Performance Evaluation - FAQ
Q: What are the evaluation periods for hospital and non-hospital employees?
A: The evaluation period for non-hospital employees is based on the calendar year (January 1 to December 31). Hospital employees’ evaluation cycle is the fiscal year (July 1 to June 30).
Q: Is a performance evaluation due for every staff member who was on the payroll on December 31st, regardless of whether or not they are still in the new hire orientation period?
A: Yes, especially if they are to be considered eligible for a merit increase by HR policies. All full-time and part-time regular employees need to be assessed using the Performance Evaluation process even if they only worked the last day of the calendar year. It is important for all employees to understand what is expected of their performance and how well they have succeeded in reaching those expectations.
Q: Does a staff member who is on phased retirement still need to have a PE completed?
A: Yes. They are still considered regular part time employees and should have the PE completed and reviewed with them.
Q: Who completes the PE form for an employee who has transferred departments during the year?
A: Both supervisors should complete the assessment for the time period in which the employee worked in their department. Both ratings will be factored together based on the ratio of time in each department to get the overall year-end rating. For example, Sally Staffmember worked the first 9 months of the year in Department A and 3 months in Department B. She receives a 3.00 in Department A (75% of the year) and a 3.50 in Department B (25% of the year). Her overall rating would be 3.13 for the entire year.See example below for calculations:
Rating from Department A: 3.00 x Time spent in Department A: .75 (9/12 months) = 2.25
Rating from Department B: 3.50 x Time spent in Department B: .25 (3/12 months) = .88
2.25 + .88 = 3.13 overall rating for the year
Q: Is more than one PE required for employees who have changed positions in the same department and kept the same supervisor?
A: Yes. Regardless of continuing in the same department or moving to another department, PE forms must be completed for both positions. (Refer to previous question for details).
Q: Where do we send the completed Performance Evaluation Forms?
A: The supervisor keeps a copy in the employee's department record, the employee is given a copy, and the original should be sent to the Human Resources Records Office
to Room 21 in Scovell Hall.
All Hospital units should send the completed Performance Evaluation Form to Room 21 in Scovell Hall.
All non-Hospital units should send the completed Performance Evaluation Form to Room 21 in Scovell Hall.
Note: The entire document is to be sent.
Q: What should I do if I do not receive a performance evaluation from my supervisor?
A: Specific issues of compliance are addressed by going to higher supervisory levels. If your supervisor is not conducting Performance Evaluations, address your concern with your supervisor's supervisor. If the issue is not resolved, continue up the chain of command until you reach the department head. If the issue is still not resolved, contact Employee Relations in Human Resources.
Q: I don't agree with the performance evaluation given to me by my supervisor. What should I do?
A: Specific issues of content are addressed through appeals to higher supervisory levels. If you feel your Performance Evaluation is inaccurate or unfair, address your concern with your supervisor. If the issue is not resolved, continue up the chain of command to your supervisor's supervisor. It is recommended that you be fully prepared to support your claim through appropriate documentation of your performance. You are also encouraged to complete a Self Evaluation and submit it to Human Resources to be kept in your permanent file.
Q: Where can I find the forms on the web?
A: The forms can be found on the Performance Evaluation website. Click here for the forms.
Q: Do I have to use the forms that are on the web?
A: Yes, the forms located on the web are the only official forms that can be used with the Performance Evaluation system. Please follow the instructions to complete each form accurately.
Q: What if I experience some problems in using the new forms?
A: All forms have detailed instructions to assist you in completing them accurately. However, if you are having problems that have not been addressed on the page or in the instructions, please contact the PE consultant by email or by phone at 257-5066.
Q: Do I have to do a Self Evaluation?
A: No, the Self Evaluation is optional at the employee's discretion. Employees are encouraged to complete a Self Evaluation, but they are not required.
Q: Do I have to complete a Performance Improvement Plan if I don't receive any Essential Function ratings less than "3"?
A: No. The Performance Improvement Plan is required ONLY if you receive a rating on any Essential Functions that is less than "3". Please follow the Performance Improvement Plan Instructions to complete the form correctly. Information provided on the form is designed to indicate specific strategies to help employees to perform their responsibilities more effectively.
Q: How do I calculate the ratings?
A: Ratings for Essential Functions calculate automatically on the Performance Evaluation Form. The OVERALL RATING is the sum total of the ratings for the Essential Functions and is also calculated automatically after tabbing through the ratings for the Essential Functions.
Q: What do the ratings mean?
A: The meaning of the ratings is located on the Performance Evaluation Form directly below the rating table for each Essential Function. The breakdown is as follows:
1 = Rarely Met Job Standards
- performance was unsatisfactory
- employee failed to follow directions and improve performance
- corrective action must be taken and monitored
- if employee fails to improve, disciplinary action may be recommended
2 = Sometimes Met Job Standards
- performance did not consistently meet job standards
- performance needs improvement in areas of consistent weakness
- employee requires guidance and supervision to meet job standards
3 = Met Job Standards (This is the level employees should strive to reach.)
- employee consistently met the job standards
- results were timely and accurate and were produced with minimum supervision
- employee recognized and adjusted well to changes in work situations and assignments
- solid, fully competent performance was the employee's norm
4 = Occasionally Exceeded Job Standards
- employee periodically exceeded the job standards
- employee contributed to organization's success beyond expectations
- employee showed exceptional performance and effort from time to time
5 = Consistently Exceeded Job Standards and/or Performed Significant Assignments in Addition to Essential Function
- employee clearly and consistently exceeded the job standards
- exceptional performance and effort was the employee's norm
- employee contributed to organization's success well beyond expectations
- employee contributed unique, innovative and workable solutions to projects and/or problems