Department of Human Resources

Process for the Probationary Appraisal

ALWAYS HOLD PROBATIONARY REVIEWS ON OR BEFORE THE MIDPOINT OF THE PROBATIONARY PERIOD!

1. Review the Job Description. The supervisor reviews the job description which was used at the time of hire and provided to the new employee at that time. Any additions or deletions should be made at this time.

2. Prepare the Appraisal Form. Using the job description and observations from the probationary period, the supervisor then prepares the written appraisal.

For supervisors using the UMD Employee Performance Appraisal Form, rate each performance factor as “Superior,” “Exceeds Requirements,” “Competent,” “Requires Improvement,” or “Unsatisfactory.”

a. A Rating Factor Guide follows the 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.

3. USE CAUTION!! Any area(s) for improvement identified during the probationary appraisal assessment should be an area of significant concern. Consultation with UMD Human Resources is recommended before continuing the appraisal process.

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 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 and (after consultation with UMD Human Resources) the department elected to retain the employee, the supervisor should, no later than 3 months, complete 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.