Performance Management
General Guidelines for
Effective Performance Reviews
Supervisors Conducting Review of Professional & Scientific Staff
Procedure
Performance management is an ongoing feedback process designed to help your staff do their work, grow and develop. At least once a year, every supervisor and employee should have a meeting to discuss the employee's performance over the last year and set goals for the coming year. To guide this discussion, we have developed the Optional Performance Review template (docx). Your department may have a form they prefer you use - please contact your Unit HR Representative to find out.
The Optional Performance Review template (docx) is divided into four general components and accomplishments relative to Key Areas of Responsibility, Competencies, Overall Performance Descriptors and Goal/Development plan for the next year. Guidelines specific to using this form are available at the Guidelines: Performance Review Template website.
Typically, performance review forms are designed to create a two-way dialogue between supervisor and employee, ample space has been provided for comments and suggestions. Specific comments and suggestions that provide clear statements and goals will help the supervisor and employee focus on ways to continually improve job quality and work performance.
Before the Review
Prepare:
Establish a schedule for evaluating employees in the department. You may use each person’s anniversary date or choose a specific time period when all performance reviews from your unit will be conducted. Performance reviews for P&S staff are to be completed yearly, by March 31 of each year, starting in 2013. It is recommended that you ask the employee to do a self assessment. You may also choose to use the Checklist for Performance Review form (pdf) to prepare for the discussion.Communicate:
Inform the employee in writing of a time and place for the evaluation.Review:
Make an outline of topics to be discussed. Gather specific materials needed to document the employee's performance. Prepare to affirm/reinforce positive behaviors and coach/counsel the employee on areas of performance that require change.
During the Review
Remember that performance review is a key service to your employees and unit. Its effectiveness will increase if you treat it and your employee with respect. Make performance review time a priority and minimize interruptions. Be sure to set a tone of collaboration. Take responsibility for your role regarding past problems and future changes. Focus on the future. Reaffirm positive contributions. Support successes. Focus on the person’s behavior.
Professional & Scientific Staff Being Reviewed
Procedure
Performance management is an ongoing feedback process between supervisor and employee designed to help you do your work and grow in your position. At least once a year, you should have a meeting with your supervisor to discuss your performance over the last year and set goals for the coming year. Your department may have a performance review form, or you may use the Optional Performance Review template (docx).
The Optional Performance Review template (docx) is divided into four general components and accomplishments relative to Key Areas of Responsibility, Competencies, Overall Performance Descriptors and Goal/Development plan for the next year. This is an optional form. Your unit or department may use other review forms. If your supervisor does not tell you what form is being used, it is appropriate for you to request a copy of the form to be used in advance.
Any review form utilized should be designed to create a two-way dialogue between supervisor and employee, with ample space for comments and suggestions. You should expect to receive specific comments and suggestions that provide clear statements and goals to help you focus on ways to improve job quality and work performance. In addition, the Checklist for Performance Review (pdf) may be used to help guide the discussion.
As an employee, you may have an opportunity to fill out a self-evaluation before your performance review. You also might want to consult the universal competencies for your classification and bring a copy of it to the interview.
Before the Review
Prepare: Confirm the time and place of your evaluation. If your supervisor does not approach you about conducting a review, you can initiate the process.
Review: Complete your self-evaluation if provided and/or make an outline of accomplishments and/or concerns you would like to discuss. Gather specific materials needed to document your performance. Obtain your job description and be prepared to discuss it.
Reflect: Consider your performance over the past year on all facets of your position. Have you been successful based on the criteria established?
During the Review
Remember that performance review is a key component to improving your job performance and your job satisfaction. Its effectiveness will increase if you treat it and your supervisor with respect. You should expect your supervisor to make performance review time a priority with minimal interruptions. You should also expect a tone of collaboration. Both you and your supervisor should focus on results and specific improvements for the future.
Supervisors Conducting Review of Merit Staff
Procedure
The Performance Review form (docx) is divided into Universal Competencies. This is an optional form intended to be used as is or used as a guideline as you create your individualized review form for your unit/department.
Because this form is designed to create a two-way dialog between supervisor and employee, ample space has been provided for comments and suggestions. Specific comments and suggestions that provide clear statements and goals will help the supervisor and employee focus on ways to improve job quality and work performance.
In addition, supervisors are encouraged to use the Employee Self-Evaluation (docx) to begin dialogue on other factors important to individual positions. The Checklist for Performance Review (pdf) may be used to guide the discussion.
Before the Review
Prepare:
Establish a schedule for evaluating employees in the department. Use each person’s anniversary date or choose a specific time period, prior to March 31st, when all performance reviews from your unit will be conducted.Communicate:
Inform the employee in writing of a time and place for the evaluation. Send the Employee Self-Evaluation (docx) form if using it, and ask for it to be returned one week prior to the review meeting.Review:
Make an outline of topics to be discussed. Gather specific materials needed to document the employee's performance. Prepare to affirm/reinforce positive behaviors and coach/counsel the employee on areas of performance that require change.
During the Review
Remember that performance review is a key service to your employees and unit. Its effectiveness will increase if you treat it and your employee with respect. Make performance review time a priority and minimize interruptions. Be sure to set a tone of collaboration. Take responsibility for your role regarding past problems and future changes. Focus on the future. Reaffirm positive contributions. Support successes. Focus on the person’s behavior.
Merit Staff Being Reviewed
Procedure
The Performance Review form (docx) is divided into Universal Competencies. This is an optional form. Your unit or department may use other review forms. If your supervisor does not tell what form is being used, it is appropriate for you to request a copy of the form to be used in advance.
Any review form utilized should be designed to create a two-way dialog between supervisor and employee, with ample space for comments and suggestions. You should expect to receive specific comments and suggestions that provide clear statements and goals to help you focus on ways to improve job quality and work performance.
As an employee, you may want to fill out the Employee Self-Evaluation (docx) before your performance review.
Before the Review
Prepare: Confirm the time and place of your evaluation. If your supervisor does not approach you about conducting a review, you can initiate the process.
Review: Complete your self-evaluation and/or make an outline of concerns to be discussed as needed. Gather specific materials needed to document your performance. Obtain your job description and be prepared to discuss it.
Reflect: Consider your performance over the past year on all facets of your position. Have you been successful based on the criteria established?
During the Review
Remember that performance review is a key component to improving your job performance and your job satisfaction. Its effectiveness will increase if you treat it and your supervisor with respect. You should expect your supervisor to make performance review time a priority with minimal interruptions. You should also expect a tone of collaboration. Both you and your supervisor should focus on results and specific improvements for the future.