The new evaluation form consists of 8 major parts:
- Identifying Information
The top of the form includes information needed for identification, the time period the evaluation covers, and how long the incumbent has been working in the current position under review.
- Evaluation Standards
Four levels of performance are defined. Each job function can be rated according to one of these levels.
- Job Function review
Every job description typically contains 4 to 5 major functions. A function is a set of interrelated duties such as advising, budgeting, word-processing, supervision, etc. These functions should be taken from the current job description and listed on this form under "job functions" in order of importance to the job as a whole.
One way of thinking about this is to ask the question: What is most essential or critical to the job? In addition, indicate the percentage of time spent performing each function. The purpose of doing this is to assess the most critical function of the job, how much of the whole position it represents and ultimately how well that particular function was performed according to the seven factors.
- Performance Factors
The matrix attached to the Performance Evaluation provides a definition of the 7 factors and profiles each evaluation standard. Although each function is rated across the 7 factors, it can be illustrative to see how an individual is rated vertically for all the functions by a specific factor. This can point to training and development needs and/or areas of strengths and weaknesses for discussion and comment during the actual review. For example, an employee is rated on four separate job functions (such as budget, advising, etc.) by the factor of job knowledge. This may help in assessing how the knowledge aspect of the job is rated across job functions.
- Overall Rating
The overall rating is the aggregate score, from 1 to 4, derived from the individual performance factor ratings for each job function. Supervisors need to carefully evaluate the following elements in determining an overall rating:
Relative order of importance of the job function;
Percentage of time for each job function; and
Performance factor ratings for each job function.
The overall rating is used for merit recommendations in combination with other considerations, such as recent salary actions (e.g. promotion, reclassification, or equity increase), equity concerns, relative difficulty of assignments as compared to others in the same grade or title, pay in relation to range midpoint, and special market factors. If the overall rating is 4, it is suggested that the supervisor contact Labor Relations in Human Resources for further discussion.
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Comments in Support of the Overall Evaluation
The supervisor performing the evaluation completes this section. Its purpose is to explain and clarify the overall rating used for merit purposes.
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Future Plans/Actions
In this section, the supervisor evaluates potential for career growth and other plans and actions as suggested by the evaluation
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Employee Comments
The employee can write his/her comments on the evaluation.