MEMORANDUM
TO:All Supervisors of Elon Staff Employees
FROM:The Office of Human Resources
DATE:December 30, 2004
RE:Annual Performance Appraisal Process
It is time to complete performance appraisals for all employees who report to you. In completing the evaluations, please remember that the employee's position description is key to the appraisal process. Performance should be measured against those responsibilities that are identified as part of the position.
Below are attachments named “2004 performcomputer” and “2004 performmanual.” If you wish to prepare performance appraisals on the computer, please copy the 2004 performcomputer document to your hard drive to use as a template. Begin typing at highlighted area at “Employee Name” on the template and tab to complete information on the first page. Then use the down arrow key to proceed to the next page for item 1. “JOB KNOWLEDGE”. Use the tab to highlight the rating you wish to mark. After you indicate the rating with an “X”, use the down arrow to move to item 2. Using the down arrow and tab keys continue through the entire document. After you complete “Supervisor’s Comments” on page 7, click on “File” at the top left of the screen, move the arrow down and click on “Save As” to save and name the document. You may want to “Save As” the employee’s name and the year of the appraisal (ex: JSmith 2004). You can now print a copy, close the document and begin the process again for the next employee by opening the original “2004 performcomputer” document. If you are using the computer document, you may call Sherri Wolford in Human Resources at x5560 should you have any questions.
If you prefer to manually fill out the performance appraisal, print the “2004 performmanual” attachment to use as the original for making additional copies as needed.
You are being asked this year to give each employee who reports to you a copy of the appraisal form to complete as a self-appraisal before your scheduled meeting with him/her. Doing so will provide an opportunity for you and the employee to focus together on areas which both have reviewed. Self-appraisal forms are only to be used for discussion purposes at the scheduled appraisal meeting and do not need to be turned in to the Office of Human Resources. If you do not choose to have your employee(s) complete a self-appraisal, please share a copy of the form in advance of your meeting so the employee(s) will be familiar with its content.
If there are a number of people who provide supervision for an employee, make sure to obtain feedback from them prior to your meeting with the employee. While you may elect to conduct the appraisal meeting yourself, it is suggested that you consider involving all those who have some supervisory responsibility.
The appraisal form now provides the opportunity to evaluate employees who serve in supervisory positions. The university defines a supervisor as someone who has at least one university employee reporting to him/her. Instructions for completing the appraisal form for someone in a supervisory position are included on the appraisal form. Please read them carefully before beginning the process.
Please pay close attention to the section of the appraisal form entitles, “Individualized Development Plan.” This section requires the supervisor and the staff employee to establish objectives for the employee over the next twelve month period. As the explanation under the title states, “This plan should include specific learning goals, competencies that need to be developed or improved, and job-related performance enhancement.” Information from this section of the appraisal will be reviewed and used to identify topics for employee training programs.
Completed performance appraisals for all employees, including all appropriate signatures, should be returned to the Office of Human Resources (2070 Campus Box) no later than Friday, February11, 2005.
If you have any questions, please contact the Office of Human Resources at extension 5560.