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Process for the Annual Employee Performance Appraisal

1. Review the Job Description. Both employee and supervisor review the current job description for accuracy. The supervisor determines additions or deletions that need to be made to the job description based on that review. The supervisor determines the performance factors that will be rated and develops any additional performance factors that (based on the job description or specific duty assignments) need to be added to the evaluation form, sharing this information with the employee.

2. Employee Self-Evaluation. The employee prepares a self-evaluation.

For departments using the UMD tools, this would be the Self-Evaluation Form or the self-appraisal sections of the Joint Employee Performance Appraisal Form.

a. The Rating Factor Guide after the form assists the employee in rating his/her performance on the identified factors to be rated.

b. Where useful or relevant, provide representative examples to support the rating.

c. The employee presents the completed Self-Evaluation Form or Joint Employee Performance Appraisal Form to the supervisor.

3. Prepare the Appraisal Form. The supervisor then prepares the written appraisal.

For departments using the UMD tools, this would be the Employee Performance Appraisal Form or the supervisory portion of the Joint Employee Performance Appraisal Form, rating each performance factor as “Superior,” “Exceeds Requirements,” “Competent,” “Requires Improvement,” or “Unsatisfactory.”

a. A Rating Factor Guide follows each appraisal form to help raters in giving an accurate assessment of performance.

b. Written comments are required for any factor rated less than “Competent,” and noteworthy performance in any particular factor(s) should receive comment as well.

c. Rate a minimum of six (6) performance factors by checking the appropriate rating block. If a factor does not apply to the work requirements of this position, check the “Factor Not Applicable” box.

d. Complete the “Overall Employee Service Rating” section by considering the factor ratings given in the counseling session and assessing the overall effectiveness of the employee’s job performance during the rating period.

4. Hold the Review. The supervisor and employee meet for the probationary appraisal performance review. The employee is given an opportunity to provide comments, the required signatures are collected on the form, photocopies are made for employee and supervisor and the original is sent to UMD Human Resources and Equal Opportunity for filing in the official personnel file.

5. HRMS Tracking. If the department is participating in HRMS review tracking, input the data from the probationary review into the system and schedule the next performance evaluation.

6. Set Follow-Up if Needed. If areas for improvement were identified, the supervisor should, within 3-6 months, complete either the UMD Follow-Up Form or similar, meet with the employee to address the progress and next steps, and continue with coaching and performance monitoring.

Forms may be accessed at http://www.d.umn.edu/umdhr/performance/tools/