PERFORMANCE MANAGEMENT GUIDE
Phase 3: The Annual Review
Annual Performance Review meetings provide an opportunity to communicate with employees to summarize progress for the review period and plan for future performance. The review meeting should not contain "unwelcome surprises" - bringing up performance issues that have not already been addressed during the review period - and should not be the only time that employees receive feedback about effective performance. If supervisor and employee have been actively involved in performance planning and feedback throughout the review period, the annual review discussion will be more productive and less stressful for both individuals.
Annual review meetings (and completion of the PE form) for the previous calendar year should be completed for all eligible EKU staff. Review meetings should be held not later than January 31st and documentation (the completed PE form) submitted to Human Resources not later than March 1st.
Preparing for the Annual Review
At least two weeks in advance of the review meeting involve the employee by:
- Confirming the date, time and location of the review meeting
- Explaining your expectations for the review meeting and that input from both will be included on the final written document
- Providing the employee with his/her original PE form, set a deadline for employee completion of the self-rating sections on the PE form and any feedback you are requesting for the Section F narratives
- Confirming the date, time and location of the review meeting
- Explaining your expectations for the review meeting and that input from both will be included on the final written document
- Providing the employee with his/her original PE form, set a deadline for employee completion of the self-rating sections on the PE form and any feedback you are requesting for the Section F narratives
Supervisors should review the collected employee performance data and identify gaps in performance. Collect any additional data needed to create a clear picture of performance. Review the employee's preview review(s).
EKU’s Performance Evaluation process includes assigning ratings as an element of the Annual Performance Review and uses the following scale. In this rating scale, a “3” is considered norm - or good, solid – performance.
- 5 = Consistently Exceeds Expectations
- 4 = Occasionally Exceeds Expectations
- 3 = Consistently Meets Expectations
- 2 = Occasionally Below Expectations
- 1 = Consistently Below Expectations
Complete the draft written evaluation by marking evaluator ratings for each item in Sections D and E. Complete the narratives in Section F and report on the outcomes for the objectives (goals) established in Section G, Current Review. Mark a final rating in Section C. Review Common Rater Errors and Rating Scale Reference for assistance in assigning ratings.
Employees should ask for clarification of the review process if needed. They should also review their performance data and collect additional data if needed to support progress. Employees will be asked to complete self-rating on items in Sections D, E and C. They will also be asked to provide feedback on the items in Section F, which includes planning for the new review period.
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Conducting the Review Meeting
Conduct an annual review meeting with every employee being evaluated. Create an atmosphere that provides both adequate time and privacy for the meeting. Begin with the feedback and any clarification needed from the employee and then present your feedback, starting with performance that meets or exceeds expectations. Identify any concerns about performance and engage the employee in planning for performance improvement and f future performance.
Use the Discussion Planner tool to help focus your discussion. Follow general Interaction Process tips for an effective performance progress discussion.
Record the results of your meeting on the PE form. Both the supervisor and the employee should sign the form in Section B. Signing does not mean the employee agrees with the appraisal; it means that the appraisal has been shared with the employee. The employee can provide a written response, which is optional.
Complete Performance Planning for the new review period on a new PE form, including obtaining an employee signature in Section A of the new document to acknowledge completion of planning for the new review period. Provide the employee with copies of both the completed PE form for the current year and the new PE form with planning completed. The evaluator may retain a copy for departmental records.
