1. Performance Appraisals
2010 Year-end Process

2. 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

3. 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)

4. 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 , 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.
Rating Definitions
4 = Outstanding – Regularly exceeds objectives, performing at an
exceptional level. Requires little direction and coaching from manager.
Meets and exceeds expectations as related to unit and individual goals.
3 = Solid - Generally performs satisfactorily. Achieves expectations, which
meet the department’s high standards of performance. Meets all or most
expectations related to unit and individual goals.
2 = Needs Improvement – Occasionally does not meet objectives. Needs to
further develop competencies or skills required for the position. Requires
a lot of direction and coaching from the manager. Meets some unit and
individual goals.
1 = Not Acceptable – Regularly fails to meet objectives. Job performance is
below acceptable standard. Deficiencies must be corrected and better
performance attained in the future. Is not meeting unit and individual goals.

5. More on the Overall Rating
Unit and Individual Goal Performance Rating
on a scale of 1 - 4
Performance Factor Rating
Average rating for 5 – 7 performance factors
Calculate the officer’s overall rating.
Example:
Goal Performance Rating = 3.5
Performance Factor Average Rating = 3.3
Overall Rating = 3.4

6. 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 ed 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.
Done via this year. Not asking for sign-off on a hard-copy of review
ed to HR in advance to review for inconsistencies, rating calculation errors, bell curve, recency effect, discriminatory language (e.g. veteran employee. Mention of loa’s)

7. 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
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 available
Provide feedback to your supervisor
Work with supervisor in establishing development plan

8. 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.
Dean’s have already established school level goals for FY – 11
If you need a copy ask me or your respective dean

9. Delivering the Written Performance Review
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.

10. Employee Feedback
Employees may add comments and/or their overall reaction to the evaluation via an to their supervisor, with a copy to HR for their file.
Be sure to set a deadline by which they should submit this feedback.

11. 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?
In summary…

12. Performance Calendar Upcoming Dates:
May 14th – Self Evaluations and Individual Goal Progress Reports due to Supervisors via
May 28th – Performance Appraisals due
June – Performance Review Meetings Held

13. Questions?