Instructions for Employee Performance Reviews (EPR)
1. Admin receives notification that an EPR is due. 2. A hardcopy of the EPR package (which includes the Position Accuracy Certification and the Training Needs Assessment) is sent to the appropriate Secretary for distribution to the supervisor. 3. The Secretary obtains a copy of the current EPR from Coelk in the Supervisors folder. They complete the header information on the EPR (Type of Report, Name, Agency, Employee Number, Class Title, Supervisor or Non-Supervisor, Civil Service or Non-Civil Service, Organization and Rating Period.) The document is then saved as C:\EPR\\.doc. (Example, C:\EPR\Travel\jcraig_00.doc) 4. The Secretary will then e-mail the supervisor the EPR, which contains a routing slip, with a cc to the chain of command (supervisor through Division Chief) with the due date for the EPR of two weeks prior to the due date to OPS. If the Division Chief wants to change the due date of the EPR they may opt to send a revised date to the rater, reviewing officer and secretary. A typical chain of command would be as follows: Unit Supervisor, Section Supervisor, Division Chief, Assistant Director, Director and back to the Secretary. In this instance, the notification will only be sent through the Division Chief level. 5. At any level within the routing slip the slip may be modified to send the EPR back to the rater or the reviewing officer for changes to their comments or rating. The change would need to include the EPR being rerouted through to the originator of the change and then continuing to the Secretary. 6. A rule will be established on each Secretary’s PC to move the EPR routing notifications automatically to an EPR folder on Outlook. The rule will also send a copy of this notification to the Secretarial Supervisor in the event that information is needed and the secretary is out of the office. Once the EPR is completed and sent to OPS this folder can be purged of information regarding that EPR. 7. Secretary will receive the ERP after the entire Chain of Command (including the Director) has reviewed the document. They will be responsible for checking grammar and spelling. A grammar/spell check is automatically done when you exit the last comment field on the rater’s comments.. 8. The Secretary will print out a copy of the EPR. Signatures of the reviewing officer and rater will be obtained. The rater will present the EPR to the employee and obtain his/her signature. The EPR will then be returned to the Secretary. Copies of the EPR are made and distributed. (Currently Admin receives 3 copies to send to OPS, the Supervisor receives 1 copy and the employee receives the original.)
* NOTE: Instructions to create a Routing Slip are attached.
Instructions for the Routing Request With the EPR document open on your PC, Click on the menu item File Then click Send To Select Routing Recipient Click on Address and insert everyone in the chain of command including Ron. The file will automatically return to the Secretary. 5. Select Add Slip to route your document. 6. Close the document. You will be prompted asking if you want to send the document to the next person—Select Yes. You will then be prompted asking if you want to save the document. Select Yes to save a copy of the EPR on your PC; otherwise a copy of the file will not exist for you to reference. The rater should be the next person to open the document. They will evaluate the employee and complete the EPR form. When they close the form it will prompt them to send it to the next person on the list, in this case that would be the reviewing officer. The reviewing officer would read the evaluation for that employee. If they agree with the evaluation, they will complete their comments section. Otherwise, they will send it back to the rater for changes (see below). This will continue until the document is returned to the originating Secretary. NOTE: If the changes to be made that require the EPR to be routed back to the rater or reviewing officer, the routing recipient list can be edited. To do this, you should follow steps 1 and 2 above, then select Other Routing Recipient to edit the list. Be sure to include the original chain of command before re-routing. Each time a supervisor forwards the document, the Secretary will receive an e-mail notification that it’s been routed and to whom it has been routed. 1. 2. 3. 4.