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Performance Evaluation Guidelines
County EMPLOYEE PERFORMANCE EVALUATION SYSTEM
This is reference material to assist with the evaluation process
TABLE OF CONTENTS
I. Goals and Objectives
II. Basic Characteristics of the Evaluation System
III. Performance Review Steps
a. Time Schedule
b. Position Description Update
c. Documentation
d. Self-Evaluation
e. Colleague / Peer Input
f. Performance Evaluation Ratings
g. Formal Performance Discussion
h. Notification and Documentation
IV. Summary
FORMS
1. Individual Self-Evaluation form
2. Colleague / Peer Input form
3. Performance Evaluation Summary form
Implemented: Oct 2007
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Performance Evaluation Guidelines
I. Goals and Objectives
The primary function of the performance evaluation system is to provide a fair, objective
basis for personnel decisions. It also serves as an important tool for communicating
expectations and providing feedback on performance. The objectives include:
A. Provide a fair and objective basis for making personnel decisions, including salary
determination, promotion, transfer and separation.
B. Increase an employees understanding of his/her job and provide information to plan for
personal improvement and professional growth.
C. Enhance individual productivity and improve performance.
II. Basic Characteristics
Basic characteristics of the performance evaluation system include:
A. Increase mutual understanding of job and expected results.
B. Actively involve the employee in the process.
C. Establish performance evaluation as an important aspect of meeting organizational and
regional goals.
D. Integrate position description, colleague/peer input, and employee input with the
performance evaluation.
E. To the extent possible, evaluation should focus on performance that is documented by
objective, verifiable data/information.
F. Unique situations/conditions that tend to affect the employee’s role should be considered.
III. Performance Review Steps
The supervisor is responsible for ensuring that the following steps in the performance
evaluation of the employee are followed:
A. Time Schedule - Each employee’s performance is to be evaluated annually, with the
evaluation period defined as May 1 – April 30. The formal performance discussion
should occur by June 30.
Employees with less than six months employment in their current position at the time of
scheduled reviews need not be formally evaluated. The supervisor may conduct a
performance evaluation with them on an informal basis.
B. Position Description Update - The employee is to review the position description and
submit any updates to the supervisor for review. The supervisor will review the
description, make approved changes to ensure accuracy of description, and review final
copy with the employee.
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Performance Evaluation Guidelines
C. Documentation - In the evaluation process, both formal and informal documentation may
be used and may include such items as supervisor's observation during the year, feedback
from staff and partners, memos, etc. The collection of documentation should be an
ongoing activity of the supervisor and employee throughout the year.
D. Self-Evaluation - Each employee will submit a self-evaluation to his/her supervisor. The
self evaluation should emphasize significant impacts and accomplishments during the
evaluation period. The employee should review the job description, previous
performance evaluations, and the performance evaluation criteria for overall direction in
preparing the self evaluation.
E. Colleague / Peer Input - In consultation with the employee, the supervisor will select
three to five colleagues/peers to provide performance evaluation input. Suggested
categories of individuals to consider for colleague/peer input include: regional
administrative associates, campus-based administrative management staff, regional
specialists, county secretaries and council officers. The supervisor will send appropriate
forms and instructions to the colleagues/peers. Input will be used only as feedback for
the evaluation and will be kept anonymous. In addition, colleagues/peers should provide
input on only those criteria for which they have verifiable information.
F. Performance Evaluation Ratings - The final ratings of the employee’s performance will
be determined by the supervisor after reviewing performance documentation,
colleague/peer input, and the employee’s self-evaluation. The overall evaluation of the
employee is documented with narrative feedback regarding the employee’s strengths and
areas needing improvement. The results of the review and ratings are placed on the
performance evaluation summary form.
The evaluation ratings consist of the following:
O Outstanding – truly exceptional efforts or results during the appraisal period.
Consistently provides leadership for self and others to accomplish goals and
objectives. Performance consistently sets organizational and regional
standards.
E Exceeds Expectations – exceeds expectations for the criterion. Consistently
demonstrates initiative and self-direction to accomplish the criterion. Work is
consistently high quality.
ME Meets Expectations - meets the expectations for the criterion and requires
minimal supervision. Performance is consistently satisfactory.
NI Needs Improvement - does not meet all the expectations of the criterion.
Specific areas of improvement are easily identified. Action on
recommendations for improvements is expected. Failure to improve may result
in an unsatisfactory rating on future evaluations.
U Unsatisfactory - consistently fails to meet the expectations for the criterion.
Improvement in performance on specific recommendations is mandatory.
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Performance Evaluation Guidelines
The overall rating for the employee’s performance is expressed in a statement of
performance strengths and areas needing improvement, as well as quantified based on the
following grid:
Number of criteria rated Outstanding ____ X 5 pts =
Number of criteria rated Exceeds expectations ____ X 4 pts =
Number of criteria rated Meets Expectations ____ X 3 pts =
Number of criteria rated Needs Improvement ____ X 1 pts =
Number of criteria rated Unsatisfactory ____ X 0 pts =
Total number of criteria ____ Total pts
G. Formal Performance Discussion - Performance discussion is continuous during regularly
scheduled employee/supervisor meetings and through other informal communications,
but at least one formal face-to-face session should be held each year with a mutual
discussion between the employee and the supervisor.
The supervisor will discuss the ratings on each of the performance evaluation criteria and
discuss strengths and areas needing improvement.
H. Notification and Documentation - The employee should receive notification of his/her
final evaluation in a timely manner after the formal performance discussion. The method
of communication is to be agreed upon by the employee and the supervisor.
Communication may take place at the time of the formal discussion, by mail or in a
follow-up performance session.
The supervisor should make two photo copies of the updated position description and the
completed evaluation summary, one for the supervisor and one for the employee. The
originals should be forwarded to Extension Administration to submit in the employee’s
personnel file.
IV. Summary
University of Missouri Extension is dedicated to employing and retaining employees who
are competent and committed to the mission of the organization. University of Missouri
Extension is committed to the personal and professional growth and development of
employees through initial selection of personnel, orientation, training, education, and
evaluation feedback.
Any questions or complaints regarding the performance evaluation process can be
directed to the employees supervisor or Director, or the Human Resources department.
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