/her portion of the document, including the Performance Indicator, and sends it to the supervisor via e‐mail. Next, the supervisor completes his/her portion of the document, including the Performance Indicator and Executive Summary, and schedules a meeting to conduct the discussion.
    Note to supervisor:  If the employee does not have access to a computer, please print a copy of the document for the employee to complete manually.

  3. Evaluation and Planning Meeting: It is recommended to allot at least one hour for this meeting. The supervisor should bring copies of the document so any additional comments as a result of the meeting may be manually added in the space provided on the document. If several additional comments are added, the supervisor should incorporate these into the document and re-print it for signatures and submission to Human Resources.

    It is the responsibility of the supervisor to discuss any differences between employee and supervisor responses, including the Performance Indicator, with the employee.
    The annual salary increase will be based on the final Performance Indicator submitted by the supervisor.

  4. Completion of Process
  • Obtain signatures ‐The employee and the supervisor signs the document.
  • Obtain department/division head signature ‐The supervisor forwards the document to the department or division head for additional review and signature.
  • Make copies ‐The supervisor makes a copy and returns it to the employee and retains a copy for the departmental file.
  • Send original document (printed in 2-sided format) to Human Resources prior to the due date in June‐ The supervisor submits the original document to: Human Resources, One Bear Place #97053, CAMPUS. This document becomes an official part of the employee’s personnel record.
    Note to employee:  Make sure you receive a copy of the document and use it to keep up with your progress throughout the year, and to prepare for your next evaluation.

The Tips

The document is a guide for the discussion.

The majority of the Staff Performance Evaluation and Planning document is meant to be flexible. Use these sections as a guide to talk about work‐related or other important matters. The document should not rule the conversation but invite open and candid dialogue. The narrative in these sections should support and relate to the designated overall Performance Indicator.

Every effort has been made to make the document open‐ended so that it applies to many different jobs. If, however, because of the nature of the job, both the employee and the supervisor agree that a particular topic is irrelevant, it is permissible to note that the topic is not applicable. The quality of the discussion ‐ guided by the document and inviting open and candid dialog – is most important.

Focus on areas related to Sections 1, 3, and 7

The suggested topics serve to provide structure to help guide the employee to look back on the year, review the main purpose of his/her work, accomplishments made during the year, and make plans for the coming year.

Depending on the nature of the job, answers to these questions may vary in length (see Example). The employee might respond in a bulleted list or a narrative paragraph. Responses will lay the groundwork for future discussions.

The Performance Indicator section lets the employee know the overall status of his/her performance. Supervisors are expected to be fair in their rating and base decisions on job performance. When improvements are needed, supervisors are responsible for outlining an action plan to help the employee improve and be successful.

Continuous feedback is necessary.

People need and want regular feedback to insure they are meeting job expectations. The annual discussion should enhance ‐‐ not replace ‐‐ regular, consistent communication and feedback between employee and supervisor. Continuous feedback and communication is important for everyone, but particularly crucial in cases where the employee needs to improve performance.

It is the supervisor’s responsibility to give feedback in a timely manner and not to wait for the annual discussion.
It is also the supervisor’s responsibility to

  • help the employee identify action steps to improve job performance and
  • identify and support the steps that the supervisor will take to help the employee meet the job performance expectations.