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Performance Evaluation Procedure


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									                            PERFORMANCE EVALUATION
                                Management Guide

The following is a standard performance review procedure that can be customized to meet
the process and requirements of your company. It’s particularly designed to be provided to
the company’s managerial staff.

The Performance Review is a time to evaluate your employee’s performance over the past year
and identify training and development needs, as well as acknowledge employee contributions.
It is also a good time for a manager to review the employee’s job description to ensure that it
currently reflects the job.

Performance reviews can be difficult, confusing, and frustrating to write. No “perfect”
evaluation format can guarantee an objective review. However, by acquiring good working
knowledge of the mechanics involved, managers can write a more objective review and discuss
it competently and confidently with an employee.

Manager Responsibilities:

      Core Responsibilities of the Job: When an employee is hired, the manager should
       review the job requirements (preferably using a written job description) with the
       employee, discuss which aspects of the job are the core responsibilities and their
       relative importance, and discuss which aspects of the job will be evaluated in their
       performance review.

      Set Job Standards: For each major area of responsibility, the manager must outline job
       standards. Job standards are expected outputs, results, or behaviors, for example: error
       rate, volume, or speed. You may define your standards as either objectives or behaviors.
       Objectives are usually physical products produced, such as reports, or external events
       that must transpire by a specific date. For example, under a core responsibility such as
       typing, an objective may be to type all top priority reports in one day or less. For the
       same core responsibility, you may define ongoing activities or specific behavioral
       standards. For example, while typing the employee should proofread for sentence
       structure and grammar.

      Documenting Performance: Managers should use reports, log sheets, personal
       observation, complaint letters or other methods to measure and document
       performance. These measuring devices should accurately tell the manager the extent to
       which an employee is meeting his/her job standards. Whatever method is chosen, it is
       important that managers keep good records throughout the year, not just the few
       months before the review.

      On-Going Evaluation of Employees: It is also important that managers evaluate their
       employees frequently, giving plenty of feedback about their performance. One
       approach is to set up mini-evaluation sessions throughout the year. At these sessions,
       discuss perceptions about performance in each of the core areas of responsibility. Listen
       to the employee’s perceptions and try to clarify any differences between actual
       performance and desired performance.
                          PERFORMANCE EVALUATION
                              Management Guide

      Timing of the Performance Review: Your HR Representative will contact you with the
       performance evaluation forms during your department’s evaluation time. Let your
       employees know that performance reviews are coming up and provide each employee
       with a self-evaluation form. Give the employee a due date to return the form to you,
       and an expected date for the evaluation. The self-evaluation form will assist you in
       completing the performance review.

      Preparing the Performance Review: After the employee has returned the self-
       evaluation form, complete the Performance Review form. You are not limited to
       reviewing only the information that the employee has listed on their self-evaluation
       form, but this form will remind you about the various projects the employee completed
       the prior year. If possible, refer to prior evaluations to how the employee’s actual
       performance compared to the goals set. It is useful to write a rough draft and return to
       it at a later date to finish it. When writing comments, generally a short paragraph for
       each category will be enough. However, try to write behavioral examples that illustrate
       a trend or prove your rating, rather than writing a conclusion about the performance.

      Approvals:    Once you have completed the Performance Review form, make an
       appointment to discuss the review with Human Resources and your manager. The
       evaluation must be approved before you discuss it with the employee.

      Performance Review Discussion: Managers will hold a discussion with the employee
       regarding the performance appraisal. The discussion should be held at a prearranged
       time in a private location free from interruptions.

      Employee Signature: The employee will be asked to comment on the appraisal and
       acknowledge it by signing the form. He or she will be given a copy of the signed
       appraisal. If the employee declines to sign the form, he or she should be encouraged to
       discuss any concerns and perhaps write a written rebuttal. If the employee still declines
       to sign the form, the manager should write, “employee declined to sign” at the bottom
       of the form, add his or her initials and the date, have the employee initial it, and give the
       employee a copy of the appraisal. The manager should then notify his or her manager of
       the situation.

      Provide HR with the original appraisal form for the employee’s personnel file. The
       appraisal will be available to you for future reference.

If you have any questions, please contact the Human Resources Department for more

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