Performance Management

The Employee Performance Evaluation (EPE) is a management tool that can be used to empower/motivate employees through developing, communicating and measuring their individual role in meeting organizational goals.

There are three types of Employee Performance Evaluations

  • Probationary - Each new hire is considered probationary for a set period of months, typically 6 -12 months based on employee group.
  • Interim - At any time during the employee performance evaluation cycle, a supervisor can request an interim review with the employee.
  • Annual - Each employee receives an annual review by their supervisor to help develop their skills and measure their progress towards meeting their objectives

Helpful Information on Employee Performance Evaluations

What is the Employee Performance Evaluation process?

The Employee Performance Rating process consists of three phases

1. Set Performance Standards and/or Goals and Update Job Description:

At the start of the cycle, the manager/supervisor should:

  • Review and update the employee's job description, if needed
  • Update/develop/discuss standards and expectations with employee
  • Work with employee to set and/or discuss performance goals and training expectations
  • Indicate the period for which the employee's performance is being reviewed

The employee is responsible for:

  • Working with supervisor to set and/or understand performance goals and training expectations

  • Performing duties, meeting standards, and achieving goals and training expectations if applicable

2. Conduct Progress Reviews - an interim checkpoint

  • As a best practice, approximately 6 months after the initiation of the performance evaluation cycle, the manager/supervisor and the employee should meet to discuss performance to date.  This meeting should be documented.

3. Conduct Annual Evaluation and assign Performance Rating

  • At the end of the performance cycle, the supervisor/manager will begin the process of the annual evaluation. The supervisor/manager will:
  • Gather the relevant facts regarding the employee's performance throughout the evaluation cycle
  • Complete the employee performance evaluation
  • Assign ratings for the current performance cycle
  • Identify the employee's training needs

The supervisor/manager will discuss the completed evaluation first with the reviewing officer and then with the employee. The supervisor/manager as well as the employee then signs the evaluation and a copy is given to the employee.

What is the role of the Reviewing Officer?

Once completed by the supervisor/manager, the employee performance evaluation is reviewed by the reviewing officer. The role of the reviewing officer is as follows:

  • Discuss standards/performance with the supervisor before and during rating cycle
  • Hold supervisor accountable for successfully performing management duties
  • Ensure the consistent application of standards
  • Discuss/investigate employee appeals

What is the role of the Supervisor/Manager?

In order to successfully deliver an Employee Performance Evaluation, supervisors/managers should do the following:

  • Acquire knowledge of employee job and performance
  • Develop/discuss expectations with the employee
  • Provide timely and meaningful feedback/recognition
  • Identify training needs
  • Coordinate the performance evaluation process with reviewing officer
  • Prepare and discuss the performance evaluation and rating with the employee

What is the role of the Employee?

The employee is responsible for their performance. During the employee performance evaluation process, the employee should:

  • Make progress towards and achieve performance standards and/or goals 
  • Communicate development needs to supervisor/manager
  • Communicate successes and achievement to supervisor/manager
  • Identify areas for development and work with supervisor/manager to develop and improve competence

What are rating scales?

The use of rating scales provides for an evaluation framework which is highly structured and standardized across an entire organization.  The scales used in performance ratings are based on bargaining unit:

  • AFSCME/OPEIU SPFPA Rating Scale and Instructions

    The overall rating scale described below applies to the following employee groups: AFSCME/OPEIU/SPFPA

    • Outstanding
      • Employee consistently and significantly exceeds job expectations and standards and demonstrates a high degree of initiative, customer service, and quality of work.
    • Commendable
      • Employee meets and frequently exceeds job expectations and standards and demonstrates a high degree of initiative, customer service, and quality of work.
    • Satisfactory
      • Employee meets the expectations and standards of the employee's job in a fully adequate way.
    • Needs Improvement
      • Employee meets many of the expectations of the job in a satisfactory manner but often fails to adequately meet some of the expectations or standards. Improvement is required.
    • Unsatisfactory
      • Employee fails to meet many job expectations and standards. Performance deficiencies must be corrected.

    Job factors impacting employee performance rating

    There are two components of the Employee Performance Rating:

    • Measurable results
      • Job knowledge/skills
      • Work results
    • Behavioral qualities
      • Communications
      • Initiative/problem solving
      • Interpersonal relations/equal employment opportunity
      • Work habits
      • Supervision/management

    General Instructions

    • Review with the employee the employee's job description, job standards (expectations/objectives/duties) for the rating cycle to ensure the appraisal relates to the specific responsibilities, job assignments, and standards that were conveyed to the employee for the rating cycle.
    • Base the appraisal on the employee's performance during the entire review period, not isolated incidents or performance prior to the current review period. Obtain/review necessary input and supporting data.
    • Rate each factor in relation to the standards established and the guidelines listed on the form for each rating.
    • Provide an overall rating based on the rating of the individual factors, adherence to significant performance standards, and accomplishment of essential functions. Each factor need not be of equal weight but comments should justify significant differences impacting on the overall rating.
    • Assess employee strengths and identify opportunities where the employee could improve or requires additional knowledge or skill. Include projected development needs to meet anticipated assignments during the next rating period. Obtain employee input regarding their training needs. When rating employees, consider their participation and willingness to participate in employee development opportunities.
    • The comments sections should be used to: support performance ratings, indicate problem areas and provide guidance to employees on how to improve performance. Comments MUST be provided for outstanding, needs improvement, and unsatisfactory ratings, and are highly recommended for all other ratings. Supervisor, reviewing officer, and employee comments are to be relevant and job related.
    • Discuss evaluation with reviewing officer before sending evaluation for review/discussion with employee. 
  • SCUPA Evaluation Rating Scale

    The overall employee evaluation rating scale described below applies to SCUPA employees:

    • Outstanding
      • Employee achieves results on a constant basis and significantly surpasses job standards.
    • Exceeds Standards
      • Employee frequently exceeds job standards.
    • Meets Standards
      • Employee meets the standards of the job in a fully adequate manner.
    • Needs Improvement
      • Employee occasionally falls below acceptable standards.
    • Unsatisfactory
      • Employee's work reflects excessive performance discrepancies that must be corrected.

    Factors impacting employee performance rating

    There are two components of the Employee Performance Rating:

    1. Measurable results
      • Job Effectiveness
    2. Behavioral qualities 
      • Organizational success
      • Making people matter
      • Supervision
  • Management Evaluation Rating Scale

    The overall employee evaluation rating scale described below applies to Management employees

    • Significantly Exceeds Standards
      • Performance consistently exceeds standards in all areas and far exceeds normal expectations.
    • Exceeds Standards
      • Performance consistently exceeds standards in a majority of areas and exceeds normal expectations.
    • Meets Standards
      • Performance consistently meets standards in all areas and meets normal expectations.
    • Needs Improvement
      • Performance meets standards in some areas, but is below standards in others and falls short of meeting normal expectations.
    • Unsatisfactory
      • Performance is below standards in most areas and fails to meet expectations. Substantial improvement is required.

    Factors impacting employee performance rating

    There are two components of the Employee Performance Rating:

    • Measurable results
      • Major work products
      • Major work goals
      • University strategic goal
    • Behavioral qualities
      • Supports the University's mission, vision, and values
      • Leadership
      • Work ethic
      • Management practices
      • Relation and communication skills
      • Job knowledge
  • Coaches Rating Scale

    The overall employee evaluation rating scale described below applies to Coaches

    • Significantly Exceeds Expectations
    • Above Expectations
    • At Expectations
    • Below Expectations
    • Unsatisfactory

    Factors impacting employee performance rating

    There are two components of the Employee Performance Rating:

    1. Measurable results
      • Budget Management
      • Compliance with the leagues
      • Program success
    2. Behavioral qualities
      • Emphasis on academics
      • Coaching and team management
      • Professional development
      • Community service and public relations
      • Supervision/management

What are the Employee Performance Evaluations ratings used for?

Employee Performance Evaluation ratings are used to:

  • Gather employee feedback
  • Provide data to support performance improvement
  • Empower/motivate employees
  • Develop our greatest asset - our people!

Can I appeal my rating?

Employees can appeal their Performance Ratings by contacting the Reviewing Officer.

Who is accountable for the Employee Performance Evaluation process?

  • Employees are responsible for performing the duties in the job description and achieving established standards and/or goals
  • Supervisors/managers, and reviewing officers are responsible for conducting the employee performance evaluation process
  • Human Resources is responsible for providing technical assistance, training, and monitoring of the employee performance evaluation process
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