TO: All Management Employees
FROM: John L. Maltbie
SUBJECT: Employee Performance Evaluation
Evaluating worker performance is one of the most important responsibilities of a manager or supervisor. Evaluations provide a framework for setting and accomplishing organizational and individual goals and objectives. An effective evaluation process lets workers know what is expected of them, how they are performing, and how they can improve and/or take advantage of growth and career opportunities. This is particularly true when the worker is on probation, forming the basis for their future work habits and relationships. The following guidelines should be followed in the performance evaluation process:
- Timeliness: Employee Performance Reports are to be completed annually on all permanent workers regardless of the length of service. For six month probationary workers, reports are to be completed prior to the end of the third and sixth months and for twelve month probationary periods, prior to the end of the third, sixth, and twelfth months.
It is particularly important that reports be done in a timely manner. Probationary workers must have a report completed at the end of their third month of service so that they have every opportunity to successfully complete their probationary period.
- Feedback: Feedback on employee performance is a continual process throughout the year and needs to be given as recognition for achievements or when the worker is having difficulty meeting performance standards or objectives. The report form itself documents the ongoing feedback that the supervisor has discussed with the worker throughout the year, in addition to setting specific objectives the worker is expected to accomplish during the next review period. Although workers may disagree with some of the supervisor’s statements, there should be no surprises during the performance appraisals conference.
- Worker Response: Workers should be given ten working days from the date the written report is discussed with the worker to comment and/or respond to the evaluation content and process.
- Working Draft: Since the performance appraisal conference is a cooperative effort between supervisor and worker, the report form should initially be done as a draft. This provides an opportunity for the worker to assess his/her performance and draft performance objectives to be discussed at the conference.
- Improvement Needed/Unsatisfactory Evaluations: If the overall work performance either needs improvement (below the standard level required for the position) or is unsatisfactory (inadequate and definitely inferior to the standards of performance required for the position), Employee Performance Reports must be completed monthly with clearly defined 30‑day performance objectives.
- Involvement of Lead Workers: Lead Workers are to play only an advisory role in the evaluation process. Leads should not be asked to prepare draft or final evaluations.