Evaluation Form Instructions

Sections 1, 2 and 6 should be completed and discussed by the employee and supervisor at the beginning of employment and/or for the upcoming year (click here for the form). This is considered a planning session. It will allow the employee an opportunity to understand what are the key responsibilities and what is expected of them. Sections 3 , 4 and 7 should be completed and discussed at the annual review and/or if the employee is on probation, at the 3 or 5 month review period. Employee input is an important aspect of the performance standards process.

Probationary Review: Performance evaluations should be completed at 3 and 5 months.  At the 5 month review, check appropriate box in section 8 and return to Human Resources. If performance problems occur at anytime during the first 6 months of employment, contact the Human Resources Office immediately.

SECTION #1: Identify the KEY RESPONSIBILITIES or primary tasks of the position.

1. Review the most recent Position Description:

   a. Identify listed functions, which are being performed.
   b. Identify functions which are being performed but are not listed in the Position Description; and
   c. Together with the employee, make appropriate revisions to the Position Description and submit to the Human Resources Office.

2. Identify and state the common categories into which the duties naturally fall. Key responsibilities are the major job components or primary responsibilities critical to success or failure in the position. Most positions will have 3-8 key responsibilities.

SECTION #2: Identify measurable and objective EXPECTED RESULTS (performance standards) which will reflect the minimum level of performance considered acceptable for the key responsibilities.

   a. Explain how performance in key responsibilities contributes to unit objectives.
   b. Ask employee to suggest possible performance standards.
   c. Write them as specific and measurable performance standards of satisfactory levels of performance.
   d. List them in descending order of importance.

SECTION #3: Identify the ACTUAL RESULTS, which reflect the degree to which the overall performance of the key responsibilities meet the EXPECTED RESULTS.

  • Were the standards met?
  • Were they not met?

Provide narrative documentation supporting your observation on whether or not standards have been met.  Include examples where possible.

SECTION #4: Identify the necessary JOB RELATED IMPROVEMENT AND/OR DEVELOPMENTAL GOALS to ensure that the key responsibilities are appropriately identified and acceptably performed. Ask the employee what assistance will be needed to accomplish performance standards.

SECTION #5: Discuss EMPLOYEE CAREER GOALS and list other comments as appropriate.

   a. Indicate to employee how his/her performance will be monitored and evaluated against the performance standards.

SECTION #6 AND #7: After your discussion, sign form and obtain employee signature. Signatures in Section 6 will be obtained after the planning session.  Section 7 is completed after the review session.  (As indicated on the evaluation, the employee's signature does not indicate agreement but attests that the employee had an opportunity to read and discuss the review.)  In addition, the employee may want to include comments or identify career goals in Section 5.

SECTION #8: Check appropriate box for probationary reviews only.

Other: Complete the Performance Evaluation Cover Sheet, obtain employee signature, sign form.  Obtain the appropriate Director/Dean signature on the Performance Evaluation Cover Sheet. 

FORM DISTRIBUTION: Make two copies of the completed review form (send Human Resources the original evaluation form and Performance Evaluation Cover Sheet, and provide yourself and employee with a copy of the evaluation form).  The originals will be placed in the employee's personnel file.

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Human Resources
Hours: Monday-Friday
7:45 a.m. -4:30 p.m.
216 and 218 North Hall