The Performance Appraisal

Unlocking the Key to a Successful Performance Appraisal

The Performance Appraisal – What is it? An evaluation of an employee’s performance

over the past year relative to his/her performance standards. Shorter periods may be used for new employees.

This involves (1) Setting work standards and goals, (2) Assessing the employee’s actual performance relative to these standards, and (3) Providing feedback to the employee.

How do I Prepare for My Performance Appraisal?

Best practices…

How Do I Prepare for My Performance Appraisal?

Know what is expected of you - review your Official Position Description.

Clarify performance expectations - discuss with your supervisor the goals and objectives of your position.

Ascertain measurable goals – know how your manager measures success. He/she should have measurable goals outlined for your position.

Understand the link - performance expectations and your Official Position Description are linked.

How Do I Prepare for My Performance Appraisal? (cont’d) Keep the lines of communication open –

check in with your supervisor on a regular basis regarding your work performance.

Complete the Pre-Appraisal form which covers the following…..

Questions on Pre-Appraisal Form1. List your major accomplishments during the past year.

2. List any problems/barriers you encountered in your job during the past year.

3. What, if anything, would you change about your job or responsibilities if you could?

4. What aspects of your job gave you the greatest satisfaction during the past year?

5. Is there anything, your supervisor can do differently to help you in your job (for example, provide feedback, recognize accomplishments, hold more frequent meetings, communicate more differently)?

6. Are there other aspects of your job that you would like to discuss during your performance evaluation discussion?

How Do I Prepare for My Performance Appraisal? (cont’d)

Document your accomplishments throughout the year in preparation for the discussion between your and your manager.

Ask yourself ….. What were my major accomplishments this year? Did I take on additional job responsibilities? Handle any

difficult challenges? Was I involved in any special projects? Was I responsible for any improvements that have been

made? For example: workflow , processes and office procedures etc.

How do I Prepare for My Performance Appraisal? (cont’d)

Review CUA’s Performance Evaluation form so that you are familiar with the criteria upon which YOU will be evaluated during the Performance Appraisal Process.

Let’s take a look at it …...

CUA‘s Performance EvaluationNon-exempt Employees THE CATHOLIC UNIVERSITY OF AMERICA PERFORMANCE EVALUATION FORM FOR NON-EXEMPT EMPLOYEES NAME EMPLOYEE _________________ ID _______________________ DEPARTMENT _______________________________________________ POSITION TITLE ____________________ TIME IN POSITION___________ PERIOD COVERED BY EVALUATION_____________TIME UNDER APPRAISER'S SUPERVISION____________________

PART I. PERFORMANCE STANDARDS AND EVALUATION

1. QUALITY OF WORK: Consider thoroughness, accuracy, timeliness and dependability. ___ Outstanding: Work is consistently thorough and well thought out. Recognizes and corrects errors. Requires little or no review. Is a resource to

colleagues. ___ Exceeds Requirements: Work is thorough, accurate and timely. Requires minimal review. ___ Meets Requirements: Work is thorough and accurate with few errors. Requires occasional review. ___ Needs Improvement: Work has frequent or careless errors and/or is not completed on schedule. ___ Unsatisfactory: Work consistently has errors and/or is not completed on schedule. Work is rarely thorough or accurate. Comments/Recommendations:

2. QUANTITY OF WORK: Volume of appropriate work produced. ___ Outstanding: Completes exceptional amount of appropriate work. Well organized and achieves maximum efficiency. Volunteers for or willingly accepts

additional assignments. ___ Exceeds Requirements: Completes a high volume of appropriate work and sometimes takes on additional work to help coworkers. ___ Meets Requirements: Accomplishes the required amount of appropriate work. Meets deadlines. ___ Needs Improvement: Volume of work is sometimes below what is required. Deadlines not always met. ___ Unsatisfactory: Does not complete the expected amount of appropriate work. Frequently fails to meet deadlines. Comments/Recommendations:

3. JOB KNOWLEDGE: Knowledge and skills essential for effective performance of responsibilities. ___ Outstanding: Demonstrates broad, in-depth and current knowledge of the job. Works independently and applies knowledge creatively and effectively. ___ Exceeds Requirements: Consistently demonstrates broad and current knowledge of job area. Frequently acts as resource for colleagues. ___ Meets Requirements: Demonstrates sufficient knowledge of the immediate job area to achieve objectives. ___ Needs Improvement: Needs to improve knowledge and skills in selected areas of the job. (See comments.) ___ Unsatisfactory: Lacks sufficient knowledge and skills to meet the requirements of the job. Comments/Recommendations:

CUA‘s Performance EvaluationNon-exempt Employees 4. WORKING RELATIONSHIPS: Ability and willingness to work effectively with colleagues. Service orientation toward students, faculty, staff and visitors. ___ Outstanding: Demonstrates superior group interaction skills. Recognizes opportunities for and encourages collaboration. Is approachable and willing to

share talents and expertise. ___ Exceeds Requirements: Establishes and maintains effective and appropriate work relationships. Demonstrates and encourages teamwork. ___ Meets Requirements: Demonstrates tact and respect toward students, faculty, staff and visitors. ___ Needs Improvement: Does not consistently exercise tact, cooperation or a willingness to work with others. ___ Unsatisfactory: Has not demonstrated the ability or willingness to work effectively with others. Comments/Recommendations:

5. ATTITUDE: Consider behaviors that indicate support of the mission of the University and enthusiasm for working as part of the team to achieve departmental excellence. ___ Outstanding: Consistently enthusiastic and cooperative. Demonstrates high level of interest in job and high level of support of the University’s mission

and goals. Looks for opportunities to improve processes and performance. ___ Exceeds Requirements: Enthusiastic, cooperative and interested in achieving the University’s goals. ___ Meets Requirements: Demonstrates acceptable level of interest in job. Does work as required. ___ Needs Improvement: Shows little enthusiasm for job, teamwork and/or contributing to the success of the department. ___ Unsatisfactory: Shows little or no interest in work. Needs constant reminding. Not supportive of coworkers or department. Comments/Recommendations:

ORGANIZATION SKILLS: Ability to establish priorities and schedules, structure tasks and make effective use of recordkeeping and planning systems. ___ Outstanding: Manages a heavy and diverse workload efficiently. Planning is thorough, clear and logical. Can plan and organize work with little

intervention by supervisor. Stays on or ahead of schedule ___ Exceeds Requirements: Manages duties efficiently. Makes effective use of available systems. Maintains schedule. Requires planning and organization

help from supervisor only for unusual or very complex problems. ___ Meets Requirements: Meets established priorities. Demonstrates competent planning and organizational skills. Occasionally needs help planning work. ___ Needs Improvement: Planning and organizing skills need improvement. Has difficulty staying focused and completing work on time. Use of time is

sometimes inefficient. ___ Unsatisfactory: Work is disorganized and done without proper planning. Use of time is inefficient. Inconsistent attention to details and tasks. Deadlines

frequently missed. Comments/Recommendations:

CUA‘s Performance EvaluationNon-exempt Employees 7. PROBLEM SOLVING: Ability to evaluate tasks and problems and select workable courses of action. ___ Outstanding: Devises creative, workable, institutionally sound solutions to complex problems in pressured situations. ___ Exceeds Requirements: Identifies critical issues and provides workable solutions to problems. ___ Meets Requirements: Provides adequate solutions to routine problems. Demonstrates common sense. ___ Needs Improvement: Recommended solutions are not always effective or institutionally sound. ___ Unsatisfactory: Does not identify critical issues. Does not recommend workable solutions.

Comments/Recommendations:

8. DEPENDABILITY: Attendance and punctuality. ___ Outstanding: Rarely absent and consistently punctual. Absences are normally prescheduled. ___ Exceeds Requirements: Infrequently absent and consistently punctual. ___ Meets Requirements: Attendance and punctuality are satisfactory. ___ Needs Improvement: Frequent absences and/or lateness. ___ Unsatisfactory: Absent or late often enough to have a negative impact on workflow and department operations.

Comments/Recommendations:

9. JOB SPECIFIC CRITIERIA: Some units have job specific criteria for performance evaluation. They should be attached to this form. Check if attached: ____

GENERAL COMMENTS/RECOMMENDATIONS: Comment on other factors that may have an effect on performance:11

CUA‘s Performance EvaluationNon-exempt Employees PART II. SUPPORT OF CUA VALUES Evaluate the degree to which the employee's work behavior demonstrates support of CUA values. Circle the rating that is representative of the employee's demonstrated level of support of the

values: Demonstrates to a high degree

5. Does not demonstrate CORE VALUES AND REPRESENTATIVE BEHAVIORS RATING COMMENTS

INTEGRITY1 2 3 4 5

Shows consistency between words and actions Accountable; lives up to commitments Respects confidentiality Treats people fairly Risks doing the right thing Applies sound work ethics and standards Complies with employment laws and practices equal opportunity, safety and environmental protection

RESPECT1 2 3 4 5 COMMENTS

Manages differences effectively Encourages colleagues to express their views and facilitates discussion and resolution of different views Expresses disagreement tactfully and sensitively Recognizes talents and accomplishments of others

EXCELLENCE1 2 3 4 5 COMMENTS

Establishes and maintains high work standards Possesses and applies relevant knowledge, skills and abilities Produces measurable results with appropriate level of effort Recognizes achievements of others Aligns work objectives with department goals

RESPONSIBILITY1 2 3 4 5 COMMENTS

Accepts accountability for meeting commitments Acts in the best interest of CUA and the community Looks for and implements innovations that benefit and advance the institution. Gives honest and respectful feedback Understands and practices stewardship

CUA‘s Performance EvaluationNon-exempt Employees SERVICE

1 2 3 4 5 COMMENTS Decisions and work processes incorporate the interests and needs of those served Approachable, accessible Shares talents and expertise COMMUNITY

1 2 3 4 5COMMENTS

Willingly takes on projects that benefit the CUA community Communicates effectively with people at all levels of CUA community

PART III. OVERALL EVALUATION The overall evaluation should reflect the employee's level of performance after considering all of the criteria in Parts I

and II. The evaluation should reflect the employee’s performance during the entire evaluation period.

THE RATING WHICH MOST CLEARLY DESCRIBES EMPLOYEE'S PERFORMANCE IS: ___ Outstanding: Consistently exceeded requirements of the job. Seeks continuous improvement. Is a

resource or role model for other employees. ___ Exceeds Requirements: Consistently produces excellent work. Demonstrates creativity and a high level of

motivation. ___ Meets Requirements: Completes tasks on schedule and in a satisfactory manner. ___ Needs Improvement: Usually meets requirements of job. Improvement needed in one or more areas. ___ Unsatisfactory: Fails to meet requirements of job. Substantial improvement needed to remain in job.

EMPLOYEE COMMENTS (Attach additional sheet if necessary):

CUA‘s Performance EvaluationNon-exempt Employees PART IV. DEVELOPMENT PLAN

The Development Plan can address either improvement plans, where necessary, or plans to reinforce or develop performance strengths. Use as many sheets as are appropriate.

AREA FOR DEVELOPMENT: Action Plan: Milestones: Resources Required: Anticipated Start Date: Anticipated Completion Date (if applicable):

AREA FOR DEVELOPMENT: Action Plan: Milestones: Resources Required: Anticipated Start Date: Anticipated Completion Date (if applicable):

CUA‘s Performance EvaluationNon-exempt Employees Employees should participate in the development

plan. How can I foster more teamwork, participate in

additional projects, and contribute to my own personal and professional development?

What new responsibilities could I take on in the coming year?

How can I develop my skills? How can I work better with the CUA community? What can I do to prepare myself for advancement

opportunities here at CUA?

CUA‘s Performance EvaluationNon-exempt Employees

I acknowledge by my signature that I have read this evaluation and have discussed it with my supervisor. In addition, I acknowledge that I am aware of the CUA Code of Conduct.

__________________________________________ Employee's signature Date I have discussed this evaluation with the employee. Supervisor's signature Date ___ Supervisor's Name (PRINT)/ Employee ID

I have reviewed this evaluation. _________________________________________________ Unit/Department Head's signature Date

CUA‘s Performance EvaluationNon-exempt Employees PART V. KEY GOALS This section is used to set key goals for the next evaluation period. To be completed by employee and submitted to the manager. Name: Date: _ Job Title: Department:

Key Goals

GOAL: Anticipated Completion Date: Milestones (Event and Anticipated Date): Status:

GOAL: Anticipated Completion Date: Milestones (Event and Anticipated Date): Status:

GOAL: Anticipated Completion Date: Milestones (Event and Anticipated Date): Status:

How do I Prepare for My Performance Appraisal? (cont’d)

Revisit last year’s performance review which likely contains goals that you have been working on this year.

Conducting Yourself During the Performance Appraisal

Best Practices…

Conducting Yourself During the Performance Appraisal.

Go into the meeting with an open mind. Listen to your supervisor and be receptive to

feedback. Take notes during the meeting. Be an active participant in the meeting. Discuss

areas of the assessment that you agree and/or disagree with but be sure to take any criticism constructively.

Offer feedback with professionalism, respect, and tact.

Conducting Yourself During the Performance Appraisal.

 Request specific examples to support your supervisor’s evaluation of your work performance.

 If corrective measures are required, be receptive to the feedback. It is not personal, your supervisor wants you to succeed!

Ask meaningful questions relating to your objectives, main concerns, advancement opportunities.

Conducting Yourself During the Performance Appraisal.

Make proposals and/or ask for guidance on how to best achieve your goals.

Be prepared to answer the question…Is there anything I can do to help you perform better in your job?

The Conclusion of the Performance Appraisal – What to Expect.

Best Practices…

The Conclusion of the Performance Appraisal – What to Expect.

At the conclusion of your performance evaluation, your overall rating will fall into one of five categories: Outstanding, Exceeds Requirements, Meets requirements, Needs improvement, and unsatisfactory.

Satisfactory Performance – discussion on maintaining your current

level of performance or depending upon the circumstances, discussion of a career plan outlining a specific action plan for educational and professional development. Opportunities vary from department to department.

Unsatisfactory Performance – if your performance is unsatisfactory but correctable, your supervisor may utilize a Performance Action Plan which is a “road map” on how you can improve your performance and meet the standard.

The Conclusion of the Performance Appraisal – What to Expect.

You should receive a copy of the performance evaluation for your records.

Signing the form acknowledges receipt and review, not agreement. If you disagree with your evaluation you should write your comments in the “Employee Comments” section (III) of the Performance Evaluation.

If you have a major dispute regarding your evaluation, you may contact our EEO & Employee Relations Manager, Yasmin Mitchell and request a consultation.

Questions & Answers

1. How can I obtain a copy of my performance review from last year? Call the Office of Human Resources at ext. 5050.

 Who should I contact to obtain a copy of my Official Position Description?

Call the Office of Human Resources at ext. 5050

3. Which forms are easily accessible from the HR website?

– Self Pre–Appraisal – Exempt Performance Appraisal – Non-Exempt Performance Appraisal

Go to: http://humanresources.cua.edu/forms/.