Purpose: For supervisors to document accomplishments, agreed upon job related competencies and goals and development opportunities for the next review period.
This form should be completed annually for each staff member by his/her supervisor. Upon completion, the original signed form should be sent to the Office of Human Resources where it is placed in the staff member's personnel file.
Section 1: Accomplishments
Supervisors use this section to capture the accomplishments of the staff member during the review period. Document what he/she accomplished.
To complete this section, consider the following resources:
- Self-Assessment form: Ask each of your staff members to complete a Self-Assessment form before you complete the written review. Consider his/her comments when writing the review.
- Last Year's Goals and Development Activities: This information should have been captured in either the review form or the Goals and Development Worksheet from the previous review period. Document the activities that were completed, the quality and impact of the work, and the timeliness of completion.
- Job Information Questionnaire (JIQ): Supervisors should annually review each staff member's JIQ (on file in the Office of Human Resources) to insure that the key roles, job duties, and responsibilities are still current. Note: If there are significant differences between the JIQ and current job responsibilities this may affect job category classification, contact the Office of Human Resources for further instructions. You may be advised to create a new JIQ, which should also be used as a basis of discussion during the staff member's review meeting.
- Job Category Description: Job category descriptions are found in the Pay Administration Handbook. The category description can help to guide the conversation when evaluating performance and identifying goal and development opportunities.
Competencies are defined as key skills, knowledge areas, or behavioral characteristics that are important to the job performance of a staff member. A discussion around a staff member's competencies relates to how a staff member accomplishes his/her work. Use your mouse to select the word and then pressing Ctrl + Left Click to follow the competency for the definition and behavioral traits, or refer to the Competency Library.
To complete this section:
- Review the competencies chosen by the staff member on the Self-Assessment form.
- Choose the three to five General competencies that you believe are most important for the staff member's job success, and mark each box with an "X." Choose two to three additional Leadership competencies for a staff member who is a manager or supervisor.
- Document the staff member's competency strengths and areas for improvement in the space provided.
- During the Performance Partnership meeting, align your thoughts with those of your staff member by discussing any differences. Agree on the three to five most important competencies, and, if necessary, edit the final form.
Document the goals and development opportunities for the next review period in the matrix provided. Note: While this form can be referred to throughout the next performance period, more detailed goals and development planning and tracking are available by using the Goals/Development worksheet.
Use the following definitions for completing this section.
- Goals may be: newly assigned expectations and projects, assignments that develop employee potential outside of daily job duties, improvements to execution of current responsibilities.
- Developmental goals may include: training or learning experiences designed to improve the employee's knowledge, or skills that the employee will utilize during the next review period. Note: Both goals and development activities should be written using SMART (Specific, Measurable, Achievable, Realistic, Time-bound) as a guide.
- Identified outcomes: Descriptions of the benefit(s) or impact that will result from completion of the identified goals or development opportunities.
- Targeted Completion: Identify targeted completion dates (where applicable).
Evaluate the staff member's overall performance based on information documented and discussed during the feedback and review process.
Indicate this overall evaluation by marking one box with an "X" in the rating column that best summarizes the employee's overall performance for the review period.
Section 5: Staff Member's Comments and Appropriate Signatures
Staff Member's Comments:
The staff member has the option to comment on the final review form.
- The staff member, reviewer, and the person who is one level up from the reviewer should sign and date the form.
- As outlined in the form acknowledgement, the staff member's signature does not necessarily indicate agreement with the information documented; rather it denotes that he/she has read the completed form and participated in the performance review discussion.
- Send the printed, signed, and completed original form to WorkLife and Organizational Development, Office of Human Resources, by the first Friday in June.
- It is recommended that both staff member and reviewer make a copy of the form prior to sending it to HR so that each person can reference it throughout the next review period.
- Once received by HR, the form is reviewed and then filed in the staff member's personnel file.