Performance Self Assessment

(Word)

Staff Performance Evaluation

(Word)

Administration Performance Evaluation

(Word)

The purpose of a performance review is to provide an avenue for the following:

• review performance achievements and challenges over the past year,

• identify ways to enhance future performance, and

• get input about what support and/or resources would enhance results.

The forms listed and attached here will assist managers and employees in preparing for performance review discussions. Although these forms are helpful and necessary tools, the filling out of forms is not the primary goal of a review. Reviews are most effective when forms are used to help prepare for a conversation and document the outcomes, rather than as a substitute for conversation. 

* Before entering the process, review the USF policies and procedures for conducting performance reviews

Preparing for the Review

·        Have employees reflect on their performance over the past review period and complete a Performance Self Assessment form (click here for a copy of the form)

·        Reflect on your assessment of each employee’s performance over the past review period and complete a the appropriate Performance Evaluation Form

o        Click here for a copy of the Staff Performance Evaluation form

o        Click here for a copy of the Administration Performance Evaluation form

·        Come prepared to share your perceptions and feedback about the employee’s performance over the past year, including:

o        Key achievements and successes

o        Strengths you value in the employee

o        Performance concerns and/or challenges

o        Changes and enhancements that you recommend (or require)

o        Learning opportunities relevant to the employees job function that would help enhance current skills or develop new ones

·        Think ahead of time about how best to present your comments and feedback

·        Come prepared to discuss goals you have for the department in the coming review period and how you see the employee contributing to the achievement of these goals

Conducting the Review – Key Tasks

1. Analyze results against goals and performance standards and expectations

·        Feedback during a formal performance review should include no new information.

o       Acknowledge successes, address concerns, and solve problems as they occur, rather than saving these conversation for formal reviews.

·        The review is a time to summarize the results of the past review period and plan for the coming review period.

·        This conversation ensures that the manager and employee have a shared understanding of performance successes, improvement strategies, and future goals.

2. Identify learning and development opportunities

What learning experiences would further professional development and/or better equip the employee to achieve departmental goals?

·        Classroom training program

·        Mentor/coaching relationship

·        Project work that would allow the employee to gain new skills

·        Conference participation

3. Re-enter the performance planning phase

·        Set goals for the coming year and quarter

·        Develop and communicate performance standards and expectations

Tips for having effective review conversations:

As the manager:

·        Prepare: think ahead of time about what and how you want to communicate.

·        Ask the employee to prepare by reflecting on the following:

o      Successes and challenges over the past year

o      Additional support he or she would like from you

o      Additional skills/knowledge he or she would like to develop or enhance

·        Select an appropriate environment

·        Ensure privacy

·        Select a comfortable environment that is conducive to dialogue

·        Build rapport

o        Your demeanor and actions in the first few minutes will set the tone for the conversation

o        Actively take steps to create a conversational tone that is appropriate for a collegial, respectful, adult-to-adult interaction

·        Invite dialogue, input, and questions

o        Remember that a performance review is an interaction rather than a monologue

o        Engage the employee in the conversation by asking questions and inviting input

As the employee:

·        Prepare. Use the Performance Self Assessment Form (click here for a copy of the form) to help you do the following:

o      Reflect on your successes and challenges during the past year

o      Consider what additional support you would like

o      Identify skills/knowledge you would like to develop or enhance

·        Bring the completed form to the conversation and use this to help trigger your thoughts

·        Remain open and receptive

·       Be an active participant, rather than passive recipient

o      Ask questions

o      Offer ideas and suggestions

o      Seek clarification when needed

Suggested conversation steps for formal reviews:

1. State the purpose of the meeting and your objectives

2. Provide a roadmap (overview of the topics to be discussed)

3. Ask what goals the employee has for the conversation (what is he or she hoping to get out of the review process?)

4. Invite and listen to the employee’s thoughts in response to the reflection questions on the Performance Self Assessment form

5. Share your feedback – your responses to the items on the Performance Evaluation Form, plus any additional relevant feedback

6. Invite the employee to respond and ask questions for clarification

7. Work together to clarify standards and expectations and set goals for the coming review period

8. Review the key outcomes from the conversation (action steps, agreements, goals, etc.)

9. Review the Performance Evaluation Form and make any changes that result from the conversation before finalizing the documentation for signature