1. Tool #5: Calculate the Percentage of Your Staff Rated “High, Middle, and Low”
Rating Distribution Report
Manager’s Name: ________________________ Date:______________________
Unit/Department: __________________________ 1
Write the total number of employees you evaluated during this review period
Number of Employees Evaluated:______________________________
Figure out the number of employees you rated high, middle, and low
Use the crosswalk below to see how your organization’s numeric rating scale corresponds to high, middle, and low performance. 2
Recommended Crosswalk of Performance Levels and Scores
Level
3-Point Scale
4-Point Scale
5-Point Scale
High 3 4 5
Middle 2
2, 3
2, 3, 4
Low 1
Note: Only use the column outlining the scale your organization uses.
Refer back to your completed evaluations and count how many of your employees you assigned to each rating category (high, middle, and low) during this review period. Write the total number of employees you assigned to each category in the spaces below.
High
Middle
Low
Number of Employees in Each Category

2. 3
Calculate the percentage of employees you rated high, middle, and low
Use the following formula to calculate the percentage of your employees in each category:
Round to the nearest whole number. Write the numbers in the spaces below.
Number of Employees in Each Category X 100
Percentage of Employees in Each Category
Number of Employees Evaluated
High
Middle
Low
Example: (based on 45 employees; 8 high, 33 middle, and 4 low)
Percentage of Employees in Each Category
__________%
___ 8
___ 33
___ 4
X 100 = 18%
X 100 = 73%
X 100 = 9% 45 45 45 4
Compare your percentages to your organization’s target percentages (Optional)
If your organization provided target percentages for high, middle, and low performance categories, write the target percentages in the spaces below.
High
Middle
Low
Organization’s Target Percentage of Employees in Each Category
__________%
Compare your rating distribution (Step 3) to the organization’s target distribution (Step 4). Notice how similar or different the percentages are, and if they’re different, think of possible reasons why. 5
Follow directions from your point of contact about next steps and deadlines (if applicable)
Source: HR Advancement Center research and analysis.