Evaluating Non-Probationary Employees

Step 1 – The Employee Self-Assessment Process

Every classified employee must be given the opportunity to conduct a self-assessment; the Self-Assessment is part of the performance evaluation form.  If an employee completes a self-assessment, you must consider this information as you complete your assessment of his/her performance.  Notify your staff of your deadline to receive the form with their self-assessments.  Allow at least two weeks for staff to prepare self-assessments so that you can consider this information as you complete their evaluations to meet your deadline. Factors to consider for the self-assessment:

  • General accomplishments and obstacles during the performance cycle
  • Achievement of the core responsibilities/measures of their position
  • Implementation of the performance factors (interpersonal skills, communication, safety, attendance, etc)
  • Learning points from this cycle.
  • Desired goals and training for the new cycle.

Additional information and tips on completing the Self Assessment are available for your review.

Step 2 – Preparing/Completing the Evaluation

Use the current EWP to rate each core responsibility, special assignments, and applicable performance factors, taking into consideration any submitted employee self-assessment.  Assess the employee’s progress toward meeting his/her learning goals.  Determine the overall performance level.  This action requires your judgment and objective assessment of the employee’s total job performance throughout the review cycle.  Please consult with HR in cases where an employee has been on periods of extended leave.

If you find yourself needing some words, you may want to take a look at Performance Management Language.

Extraordinary Contributor

NOTE: An “Extraordinary Contributor” rating requires attaching at least one Acknowledgement of Extraordinary Contribution form to the evaluation form. 

Below Contributor

An overall “Below Contributor” rating requires the following steps:

  1. Attach at least one Notice of Improvement Needed / Substandard Performance form or a Written Notice for performance to have been given during the performance cycle.  These forms must be added to the evaluation form. 
  2. You must consult with HR prior to assigning an overall below contributor rating.
  3. Obtain the reviewer’s signature before discussing the evaluation with the employee.
Please be sure to complete these steps before moving on to Step 3.

 Step 3 – Conducting the Performance Evaluation with Your Employee

Start by reviewing the expectations that were established at the beginning of the cycle.  Review the evaluation with the employee.  Involve the employee in the discussion by asking him/her for problem-solving ideas and input on accomplishments.  Discuss learning needs and ask what you can do to help the employee succeed in his/her goals/objectives.  Deliver effective feedback:  Base feedback on stated expectations; be specific; focus on behavior, not personality; listen carefully to the employee’s responses to ensure his/her understanding of the discussion; deliver feedback in an appropriate place; and make feedback an ongoing process.  Keep a signed copy of the evaluation form for your files and give the employee a copy.  Return the signed original evaluation to Human Resources.

Special Cases

Employee on Leave

Even if the employee is on leave, you must submit a copy of the unsigned employee evaluation.  Note on the copy of the evaluation form that the employee is on leave and is unavailable to sign the form.  Once the employee returns to work, conduct the evaluation and submit the signed original to Human Resources, keeping a copy for your department files and providing a copy of the evaluation to the employee.

Below Contributor Process

As noted above, you must attach at least one Notice of Improvement Needed form or a Written Notice for performance issues that was issued during the performance cycle to the evaluation form to support an overall rating of “Below Contributor.”  Contact Human Resources prior to issuing an overall “Below Contributor” rating to any employee and they will guide you through the process. Within 10 workdays of the evaluation meeting, you must provide the employee with a “reevaluation” EWP to follow for the next three months.  This form can be a copy of the original EWP marked “Reevaluation” or a revised EWP marked “Reevaluation.”  Obtain the reviewer’s signature first and then the employee’s signature on the reevaluation plan.

Performance Evaluation Appeal Options

An employee may appeal in writing to the reviewer within 10 workdays of the initial performance evaluation meeting.

The reviewer should respond in writing to the employee within 5 workdays.  The reviewer has final authority to determine the overall performance level rating and appropriate evaluation comments.  Other options available to the employee include requesting an informal discussion or mediation, attaching comments as an attachment to the evaluation, or initiating a formal grievance.

Review/Develop Performance Plan for the Following Year

Complete and discuss the Employee Work Plan for the upcoming performance cycle with the employee, using the guidelines provided. Obtain signatures and turn into Human Resources.