GUIDELINES FOR CONDUCTING EFFECTIVE PERFORMANCE EVALUATIONS

Overview and General Guidelines: Be sure to review the position description with the employee prior to beginning the evaluation. The position description should also be reviewed with the employee at the start of the evaluation interview. Remember, you are evaluating the employee on their performance of the essential functions of the job.

Complete the form following the instructions contained in the Staff Performance Evaluation Form. You may find it useful to have the employee conduct a self-assessment prior to completing the evaluation form. If so, you may ask the employee to assess his/her performance using a copy of the evaluation form. However, as the supervisor, it is your responsibility to complete the final performance evaluation document. The employees copy may be a useful tool for discussion regarding differences in assessments and prove helpful in developing any necessary plans for improvement of performance. Meet with each employee privately to review and discuss the evaluation. Be honest and as specific as possible when pointing out areas of strength as well as areas requiring further development. After the performance evaluation meeting, the employee should have a clear understanding of how he/she is performing in each of the key performance areas, be aware of areas that require further development and/or improvement, understand expectations and goals for the upcoming year, and be advised of what action steps he/she may need to take during the year to meet the required performance expectations. When establishing performance goals for the coming year include the employee in the process and be specific. Use the S.M.A.R.T method for establishing goals. Goals should be S.M.A.R.T: (S)pecific, (M)easurable, (A)ttainable, (R)ealistic and (T)imely. Once the evaluation meeting has been completed and all sections of the evaluation are completed, both the employee and supervisor should sign and date the form. The original evaluation form is to be returned to the Office of Human Resources. A copy should be given to the employee.

Suggested Guidelines for Conducting the Performance Evaluation Meeting/Discussion:

Select an appropriate time and place conducive to open communication and private discussion. Give the employee advanced notice and time to prepare for the meeting.

Discuss the rating scale and explain to the employee your method for interpreting the rating scale.

Be flexible in your assessments and open-minded, the evaluation should not be unalterable. Be prepared to revise your opinions based upon new understandings or information which can develop during discussion with the employee.

No surprises! The written performance evaluation should not be the first time that an employee is learning about performance issues or expectations. Managers and supervisors should be having ongoing discussions about work performance throughout the year. The written evaluation should be a recapping or summary of those ongoing discussions. Listen attentively and ask questions about what you hear. Questioning can stimulate new insights.

Be specific about aspects of the job performance you are discussing. Be prepared to give objective examples.

Be sure there is a mutual understanding about what standards are expected.

Comment on the work performed not the person. Avoid comments that can be construed as personal or comments that relate to the employees personality when discussing job performance. Your discussions should focus on the job and the performance not the employees personal traits or characteristics. Comment on improvements you have noticed. Give specific examples and emphasize strengths and accomplishments. Comment on areas that need improvement or further development. Give specific examples and make recommendations for action steps or resources to assist with improvement. Be clear about specific expectations for improvements. Set goals for performance improvement. Formulate flexible and practical methods for accomplishing desired improvements. Follow Up. The performance evaluation process is intended to be a summary of discussions and follow up that has occurred throughout the year. It should not be the only discussion that you have with your employee about their performance. Managers and supervisors should have regular discussions and follow up meetings with employees throughout the year to check progress and assess performance.

Seek help or resources. If you need assistance in completing performance evaluations, please consult with the Director of Human Resources.