Defining Criteria and Manager Evaluation

Summary

The performance evaluation is an annual summary of employee performance in the areas of  core job functions, common standards, and goals. The performance evaluation process requires ongoing dialogue between the supervisor and employee to ensure clear and mutual understanding of key performance expectations. The evaluation should include the impact of performance with a few examples to support the overall rating. 

Managers and supervisors are encouraged to keep evaluations succinct. It is not necessary to report each and every detail of performance. In order to effectively define performance expectations, and support and evaluate employee performance, ePerformance requires that Supervisors and Employees work together to:

  1. Define Criteria

    During the Define Criteria step, the Supervisor and Employee work together to define criteria, based on the tabs described below, upon which the employee’s performance will be evaluated. The system allows both the supervisor and the employee to add and edit criteria on the Functions and the Goals tabs. However, the Supervisor shall determine whether or not the Employee may add or edit items to the performance evaluation. The Supervisor must communicate this expectation clearly to the employee.

    The Supervisor should also inform the Employee what examples of performance would be required for each rating. For example, in order to attain an Exceptional or Consistently Exceeds Expectations rating, the supervisor might expect that the employee not only  perform the key duties identified in the job description or previous goals well, but also meet or exceed stretch goals. 

    Functions Tab

    Functions should reflect duties as they are related to the job description. For example, these can include specific projects/assignments, responsibility for certain departmental operations or programs, ongoing work groups or committee participation, etc.  It is not necessary to copy the entire job description duties into the Job Functions section; a summary of projects/assignments is sufficient.

    Goals Tab 

    Goals are used to identify development that sustains, improves and builds performance, and enables the employee to contribute to strategic organizational objectives and foster employee growth. This section should be used to identify goals, objectives, and career development activities and should be completed in collaboration with the employee. Stretch goals can be used to define and motivate performance which is Exceptional or Consistently Exceeds. 

    Common Standards Tab

    Common Standards include the Principles of Community and Diversity. Supervisor and Employee should discuss expectations of work or goals around these standards.

    Finalizing and Approving Criteria

    Once the supervisor has determined that the criteria have been sufficiently defined, they can complete the Define Criteria step by clicking the Approve button found in the upper right corner. In order to allow for flexibility for changing priorities throughout the evaluation period, the supervisor may wait to Approve the criteria. However, it will be vital for the supervisor and the employee to have clear ongoing discussion of any changes after they have established initial criteria.  

  2. Evaluate Performance

    The Manager evaluation should reflect a concise, but well supported summary of the employee’s performance based on the defined criteria, participant feedback (if applicable), and/or the employee’s self evaluation (if applicable). The evaluation must include succinct examples which represent the employee’s performance over the course of the evaluation period, both within each criteria as well as the overall rating. Any example used should have been addressed/recognized during the evaluation period. The evaluation is not intended to replace consistent and ongoing supervisor feedback.  

    The Rating System:

    The five rating categories are:

    • 5 = Exceptional
    • 4 = Consistently exceeded expectations
    • 3 = Met expectations
    • 2 = Improvement needed
    • 1 = Unacceptable

    Rating Definitions:

    Within each criterion in the Functions, Goals, and Common Standards tabs, the Supervisor will include a succinct narrative containing examples of performance, as defined below, which represent the employee’s performance over the entire evaluation period.

    These examples should consist of those which have been discussed with the employee during the evaluation period. Remember: The evaluation should not be the first time an employee is recognized or their performance concerns are addressed.

    Exceptional

    • Surpassed all goals (Including stretch goals)
    • Performance far exceeded expectations in all key areas of responsibility with exceptionally high quality of work and exceptional or unique contributions to organizational objectives
    • Behavior consistently exemplified the highest values of the organization
    • This rating is not given frequently (approx. top 10% across campus)

    Consistently Exceeded Expectations

    • Generally exceeded goals. (Essential and any stretch goals)
    • Performance consistently exceeded expectations in key areas of responsibility, and the quality of work was generally excellent
    • Exhibited model behavior that reflected the values of the organization

    Met Expectations

    • Met essential goals.
    • Performance consistently met expectations in key areas of responsibility; at times may exceed expectations. The overall quality of work was good
    • Is dependable, highly reliable, follows through on assignments
    • Exhibited behavior consistent with the values of the organization

    Improvement Needed (Consultation with your ER Analyst is required before issuance)

    • Did not consistently meet essential goals
    • Performance did not consistently meet job requirements
    • Behavior may not consistently reflect the essential organizational values
    • This performance rating would typically follow on-going counseling and coaching for improvement.
    • Repeated overall annual ratings of “Needs Improvement” should not be tolerated. Aside from counseling and coaching, progressive discipline may be used for performance improvement. A plan to improve performance must follow and include clear expectations, deadlines, and formally scheduled one-on-one reviews for measuring the expected improvements

    Unacceptable (Consultation with your ER Analyst is required before issuance)

    • Failed to meet essential goals
    • Performance egregiously failed to meet expectations
    • Lack of improvement would likely be previously documented through progressive discipline
    • Behavior may be contrary to essential organizational values
    • Repeated overall annual ratings of “Unacceptable” should not be tolerated. Improvement is essential for continued employment. Progressive discipline is likely being  used for performance improvement. A plan to improve performance must follow and include clear expectations, deadlines, and formally scheduled one-on-one reviews for measuring the expected improvements