Office of Human and Resources 2014/2015 PERFORMANCE APPRAISAL PROCESS & GUIDELINES

Office of Human and Resources 1.Summary of amendments: 1. Employees should prepare the PA forms as self-assessment first, send it to the manager then discuss it with the managers in one-on-one sessions. 2. To facilitate the evaluation process, the ratings have been amended to Exceeds Requirement (E), Meets Requirements (M) and Needs Improvement (NI). 3. The overall rating is inserted on the cover page, next to the signature to ensure that the signed parties approve the rating included underneath it. 4. Changes in the wordings, more explanations and additional criteria have been added to provide a clearer image. 5. The overall rating sheets will be signed by Deans/Department heads and will not go up to the Area head/Provost unless for positions directly reporting to the Area head/Provost.

Office of Human and Resources 2. Performance Appraisal Guidelines All fulltime contracted employees who have been employed for SIX months or more during the current fiscal year. i.e. January 2 nd are eligible for the appraisal; All PA criteria should be evaluated and a relevant rating inserted for each one of them, otherwise, the overall rating will not be shown; Once the PA forms are approved, signed by all concerned parties and submitted to HR; no changes will be accepted by HR; Any kind of discrimination should be avoided in performing the evaluation; especially in positions that utilize night shifts and/or extended working hours; The appraisal of staff members who report to two different departments should be done collaboratively by the direct supervisors in both departments; these staff members have * next to their names in the overall rating sheet; All disputes will be resolved through both parties meeting with HR and if not resolved, then the case will go to the Ombuds Office.

Office of Human and Resources 3. Performance Appraisal Template Cover Page Employee Data, Signatures, Overall Rating, Rating Scale. Section A: General Performance An assessment of 6 factors that affect the employees’ performance, such as quality of work, initiative…etc. Section B: Competencies An assessment of specific 5 competencies that affect employees’ performance such as: Teamwork, ethics & values, Professional Development…etc. Section C: Job-related factors An assessment of specific job-related factors, which are added from last year’s pre-set goals or included in the Job Description. Ex: Lab technician must have certain computer skills. Section D: Leadership Competencies (Management Only) An assessment of 5 leadership competencies for Managers. Such as Managing Change.

Office of Human and Resources 4. Weights Distribution Appraisal CriteriaManagementStaff Section A: General Performance30%40% Section B: Competencies20%30% Section C: Additional job-related Factors20%30% Section D: Leadership30%NA

Office of Human and Resources 5. Performance Ratings The performance ratings are divided into 3 ratings as follows: RatingTermDefinition (E) Exceeds Requirements Exceeds job requirements (M)Meets RequirementsMeets job requirements. (NI)Needs Improvement Fails to meet job requirements.

Office of Human and Resources 6. Performance Appraisals Findings Goals are to be identified between the manager and the employee to be used during the following year’s appraisal and should be included in the Job Related Factors. Recommendations/Training needs are to be identified for next year’s training plan to develop the employee’s performance and growth. It’s the responsibility of the manager and employee towards the fulfillment of those needs. If the final rating is “Exceeds Requirements” (E) or “Needs Improvement” (NI), then the “overall comments” part needs to be filled out with justification describing situations/evidence that supports this final ratings If the employee disagrees with the final rating, he/she MUST sign the form and state his/her objection in the overall comments part.

Office of Human and Resources 7. Responsibilities towards the Appraisal Managers are responsible: 1. Following-up on staff performance during the year.; 2. Conducting appraisal meetings, finalizing the PA forms and sending it to HR on the due date; 3. Ensuring a normal distribution curve in the overall rating of the office. Employees are responsible for: 1. Preparing their PA forms; 2. Discussing all factors openly in the appraisal meeting; 3. Take a copy of the signed form.