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Performance Appraisals

Purpose Statement

The purpose of the performance appraisal process is to allow each support (USPS) and administrative (A&P) employee, and their supervisor, to reflect on the employee's achievement of job activities and demonstration of core work competencies for the period under review, as well as help the employee prepare for successful performance and career development going forward. In order to carry out this process, the performance appraisal form is completed annually for each support and administrative employee. This form is the official tool for supervisors to document their employee's past performance and future expectations in consultation with the employee. The performance appraisal also serves as the official record supporting personnel decisions such as salary increases, promotions, probation, or termination.

Frequency and Timing

The current appraisal period (2019 - 2020) has been extended to June 30 for both Administrative (A&P) and Support (USPS) employees, allowing additional time for supervisors to evaluate performance and complete the performance appraisal forms. All A&P appraisals will be due to Human Resources by August 30, 2020. For those USPS employees who have had an annual appraisal completed prior to March 2020, supervisors should submit a final appraisal form for the current 19-20 appraisal period through June 30, to Human Resources by August 30, 2020. Please reference the Support Staff Appraisal Table below.

  

Administrative (A&P)

Effective April 30, 2020, the appraisal period for administrative (A&P) staff changed from May 1 – April 30 to July 1 – June 30. Appraisals will be due to Human Resources before August 30 annually.

 

Support (USPS)

Effective April 30, 2020, the appraisal period for support (USPS) staff changed to a cycle corresponding with the fiscal year (July 1 - June 30) instead of the anniversary date. Appraisals will be due to Human Resources before August 30 annually. 

 

Supervisors will continue to complete a probationary performance appraisal at six (6) months of employment for support employees and then evaluate support staff on an annual basis, where the appraisal period is July 1 – June 30, with the appraisals due to Human Resources before August 30. Depending on the month of hire, some support staff will have more than twelve (12) months between their six (6) month and their annual appraisal while others will have less than six (6) months before their annual appraisal. Please reference the Support Staff Appraisal Table below.


Support Staff Performance Appraisal Table
 
Hire Month
Last
Annual Appraisal
Completed
Current 
Annual Appraisal
Due
Months Between
Last Appraisal Completed 
& Annual Appraisal Due
 Next
Annual Appraisal
Due
March      Mar 2019 6/30/2020 15 6/30/2021
April      Apr 2019 6/30/2020 14 6/30/2021 
May May 2019 6/30/2020 13 6/30/2021 
June Jun 2019 6/30/2020 12 6/30/2021 
July Jul 2019 6/30/2020 11 6/30/2021 
August Aug 2019 6/30/2020 10 6/30/2021 
September Sep 2019 6/30/2020 9 6/30/2021 
October Oct 2019 6/30/2020 8 6/30/2021 
November Nov 2019 6/30/2020 7 6/30/2021
December Dec 2019 6/30/2020 6 6/30/2021
January Jan 2020 6/30/2020 5 6/30/2021
February Feb 2020 6/30/2020 4 6/30/2021
March Mar 2020 3/30/2020 15 6/30/2021

 

Performance Appraisal Procedure

  1. The supervisor reviews the most recent position description (PD) for the employee being evaluated to ensure the PD is accurate and current. 
  2. The supervisor completes the Performance Appraisal Form, referring to the PD and other supporting information (e.g., mission, vision, values, goals).
  3. The supervisor provides a copy of the completed form to the employee.
  4. The supervisor schedules a time to meet with the employee to review the form together.
  5. Based on feedback from the employee, the supervisor can make changes to the form.
  6. The supervisor solicits comments that the employee would like included to the appraisal and adds the comments to the "Additional Employee Comments" section of the appraisal form.
  7. The supervisor signs and provides a final copy of the form to the employee for their signature.
  8. The supervisor gives the form to their supervisor for signature and returns the form to Human Resources. NOTE: In general, the required higher-level signature can be at the Vice President level, however there may be some exceptions.  

For questions about performance appraisals, please contact Lavonne Frison, in the Office of Human Resources at (904) 620-2914. 

 

Performance Improvement Plans (PIPs)

The performance appraisal should not serve as first notice to the employee of a performance issue. Supervisors should provide feedback throughout the course of the appraisal period, to ensure that expectations are communicated, and employees are given the opportunity to correct performance issues. Performance Improvement Plans are designed to assist employees in meeting the requirements of their job responsibilities at the expected level of performance. If an employee receives an overall rating of “Below Expectations” or “Unsatisfactory” on their annual Performance Appraisal, a Performance Improvement Plan must be completed.

 

Supervisors are expected to contact Human Resources’ Employee and Labor Relations unit to discuss the criteria and format for Performance Improvement Plans prior to administering. At a minimum, PIPs should describe specific performance issues, steps already taken to remediate the issues, a level of performance that would demonstrate acceptable improvement, a time frame for correction, and the consequences for not improving performance.

For questions about Performance Improvement Plans, please contact Daniel Nicolas, Associate Director Employee and Labor Relations, in the Office of Human Resources at (904) 620-2981.