2. Employee Relationships/Leadership
3. Performance Review Procedures:
The Performance Review process is a four-part process.
a. Planning. At the beginning of the calendar year, the supervisor and the employee meet to develop and agree upon the goals, expectations and methods of measurements for the year. During the performance planning meeting, the supervisor explains the process and works with the employee to develop specific goals and expectations based on the department's goals, the job responsibilities, the previous performance review, and verbal understandings regarding position expectations. Performance competencies are also discussed to ensure an understanding of the expectations and the level of performance.
The results of the Planning Session should be:
1. Understanding of departmental goals.
2. Agreement and documentation of employee's goals--both how the employee will meet the on-going job responsibilities and how the employee will help the department meet its annual goals.
3. Agreement and understanding of the expectations for achieving "Meets Expectations" for each competency.
4. Agreement and documentation of the method of measuring progress towards goals and expectations - observation by supervision, input from co-workers, input from people outside departments, meeting deadlines, accuracy, measurement, etc.
b. Interim Review. The interim review is a meeting during the middle of the performance cycle (usually June or July). The purpose of the meeting is to review performance and evaluate progress toward the accomplishments of goals and expectations. To prepare for the Interim Review: (1) the employee should prepare a self-appraisal by updating the Performance Review form used in the Planning Session to document his or her actual accomplishments, to list specific examples for the competencies and to define any goals for improvement; (2) the supervisor should review the employee's goals and expectations from the planning session and note actual accomplishments. The Interim Review meeting should focus on progress towards goals, accomplishments and plans for improvement, therefore ratings do not have to be indicated.
The results of the Interim Review should be:
1. Revision of planning session goals/expectations if necessary.
2. Documentation of accomplishments/progress.
3. Documentation of plans for improvement for goals/ expectations/competencies that need improvement.
4. Recognition for accomplishments.
c. On-going communication. It is expected that the supervisor and employee will communicate with each other on an on-going basis regarding performance. Exceptional achievements should be recognized in a timely manner. Areas in need of improvement should be addressed during the performance cycle so that performance issues are not a "surprise" at the time of performance review. It is the supervisor's responsibility to provide support and specific guidelines to help the employee achieve the goals and expectations. It is the employee's responsibility to keep the supervisor informed of progress and any concerns.
d. Performance Review. At the end of the calendar year (November-January), the employee and supervisor meet to discuss performance and to determine a performance rating for the goals, expectations and competencies. This will allow the review to be used as at least one factor in making salary recommendations in February/March each year.
To Prepare for the Performance Review:
1. The employee updates the Performance Review Form (used in the Interim Session) to show accomplishments and to rate himself or herself on each goal and each competency.
2. The employee completes a Supervisory Rating form to be sent to the Personnel Director. Supervisor rating forms from each employee will be compiled and a summary given to each supervisor. Individual ratings and comments will be kept confidential.
3. The supervisor reviews the Performance Review Form (used in the Interim Session) and notes additional accomplishments and examples for use in the performance review discussion.
During the Performance Review:
1. The employee reviews progress towards each goal, accomplishments completed, and gives examples of support for each competency rating. Plans for improvement should be documented for areas that need improvement.
2. The supervisor discusses each goal and competency rating and indicates reasons for agreement or disagreement with the employee's rating.
3. The supervisor and employee establish the ratings for each goal and competency. The form is signed, a copy is retained, and the original is sent to Personnel. If the employee wishes, a written statement may be submitted as additional documentation for the personnel file. Areas of improvement and new or revised goals are established as the basis of the next planning session.
4. Personnel gives the supervisor a summary of the Supervisory Rating form and discusses the ratings. The supervisor will attach a copy of the summary form to his or her performance review form and will establish goals for improvement for his or her own performance review.
5. The Personnel office will review Performance Review forms for completeness and consistency. The Personnel office will also provide periodic training for supervisors and employees. New employees will be introduced to the performance planning and review process during new employee orientation.