Improve Performance and Productivity

INTRODUCTION Performance review is a vital and ongoing part of personnel management. It is an objective evaluation of employee performance. The employee performance evaluation shall be completed by the employee’s immediate supervisor (the Rater) and then forwarded to the next level of supervision (the Reviewer).

PURPOSE  Improve performance and productivity  Chart employee progress  Strengthen the supervisor-employee relationship and improve communication  Recognize employee accomplishments and good work  Inform the employee of strengths, weaknesses and progress in improving performance  Develop employee skills

TIMELINESS Performance of new employees will be reviewed twice during the probationary period. The first review is due at midpoint; the second, at the close of the probationary period. Thereafter, regular reviews will be made at least once annually, and MUST be completed no later than 30 days after the end of the rating period.

RATING SCALE AND DEFINITIONS ABOVE EXPECTATIONS – Performance exceeds the job requirements. Job performance is excellent and above and beyond what is expected of employees in this job. The employee requires less-than-usual supervision. The employee’s performance is superior.

MEETS EXPECTATIONS – Performance satisfies the job requirements. The employee is doing the job at the level expected for employees in this position. Usual levels of supervision are needed. This rating includes a broad range of performance, from barely satisfactory to highly satisfactory.

BELOW EXPECTATIONS – Performance generally fails to meet job requirements; employee requires high level of supervision. The employee is not doing the job at the level expected. The employee’s performance is unsatisfactory.

CONDUCT AN EFFECTIVE PERFORMANCE REVIEW CONFERENCE At least two days PRIOR to the performance review conference, provide the employee with a copy of the following:  The current position description  The most recently completed performance review form (or a blank form for new employees) Encourage the employee to review his or her performance for the upcoming rating period by examining these two documents.

Prior to the conference, review the position description, the most recently completed performance review form, and all related materials that reflect employee performance during the rating period. These materials may include: work product files, written observations of job performance, significant job related incidents, job related observations of others who work closely with the employee, or discussions with other supervisors and managers.

The Rater shall hold the performance review conference in accordance with the following guidelines:  Provide strict privacy.  Put the employee at ease.  Explain the purpose of the meeting and results to be accomplished.  Ask the employee to discuss his or her performance during the rating period. Encourage the employee to be as specific as possible.  Provide the employee with a verbal evaluation of his or her performance during the rating period. Be as specific as possible. Be sure to: o Discuss each performance dimension as it relates to the employee. o Recognize good work. o Make suggestions to the employee for areas where improvement is needed. Ask the employee if there are any areas where help is needed to improve his or her performance. If necessary, discuss a plan for follow-up and monitoring.  Communicate work unit objectives and individual responsibilities for the next rating period to the employee—specifically describe your expectations of performance.

COMPLETE THE PERFORMANCE REVIEW FORM  After completion of the performance review conference, review all supplied information on the form for accuracy.  Mark an “X” in the appropriate rating column after each performance dimension to indicate the employee’s level of performance (meets expectations, above expectations, or below expectations).  After indicting each performance level, write a concise statement supporting the rating in the “Rater’s Comments” space. In areas where an employee is rated below expectations, provide written suggestions for improvement. Provide a plan for follow-up and monitoring. Sign the form.  Forward the form to the Reviewer (your supervisor).  Give the form to the employee for employee signature and comments.  If requested, schedule another conference with the employee.  After the form has been signed by all parties give a copy to the employee, and forward the original to Human Resources.