Performance Appraisals

Performance Management Process

Goal Setting Dean’s level Unit/Dept Level

Planning Performance – Individual Goal setting Development Planning

Coaching Performance Reviewing Performance

Mid Year Year End

How do we measure performance?

Performance Results What was produced/accomplished? Through Goal-setting

Demonstrated Competencies How was it produced/accomplished? Rating performance factors : Job Knowledge, Collaboration &

Teamwork, Service Excellence, Communication, Continuous Improvement, Management & Development, Budget Management (new this year)

The Written Performance Appraisal

Ask that the staff member complete and return both the Employee Self Evaluation Form and Individual Goals Progress Report.

Employee Self Evaluation Form and Individual Goals Progress Report are being submitted to you via email, with a copy to HR, this year.

When completing the Performance Appraisal Form focus on the responsibilities of the job as expressed in the job description. Be as objective as possible.

Indicate rating for each individual Performance Factor (Scale 1-4)

Calculate Overall Rating based on ratings for Performance Factors and Unit and Individual Goals (both are evenly weighted, 50/50).

Please ensure that your overall comments are responsive to the Employee Self Evaluation Form and Individual Goals Progress Report, as well as the performance factors.

More on the Overall Rating

Unit and Individual Goal Performance Rating on a scale of 1 - 4

Performance Factor RatingAverage rating for 5 – 7 performance factors

Calculate the officer’s overall rating.

Example:Goal Performance Rating = 3.5Performance Factor Average Rating = 3.3Overall Rating = 3.4

The Written Performance Appraisal

Seek the approval of your Dean or Director responsible for your area. Incorporate any changes he or she may suggest.

A draft of all of the completed forms must be emailed to Human Resources and your respective Dean or Director for review prior to meeting with the employee.

Make an appointment with the staff member whose performance you will be reviewing. Allow ample time and ensure that you will not be interrupted.

Preparing for the Performance Review Meeting

Manager’s Role: Ask the direct report to prepare Gather information on

performance/ ensure supporting information on performance is available

Complete the performance appraisal

Email appraisal to next level manager & HR for approval

Plan your approach to the discussion

Schedule the meeting Provide written evaluation to

employee

Employee’s Role:Prepare thorough overview of performance by completing self-report portion of the performance appraisal (Goal Progress Report & Self Evaluation)Ensure supporting information on performance has been made availableProvide feedback to your supervisorWork with supervisor in establishing development plan

At the performance review meeting

Discuss your evaluation of the staff member’s performance over the last year and a development plan for the upcoming year.

Discuss the status of goals set for the current year and have a discussion regarding goals for the upcoming year.

Delivering the Written Performance Review

Email the completed appraisal to the staff member prior to your performance meeting or immediately afterwards, with a copy to HR and your respective dean.

It is recommended that you save the document as a read-only file before forwarding to the employee.

You can do this by visiting the Tools menu, clicking options, clicking

Security and selecting Read-only recommended check-box or by sending to your employee as a read only PDF file. One way this can be

done is via using the scan and send function of any of our copy machines located throughout the building.

Employee Feedback

Employees may add comments and/or their overall reaction to the evaluation via an email to their supervisor, with a copy to HR for their file.

Be sure to set a deadline by which they should submit this feedback.

Final Thoughts: A Performance Review should answer the following questions for the employee?

How did my manager rate my overall performance? How did my manager determine the overall rating? What were my performance strengths during this

performance year? What areas do I need to improve/develop further? What are the next steps for developing my knowledge

and skills? How did I perform against my goals? What are the gaps between my perception of my

performance and my manager’s perception?