Human Resources: Performance Partnership – Section 4: Instructions for Completing Forms

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Section 4: Instructions for Completing Forms

1. Performance Feedback/Review Form

Section 1: Significant Accomplishments
This section should capture the significant accomplishments of the staff member during the review period. This is often referred to as the "WHAT" was done during the review period. To most effectively complete this feedback, the supervisor and the staff member should use the following to guide their discussion:

Job Category Description: These are the category descriptions linked to the Job Information Questionnaire as described in the Pay Administration Handbook. Use this category description to guide the conversation when evaluating performance and identifying goal and development opportunities.
Job Information Questionnaire: (job description - on file in the Human Resources Office.) Key roles, job duties, responsibilities that are documented should be discussed. If there are significant changes to the job that may affect job category classification - contact the Office of Human Resources.
Staff member's Self-Assessment: Prior to the review meeting, staff members should prepare their thoughts on their own performance during the review period. Self-assessment worksheets are available for staff to use.
Goals and Development or Goal/Development Worksheet: from previous performance review period. Agreed upon performance expectations. Areas for focus prior to and during the review period between supervisor and staff members should be discussed.
Key Accomplishments
Opportunities for Improvement

Section 2: Job Related Competencies
Competencies can be simply defined as key skills, knowledge areas, or behavioral characteristics that are seen as important to the performance of a staff member. Discussion of competencies is often referred to as the "HOW" a staff member accomplishes their work. To most effectively complete this feedback, the supervisor and staff member are encouraged to refer to the Competency Library.

It is recommended that you choose 3-5 competencies that are important for successful job performance by marking an "X" in the box.
Competencies that are in bold and italic are those that are linked to the job category description.
Consider the impact the competency has on the success of the job.

Section 2A: How Demonstrated
Describe past situations or future job related opportunities when these identified competencies (were/can be) demonstrated. Describe the impact or results of these behaviors.

Section 3: Goals/Development Opportunities
Section 3 facilitates future discussion and planning regarding the individual's professional growth and necessary contributions that the department/unit/university requires based upon job role. This section is the starting point for discussing and planning for significant accomplishments during the next review period. It can be referred to and updated as a result of performance feedback discussions throughout the performance period. For mroe detailed goal and developmental planning, consider using the Goals/Development worksheet.

Defined Goals and or Development Opportunities: identify goals or development opportunities which will lead to continued professional growth in the upcoming review period.
Goals are activities that are deadline driven for which the staff member takes ownership for accomplishment. Goals are linked to job/department/unit and university objectives and have measurable results.
Development are activities and experiences designed to broaden knowledge which may or may not be directly related to the current job position.
Describe the benefits or impact that will result from the accomplishment of identified goals or development opportunities. How will the individual grow professionally? How will the department/unit/ or university benefit?
Targeted Completion: Where applicable, identify targeted completion dates.

Section 4: Overall Performance Summary Rating
Evaluate and summarize the staff member's overall performance based on information documented and discussed during the feedback and review process.

Indicate this overall summary by marking 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 have the option to comment on the performance feedback documented in sections 1-4.

The Staff member, reviewer, and the person who is "one level up from the reviewer," sign and date the form.
Staff signatures are not an indication of agreement with documented information, rather an indication that they have been provided an opportunity to review the information.
A copy of the printed, signed, and completed form is to be sent to the Office of Human Resources by the first Friday in June.
The form was designed to be referred to several times during the review period as informal performance feedback discussion and dialogue continue throughout the review period. It is recommended that both staff member and reviewer make a copy of the form prior to sending it to the HR Office.
Faxed or electronic formats are not acceptable.
Once received by HR, the form is reviewed and then filed in the employee's personnel file.

2. Staff Self-Assessment Worksheet

Staff members are encouraged to complete this worksheet prior to the performance feedback meeting. The first three sections of the Self Assessment Worksheet are similar to the first three sections of the Performance Feedback Review form. The completion of this worksheet will help to ensure that the focus of the meeting is an interactive discussion between staff member and supervisor.

Section 1: Significant Accomplishments:
This is an opportunity to take a look back and reflect on your accomplishments during the review period.

List your most important contributions during the review period.
Describe the outcomes, results, or impact that these accomplishments had on your department/unit or the University.
If applicable, refer to section 3: Goals/Development Opportunities of your previous performance review, or the Goal and Development Worksheet.

Section 2: Job Related Competencies:

Mark an "X" in the box that best reflects the key skills, knowledge areas or behaviors that are important for successful job performance.
Generally 3-5 competencies are recommended.
Reference the Competency Library for competencies that are linked to your job category or the on-line performance review form for your job category. Linked competencies are bolded and hi-lighted in Section 2.
If applicable, reference Section 2 of your previous performance review. Those marked are those which you and your supervisor agreed to.

Section 2a:
Describe the specific situations or opportunities when these competencies have been demonstrated and describe how you demonstrated them.

Section 3: Goals/Development Opportunities:
Identify the projects, training, or activities that will contribute to your continued professional and personal growth at the University. This is an opportunity to look ahead and plan for experiences that will prepare you for future opportunities. Describe the impact or results of each and targeted completion dates.

3. Goal and Development Worksheet

This worksheet can be substituted for Section 3 of the Performance Feedback review form and is recommended to be used when more expansive detailed goal and development planning needs to be documented than required in Section 3 of the Performance Feedback review form.

If regularly updated throughout the performance period, documentation on this form can be used for Section 1 of the Performance Feedback Review form, Significant Accomplishments for the next review period.
Either manager or staff member can initiate the use and updating of this worksheet.