Guidelines for Completing

Annual Performance Evaluations

  1. Evaluators must first review the applicable job description, and then gauge how well the employee completed their essential duties using the point system identified on the evaluation. The main objective of the annual evaluation is to record the evaluators perception of the performance of the employee as it applies to the written job description of each employee.
  2. Foundation has taken the approach that an employee is expected to perform at least at the level of “average”. Generally, an employee who is average will receive points associated with the “Meet Expectations” category. Throughout Foundation a large portion of employees will be in the category of “Meets Expectations”.
  3. Employees who show up on time, are dependable, have a good attitude, and complete their assigned tasks on time with minimal supervision are generally meeting expectations and should be graded as such on their evaluation.
  4. When an employee receives marks in the area of “Exceeds Expectations” or higher, the evaluator must provide concrete examples of where the employee has exceeded expectations. In the absence of concrete examples of how the employee has exceeded expectations, the annual evaluation will be returned to the evaluator to either add appropriate examples, or downgrade the marks on the evaluation to the appropriate markings. Again, showing up to work on time and doing a good job is expected.
  5. When an employee receives marks indicating any deficiency, the evaluator must provide concrete examples to support their markings – and comments on how to specifically improve any deficient area. It is critical all employees know how they can be successful, and as such, clear and concise statements regarding deficiencies and how to improve such a deficiency are essential to performance management.
  6. Annual performance evaluations should not bring surprises to the employee. An ideal way to ensure there are no surprises to the employee is for the evaluator to meet with their respective employees at least monthly for the sole purpose of addressing the employees’ performance and goal progress, and to set goals for the upcoming month. This approach will ensure areas of deficiency are addressed early and allow for timely corrective actions to be taken. Also, if the evaluator takes notes of these monthly meetings, it provides a record for which the evaluator can reference for the annual evaluation.

How Can An Employee Improve

Performance Evaluations and Merit Increases?

When an employee asks how he/she can improve their performance and receive a higher merit increase, what is a supervisor to do? Here are a few suggestions as to how supervisors can comment in the evaluation general comments:

  • First, ensure the job description provides clear and concise expectations of job performance, and update the job description whenever changes are made to work expectations. Either the respective employee or supervisor can initiate changes to the job description.
  • If the evaluator has been honest in giving consistent monthly performance feedback, one must ask what would be expected from an employee who would earn “Exceeds Expectation” rating and comment on the difference. Examples might be that the exceptional performer would have routinely finished their work early and volunteered for additional tasks.
  • The exceptional employee would have not only sent out emails to customers but followed them up with a personal phone call to insure the customers got the emails, understood them andto offer additional assistance.
  • The exceptional employee might have created good teamwork by volunteering to double check another employee’s work in turn for that employee to check his/her work.
  • The exceptional employee might have offered to learn another employee’s job so as to act as a back-up in case that person is absent or in case of an emergency.
  • The exceptional employee might complete the work in half the amount of time, with an exceptionally high degree of accuracy.
  • The exceptional employee may have done a better job of keeping you informed about their work, problems and issues or offered suggestions on how to accomplish the work in a more efficient manner.
  • The exceptional employee anticipates what the supervisor needs or wants and accomplishes it without having to be asked.
  • The exceptional employee plans ahead, is more self-directing and knows how to solve problem on their own.
  • The exceptional employee is considerate of others and does things to make sure others are also successful in their job responsibilities. This would include the supervisor’s job.
  • The exceptional employee makes the department look good in the eyes of others.