Performance Evaluation
Program
November 1993
(title changed August 1999)
Supervisor’s Preparation Sheet
The attached preparation sheet should be used as a guide in conducting the employee's performance review. It is designed to assist you in identifying the employee's accomplishments over the past year, in order to determine "performance pay".
The initial interview should: review the employee's performance in relation to the agreed upon performance standards; evaluate accomplishments and projects completed; and identify the performance standards and action plan for the next year.
SCHEDULE OF EVENTS
1. Give notice and the appropriate preparation sheet to the employee for the upcoming review, and arrange a mutually agreeable time to meet.
2. Review the current Job Fact Sheet. Note any permanent changes that have occurred during the past year and any "special projects" that have been performed during the past year. This is to ensure an accurate review of the past year’s performance.
3. Identify departmental goals and objectives and any planned changes to the employee’s duties as outlined in the current job fact sheet.
4. Select performance standards for each of the identified duties for the employee.
5. Identify any required permanent changes to the job fact sheet as a result of 2 and 3 above.
6. Identify and consult the appropriate sources of performance information. (eg. other faculty, grad students, staff)
7. Assess the employee's performance during the past year.
8. Conduct the review with the employee.
9. Allow the employee an opportunity to respond to the review and attempt to resolve any differences.
10. Ensure appropriate signatures are received and forward the completed review to the Employee Relations Section of Human Resources Division.
Review Preparation Sheet
Position
College or Directorate / Department
Your review is due and I would like to discuss it with you on
Date / Time
The appraisal of your performance during the past year will be based on the duties of your position (as described within your Job Fact Sheet) and individual goals and performance standards that were discussed with your supervisor last year. To prepare for the review with your supervisor, you should consider the following:
Ø Review Your Job Fact Sheet - Essential to any "performance appraisal" is a review of the job fact sheet. The job fact sheet is a key source of information regarding expectations and goals for any position. Supervisors and employees are encouraged to review the job fact sheet annually during the performance appraisal. Any modification, whether an addition or a deletion should be discussed. Together it should be determined if the "change" is significant enough to warrant re-evaluation by the Joint Job Evaluation Committee. The performance appraisal period should be used to "audit" your job fact sheet, but does not preclude revision at any other appropriate point during the year.
Ø Employees Plans and Goals - Describe activities you have undertaken, that have enhanced your on-the-job performance; consider any continuing education courses you have taken; specific job training activities; courses you have audited; "in-house" training programs; or other educational activities. Also consider those activities in which you have participated outside the University that have contributed to your performance.
Ø Note what your future plans and goals are. These may be directly related to your current position or to a future goal. Include such things as changes which could enrich your present job and increase your job satisfaction. These may include redesigning your current job to include additional/other responsibilities; job enrichment through a lateral transfer; preparation for promotional opportunities; participation in special projects, etc. Note what training or development would help you to reach these goals and objectives.
Ø University/Community Service - Identify any University or Community Service in which you participate. Consider involvement in University activities such as College Royal or the Community Barbecue, participation on University Committees or Task Forces and involvement in community activities.
SUMMARY OF DUTIES *see Job Fact Sheet / PERFORMANCE STANDARDS / SCORE/ RATING /A. / 1.
2.
3.
4.
5.
TOTAL SCORE
(Total score / # of standards) = AVERAGE SCORE
Average Scorex% = WEIGHTED SCORE
(weight) see Job Fact Sheet
B. / 1.
2.
3.
4.
5.
TOTAL SCORE
(Total score / # of standards) = AVERAGE SCORE
Average Scorex% = WEIGHTED SCORE
(weight) see Job Fact Sheet
C. / 1.
2.
3.
4.
5.
TOTAL SCORE
(Total score / # of standards) = AVERAGE SCORE
Average Scorex% = WEIGHTED SCORE
(weight) see Job Fact Sheet
D. / 1.
2.
3.
4.
5.
TOTAL SCORE
(Total score / # of standards) = AVERAGE SCORE
Average Scorex% = WEIGHTED SCORE
(weight) see Job Fact Sheet
E. / 1.
2.
3.
4.
5.
TOTAL SCORE
(Total score / # of standards) = AVERAGE SCORE
Average Scorex% = WEIGHTED SCORE
(weight) see Job Fact Sheet
Suggestions/Comments:
Total all weighted scores: + + + + = /100 =
OVERALL PERFORMANCE RATING =
INSTITUTIONAL GOALS AND PLANSIn this section, identify future plans & goals of the department including any training and development needs, specifically as they relate to this employee.
EMPLOYEE'S GOALS AND PLANS
In this section, reflect on your past year's performance and identify your future plans and goals, including any training and development activities you would like to undertake, in conjunction with the future plans and goals identified by your supervisor.
At this point, you may identify any University/Community Service, in which you participate.
Employee's Signature Supervisor's Signature
DateDate
Rating / PERFORMANCE STANDARD 1: ACCURACY /1 / Unacceptable / · Phones not answered promptly.
· Assigned duties frequently full of careless errors and basic spelling errors when original handwritten copy is fairly legible and the data is straightforward.
· Mistakes are constant and repetitive.
· Assignments always contain major typographical errors.
· Proper attention not paid to telephone callers.
· Material shelved incorrectly.
· Coding/inputting errors are frequent.
2 / Needs Improvement / · Occasionally assignments contain major typographical errors.
· Spelling and typewriting usually error free.
· Writing of call numbers is illegible, making labels unclear.
· Coding/inputting errors occur fairly frequently.
· Quality & quantity are inconsistent.
· A number of duties are avoided or unpleasant duties are avoided. Difficulties are not dealt with.
3 / Satisfactory / · Assigned duties completed correctly and accurately.
· Quality and quantity are consistent.
· Materials shelved correctly.
· Work is almost always free of minor errors. Asks for an explanation when minor errors are made.
· All duties are performed well, but occasionally some of the many tasks are not fully completed.
4 / Commendable / · Telephones always answered courteously.
· Assigned tasks completed even though handwritten originals are difficult to decipher and handwritten revisions difficult to follow.
· Correct material when found shelved in wrong place.
· Accurate and legible writing of call numbers.
· No coding/inputting errors.
· No spelling errors.
· Duties are performed conscientiously, all tasks fully completed.
5 / Outstanding / · Ability to handle several tasks of equal priority with a minimum of errors.
· No coding/inputting errors; frequently will correct other mistakes found, resulting in a more accurate data base.
· Never any errors, quality is exceptional, formatted to look great.
· All duties are performed correctly and accurately; the quality of the work and product is excellent.
Rating / PERFORMANCE STANDARD 2: TIMELINESS /
1 / Unacceptable / · Assigned duties rarely completed by the requested time.
· Work backlog always exists.
· Phones not answered promptly.
· Faxes not delivered in a timely fashion.
· Assignments are usually completed late.
2 / Needs Improvement / · Frequently misses deadlines when sufficient lead time given as compared to volume of work being processed.
· Work backlog is common.
· Occasionally delivery of faxes and telephone messages are tardy.
· Occasionally voice mail not responded to when there is sufficient time to do so.
· An occasional deadline is missed.
3 / Satisfactory / · Work is usually up-to-date.
· Deadlines usually met.
· Assignments are completed on time.
4 / Commendable / · Usually completes assigned duties prior to date requested.
· Telephone mail responded to without undue delay.
· Telephones always answered in a timely fashion.
5 / Outstanding / · Always completes assigned duties before the requested deadline.
· Assigned duties always completed on time regardless of the number of revisions required.
Rating / PERFORMANCE STANDARD 3: GUIDELINES, POLICIES AND PROTOCOL /
1 / Unacceptable / · Disregards policies, protocols or procedures specific to animal care, safety, etc.
2 / Needs Improvement / · Occasionally does not follow policies, protocols, procedures.
3 / Satisfactory / · Recognizes and refers unusual situations to appropriate party for assistance.
4 / Commendable / · Always follows policies, protocols and procedures all of the time.
5 / Outstanding / · Follows policies, protocols and procedures all of the time and reviews above documents and recommends changes wherever appropriate to increase the efficiency of the department.
Rating / PERFORMANCE STANDARD 4: EQUIPMENT/FORMS /
1 / Unacceptable / · Careless in the use of equipment.
· Continues to use improper forms or equipment.
2 / Needs Improvement / · Minor incidents of carelessness in the use of equipment.
· Occasionally uses forms or equipment inappropriately.
· Does not always use the proper form.
3 / Satisfactory / · Selects appropriate equipment/forms for the task at hand.
· Uses equipment/forms efficiently and properly.
4 / Commendable / · Suggests purchase of equipment to improve efficiency.
· Suggests changes or modifications to forms or equipment to improve efficiency.
· Make suggestions for more efficient or safer use of equipment.
5 / Outstanding / · Proposes workable redesign of forms or to modifications to equipment.
· Identifies ways of reducing costs or improving productivity.
Rating / PERFORMANCE STANDARD 5: CASH/INVENTORY CONTROL /
1 / Unacceptable / · Frequent or major cash shortages/surpluses.
· Constant supply shortages.
· Unnecessary stockpiling of supplies.
· Excessive expenditures on inventory.
· Records continually out of date.
· Lack of appropriate records.
2 / Needs Improvement / Occasionally records are not up to date.
· Occasional supply shortages.
· Inconsistent accounting practices.
· Occasional improper inventory control.
3 / Satisfactory / Appropriate levels of supply on hand to meet needs at all times.
· Follows appropriate procedures regarding petty cash.
· Ensures accurate reconciliation of accounts.
· Ensures accurate and full record keeping.
4 / Commendable / · Continually assesses and monitors supply levels.
· Eliminates unnecessary trips to Revenue Control to obtain petty cash.
5 / Outstanding / · Suggest methods to reduce inventory, costs of purchasing supplies, or improve ordering procedures.
· Anticipates departmental needs to ensure appropriate levels of supplies on hand.
· Anticipates petty cash needs to ensure appropriate levels of cash on hand at all times however maintains minimum balance.
Rating / PERFORMANCE STANDARD 6: COMMUNICATION /
1 / Unacceptable / · Gives incorrect information.
· Presents information in a confusing or unorganized manner.
2 / Needs Improvement / · Gives minimal information.
· Verbal/written messages are unclear, misleading or incomplete.
· Does not ensure that information is appropriate for the need of the user.
3 / Satisfactory / · Attempt to ensure that the receiving party clearly understands the information conveyed.
· Gives appropriate instructions/ information that is clear and complete as required.
4 / Commendable / · Ask appropriate questions to ensure that the information requested is the information required for the task.
· Includes extra pertinent information as required.
5 / Outstanding / · Follows up to ensure that the individual understands the information.
· Can give clear, concise information to all questions asked. Keeps supervisor advised as appropriate.
· Make suggestions for other sources of information where appropriate.
Rating / PERFORMANCE STANDARD 7: INFORMATION MAINTENANCE /
1 / Unacceptable / · Manual and computer files disorganized; time is wasted finding items; lacks understanding and is unable to effectively use the office filing system; filing not up to date; errors in record-keeping.
2 / Needs Improvement / · Own manual and computer files not arranged in a systematic way; some errors in record-keeping; inconsistency in record-keeping and filing.
3 / Satisfactory / · Own files are filed in a systematic way so they can be accessed by others; office filing system is followed and items filed daily; record-keeping is accurate and produced to meet deadlines.
4 / Commendable / · Looks at ways to make filing system more efficient; can edit or reorganize files following specific instructions. Record-keeping is always accurate. Recognizes and reports errors to appropriate individuals.
5 / Outstanding / · Is capable of editing old files using sound knowledge of what department needs to retain; able to determine what is archival and current. Works to simplify manual files and devises ways to effectively use computer for efficient record-keeping.
Rating / PERFORMANCE STANDARD 8: JOB KNOWLEDGE /
1 / Unacceptable / · Out of date knowledge or lack of knowledge of current area of expertise.
· Cannot grasp routine work concepts after the allotted training period.
· Unable to perform all aspects of the job.
· Does not bother to become familiar with work area.
· Lack of effort or interest in the job.
2 / Needs Improvement / · Not always current in their field.
· Relies frequently on co-workers for basic information.
· Unable or unwilling to apply current developments to current job.
3 / Satisfactory / · Has a good working knowledge of the specific area of expertise.
· Knows the appropriate/best source to find needed information.
· Consults with appropriate users/clients/people when necessary.
4 / Commendable / · Understands how other areas relate to their specific area; occasionally applies concepts from other areas.
· Shares information with other staff appropriately.
5 / Outstanding / · Uses and integrates information from other areas to improve ability to perform duties.
· Always takes the time to become familiar with new resources and learns to use these resources.
· Identifies other sources of useful information.
Rating / PERFORMANCE STANDARD 9: ORGANIZING AND PRIORITIZING /