Unit-Level Performance Appraisal System

in Student Affiars

Return to the Staffing Practices Main Page

Instrument

"Performance appraisal is an organizational system comprising deliberate processes for determining staff accomplishments to improve staff effectiveness."

Winston & Creamer, 1997

Four Phase Performance Appraisal Instruments

Performance Evaluation Check Sheet

This document lists all items that are included in the Performance Appraisal file for the year. All items must be completed and signed before they can be checked off. Upon completion, both parties must sign to indicate their confirmation of all noted documents being present.

Objective Review Form

This form is designed for senior staff members to review the annual objectives they created for themselves and their department. It is to be completed mid-semester Fall and Spring. After listing each goal, the employee should note the progress made, if any, on these objectives. If no progress has yet been made, it is to be cited as “Not applicable at this time.” This also provides them with the opportunity to make any revisions, deletions, or additions they feel are necessary due to budget issues or unforeseen incidents throughout the year.

Once the employee has completed the form, it is submitted to the supervisor to be discussed & approved during Supervisory Meetings 1 & 2. Upon approval, it becomes the official list of annual objectives for that employee.

Self Evaluation Form

This form is identical to the Annual Evaluation form, but is to be completed by the senior staff member being evaluated. The employee numerically rates him/herself on a standard set of behaviors and behavioral characteristics that are divided into five categories. Learning & Development, Community, Service, and Commitment to Excellence, reflect the unit’s core values while a Communication section completes the categories. Space for brief essay comments after each section supply the opportunity to note specific examples (critical incidents) of exemplary or poor behavior, and are required for all areas of special excellence and all areas rated “needs improvement.”

This document is given to the employee during Supervisory Meeting 3 so that employees have the chance to review their own performance and provide input into their Annual Evaluation discussed during Supervisory Meeting 4.

Final Objective Review Form

It is to be completed at the end of the school year once the University’s Annual Report has been published. The senior staff member notes each objective from their list approved in Supervisory meeting 2 and submits a detailed narrative informing the supervisor of accomplishments and progress made over the past year. If an objective has not been fully met, this is the senior staff member’s opportunity to explain why it has not happened.

This document is submitted to the supervisor for review and discussed during Supervisory Meeting 3. Upon approval, it becomes the first section of the Annual Performance Appraisal file.

Annual Objective Development Form

The Senior Staff member develops four to six objectives for themselves and their department in the upcoming year. These objectives should relate to the four core UUSA values: Student Learning, Community, Service, and Commitment to Excellence. At least one of these objectives must address the employee’s personal development initiative(s) for the year.

This document is reviewed and discussed during Supervisory Meeting 4, and upon approval from the supervisor becomes a part of the Annual Performance appraisal file. A copy of this document is kept by the employee and imported onto the Objective Review Form for the next school year, completing the Performance Appraisal cycle.


Annual Evaluation Form

The supervisor completes this form after receiving the Final Objective Review form from the employee. He/She numerically rates the employee on a six point scale ranging from Outstanding Performance to Seriously below Expectations. The first four categories, Learning & Development, Community, Service, and Commitment to Excellence, reflect the unit’s core values while a Communication section completes the categories. Some of the questions that make up each category are general standards of behaviors and behavioral characteristics while the others are derived directly from the unit’s mission statement and core values. Space for brief essay comments after each section supply the opportunity to note critical incidents, or specific examples and the surrounding circumstances where a staff member's actions demonstrated (or failed to demonstrate) the behavioral characteristics evaluated in that section. These comments are required for all areas of special excellence a rating of 5 or above, and all areas rated needs improvement, or a rating of 3 or below.”

This document is discussed and compared to the identical employee Self Evaluation Form during Supervisory Meeting 4. If a critical incident of job performance has been inadvertently overlooked, the supervisor should adjust his/her performance appraisal during the meeting to address that omission.

Reflection on Prior Year Process

This document contains questions that encourage employees to reflect on the effectiveness of the performance appraisal process from the previous year. It is to be given out during the yearly performance evaluation training, and used to make any revision to the evaluation process for the upcoming year.

Traveling Evaluation

This document is sent out to relevant parties to address employee performance on a team or committee that is not under the direct observation of the supervisor. It provides the employee with a chance to be recognized for all of the work they do for the University. It is sent to the appropriate evaluator after Supervisory Meeting #, and is included in the Annual Performance Appraisal File. If this form is not utilized during the annual performance appraisal, it is listed as N/A or not applicable on the Performance Evaluation Check Sheet.

[top]

 

 


©Virginia Tech and the University of Georgia

Updated: 2008