Annual Review Process Georgi Lowe UWSA Office of Human Resources & Workforce Diversity

Not Just Once a Year…. Acknowledge performance on a regular basis Document performance you observe (good and bad) to include in the annual performance evaluation Review and update PD and related performance standards when significant changes occur (additional duties, new technology, etc.)

Purpose Communicate performance standards to employee Provide feedback to employee on his or her work performance Identify training or development needed To improve performance To prepare for anticipated changes in the unit Increase or maintain expected levels of productivity

Effective Performance Evaluations Employee understands the purpose and knows the importance of the evaluation to him or her and the organization Performance standards are measurable and clearly related to the PD and organizational goals Supervisor clearly states performance, good or bad Both the supervisor and the employee actively participate in the process

Performance Standards SMART goals Specific Address work performance, not personality Cover significant aspects of the job (based on PD) Results-based Measurable Observable – how will you know when success is achieved? Attainable Within the employee’s control Can be a ‘reach’ but not extreme or impossible Relevant Important to work unit and job responsibilities Aligned with strategic objectives Trackable – measured over time ‘By when’ should the goal be met?

Performance Planning 1. Using the employee’s PD, identify key responsibilities, goals or primary tasks of the position 2. Identify measurable and objective performance standards that reflect the minimum level of performance considered acceptable for the key responsibilities 3. Identify how you will measure performance in relation to the performance standards

Performance Planning (cont.) 4. Discuss with employee to ensure that s/he understands the performance standards and the process for how performance will be measured. 5. Encourage employee input into the planning document and incorporate appropriate suggestions 6. Clarify questions employee may have 7. Supervisor and employee sign the planning document

Performance Evaluation 1. Detail performance results Review any documentation, work product, feedback Indicate whether performance standards were met Include narrative of why or why not, and how well; comment on accomplishments, contributions Be specific; don’t give mixed messages 2. Identify specific actions for improvement, if necessary 3. Document objectives for next evaluation period (usually the following year)

Content Although the performance evaluation is based on the PD, it is not necessarily a laundry list of tasks. Identify the key responsibilities. Be clear in the rating in the results column. Examples: satisfactory, unsatisfactory, meets expectations, exceeds expectations, does not meet expectations or not applicable Disciplinary action taken during an evaluation period is not included in the performance evaluation

Meeting with the Employee Schedule in advance May ask employee to do self-evaluation prior to meeting or provide employee with questions to consider for discussion at the meeting Put employee at ease and review general objectives for the evaluation process Listen and respect the employee’s opinion. Clarify and resolve important points

Meeting with the Employee (cont.) Review and discuss performance results in depth including a discussion of any barriers which affected the employee’s ability to meet the standards Determine whether revisions need to be made to the PD and/or standards for next evaluation period Discuss training that might be helpful to the employee, either to improve performance or attain career goals Inform employee that s/he may document his or her comments or disagreement regarding the evaluation and those comments will become part of the official record

After the Meeting Finalize the evaluation, revising if necessary, based on discussions with the employee Obtain employee’s signature acknowledging that the meeting was held; provide copy to employee and forward original to HR office Finalize plan, including standards, for next evaluation period; discuss with employee and obtain signature If necessary, revise PD (after discussion with HR) Continue open communication regarding job performance