PERFORMANCE FEEDBACK
Individual Contributor (Narrative Format)
Table of Contents
Performance Feedback Information and Instructions ........................................................................................... 2
Supervisor's Performance Feedback Planning Worksheet (Optional) .................................................................. 4
Employee's Feedback Performance Planning Worksheet (Optional) ................................................................... 5
Performance Feedback ............................................................................................................................................. 7
The University of Arizona – Division of Human Resources
FORM UAHR-PFINDV-0712
Page 1 of 9
Performance Feedback Information and Instructions
Meaningful feedback requires the supervisor to set goals and standards, clearly communicate performance
expectations, assist staff in accomplishing the job to be done, and evaluating the results. This is performance
management, accomplished day-by-day, and in response to changing needs, assignments and the requirements of
the job. This formal review process is designed to work with and encourage the informal day to day practice of
performance management, while providing a framework in support of salary adjustments, promotion and
employment decisions.
The University of Arizona requires that employees receive a formal performance appraisal once a year (typically
on the anniversary date of hire into the position). Classified staff shall receive reviews at three months and six
months as part of the probationary process.
Training and coaching for both employees and supervisors, in the process of performance appraisals, are
available free of charge from HR Consulting Services by calling 520-621-8298.
A. THE APPRAISAL PROCESS
STEP ONE:
Hold a short Preliminary Meeting with your employee to discuss the
performance appraisal process. Give the employee her/his worksheet. Explain the
two meeting process:
i. A Planning Meeting to discuss responses you have each made independently
on worksheets provided (see attached), arriving at a basis for drafting the
Employee's Job Duties, Goals and Development Plan for Next Appraisal Period.
ii. A Review Meeting to share the results of the Supervisor's Performance
Feedback Planning Worksheet for the rating period and to review and sign the
Employee's Job Duties, Goals and Development Plan for Next Appraisal Period.
Schedule the time and select a private place for the Planning Meeting (it is advisable
to allow at least 3-5 days between the preliminary meeting and the planning meeting
to allow time to respond to the worksheets).
STEP TWO:
Hold a Planning Meeting where you can share and discuss the
written responses to each of the questions on the worksheets.
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STEP THREE:
Seek agreement on job duties, assignments and priorities.
Affirm strengths and accomplishments.
Clarify goals and requirements for the future.
Discuss development needs.
Schedule time and private place for the Review Meeting.
Complete the Supervisor's Performance Feedback Planning Worksheet.
Appraisal requires you to make judgments, which may be prone to error. In order to
keep errors at a minimum, base your assessment on your daily or weekly record of
employee performance compared against the objectives, assignments or
requirements you have previously communicated in your ongoing planning process.
Take into account improvements made by the employee in response to your coaching
or training Consider the rating period as a whole and the degree of control exercised
by the employee over their work. Previously un-communicated standards or
expectations are not a fair basis for judgment.
The University of Arizona – Division of Human Resources
FORM UAHR-PFINDV-0712
Page 2 of 9
B. INSTRUCTIONS FOR FILLING OUT THE PERFORMANCE APPRAISAL TOOL:
1. Employees are appraised using six Performance Standards and Factors. Under each applicable
factor on the form, comment on the employee's performance during the rating period.
a.
b.
c.
d.
e.
Unsatisfactory Performance - Does not meet the minimum requirements of the job.
Marginal Performance - Sometimes acceptable, but not consistent.
Meets Expectations - Consistently meets the requirements of the job in all aspects.
Exceeds Expectations - Clearly and consistently above what is required.
Exceptional Performance - Unique and exceptional accomplishments.
2. Under
the department-specific competency/competencies
requirements for the employee’s role.
sections,
document
specific
3. Summary comments: Insert narrative comments evaluating the employee’s performance or use
the rating scale provided.
4. Sign and submit the report form, worksheets and development plan to your dean, director or
division head for her/his review and initials.
STEP FOUR: Hold the Review Meeting to share and discuss the results of the performance
appraisal.
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STEP FIVE:
Clarify your basis for rating.
Review the job duties, goals and development plan.
Modify comments or ratings if necessary.
Employee completes the process by writing comments (optional), signing the form to
denote the interview took place, and returning the form to the supervisor. (Note: the
employee may prefer to take a day or two to review the report and make comments).
Supervisor reviews and discusses employee comments (and shares with
administrator as appropriate). The supervisor provides a copy of completed appraisal
to Human Resources and the employee, and retains a supervisor’s copy.
Follow up your appraisal planning process by informally reviewing throughout the
year the progress made on goals and assignments established.
The University of Arizona – Division of Human Resources
FORM UAHR-PFINDV-0712
Page 3 of 9
Supervisor's Performance Feedback Planning Worksheet (Optional)
To be filled out by Supervisor.
Name of Employee:
Date:
Employee Title:
Department:
1. List what you consider to be the employee’s primary job duties or assignments at this time (List in
order of priority):
2. Describe contributions, achievements or improvements made by the employee during the past
appraisal period:
3. Describe any specific changes, improvements, or goals desired of the employee's performance in the
next appraisal period:
4. Describe the coaching, training or development activities you would support in pursuit of improved
performance, employee growth, learning, and/or career development:
Employee
The University of Arizona – Division of Human Resources
Date
Supervisor
FORM UAHR-PFINDV-0712
Date
Page 4 of 9
Employee's Feedback Performance Planning Worksheet (Optional)
To be filled out by Employee.
1.
List what you consider to be your primary job duties or assignments at this time (List in order of priority):
2. Describe contributions or achievements which indicate your success at improving your performance or
exceeding job requirements during the past appraisal period:
3. Describe any specific changes or improvements you want to make in your performance in the next
appraisal period. Describe obstacles to getting your job done and suggest possible solutions:
4. Describe the coaching, training or development activities that would help you pursue improved
performance, job growth, learning, and/or career development:
Employee
Date
Supervisor
Date
____ (Initial) I have been given the opportunity to fill this out and choose not to do so.
The University of Arizona – Division of Human Resources
FORM UAHR-PFINDV-0712
Page 5 of 9
PERFORMANCE FEEDBACK
For Individual Contributors
GUIDING PRINCIPLES
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Excellence is the expectation.
Formal and honest feedback increases engagement and positive performance.
Performance criteria should be explicit and well understood.
Commitment and extra effort are increased when people have a “say” in how to accomplish their work.
How work gets accomplished can be as important as what gets accomplished.
FEEDBACK TOOL COMPONENTS
Commitments and Accomplishments
Comment on what has been accomplished during the review period against what was promised or expected.
Outstanding achievements should be evident through narrative comments and areas needing improvement
should be explicitly noted.
Performance Expectations
Provide examples that illustrate the employee’s demonstration of the following expectations:
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Adaptability
Collaboration and Relationship Building
Communication
Integrity
Job Knowledge
Results Orientation
Strengths
Comment on the qualities that make this individual an asset to your unit and to the University community.
Strategies to Increase Effectiveness
Provide advice about how to achieve enhanced performance.
Summary of Comments
Note the employee’s overall performance level. If standards are not being met, what will be necessary to improve
performance?
Plans for the Year Ahead
Provide a list of goals and objectives for the year ahead to clarify expectations and provide a foundation for the
next formal cycle of feedback.
The University of Arizona – Division of Human Resources
FORM UAHR-PFINDV-0712
Page 6 of 9
Performance Feedback
Name:
Title:
EID:
Review Period:
Reports to:
Department:
to
ACCOMPLISHMENTS
RESPONSIBILITIES AND PERFORMANCE
PLAN COMMITMENTS*
RESULTS/ACCOMPLISHMENTS
*If a public and/or professional service is an expectation for this position, comment on achievements in this
section.
The University of Arizona – Division of Human Resources
FORM UAHR-PFINDV-0712
Page 7 of 9
Adaptability to Change: Demonstrates flexibility by adapting to new circumstances, considering new ideas,
and making necessary changes.
Comments/Examples:
Collaboration and Relationship Building: Works effectively with others. Establishes and maintains
productive relationships throughout the department and/or University in order to achieve results. Offers
assistance to others on a regular basis. Expresses appreciation to others who provide information, assistance or
support. Treats people in a respectful manner, manages conflict well, and responds and acts appropriately in
confrontational situations.
Comments/Examples:
Communication: Listens well. Effectively expresses ideas. Keeps others appropriately informed and openly
exchanges information in a timely manner. Engages in constructive debate when appropriate.
Comments/Examples:
Integrity: Honors commitments. Respects the confidentiality of information or concerns shared by others. Is
honest and forthright. Carries his/her fair share of work. Takes responsibility for own actions.
Comments/Examples:
Job Knowledge: Possesses the knowledge and skills necessary to be effective in his/her role. Applies technical
and procedural know-how to get things done. Serves as an expert or resource person to others. Actively seeks to
stay up-to-date on new developments in order to expand knowledge and expertise.
Comments/Examples:
Results Orientation: Looks for and seizes opportunities to do things better and smarter. Analyzes the
causes of problems and develops alternatives and creative solutions. Sees obstacles as challenges and works to
overcome them. Manages work assignments effectively and gets things done. Accepts personal responsibility
for accomplishing assigned work. Completes assignments thoroughly and accurately.
Comments/Examples:
The University of Arizona – Division of Human Resources
FORM UAHR-PFINDV-0712
Page 8 of 9
Department-Specific Competency/Competencies: Define competency(ies) here:
Comments/Examples:
Strengths that Contribute to Your Success:
Strategies to Increase Your Effectiveness:
Summary Comments (Optional Section) Insert narrative comments or use scale below:
RATING SCALE
Performance
☐ Unsatisfactory
Performance
☐ Marginal
Expectations
When providing comments consider the employee's performance
against objectives, key factors from the Employee Accomplishment
section above, and strengths/potential improvements.
☐ Meets
Does not meet the minimum requirements of the job
Expectations
Unsatisfactory Performance:
Sometimes acceptable, but not consistent
☐ Exceeds
Marginal Performance:
Consistently meets the requirements of the job in all aspects
Performance
Meets Expectations:
Clearly and consistently above what is required
☐ Exceptional
Exceeds Expectations:
Unique and exceptional accomplishments
Rating:
Exceptional Performance:
Comments:
Plans for the Year Ahead (include projects, development plans, etc.):
Supervisor Signature: ______________________
Date: _______________
Employee Signature: ______________________
Date: _______________
Employee Comments:
Return an original or copy of the Performance Feedback to:
Division of Human Resources
Employee Records
University Services Building
P O Box 210158
888 N. Euclid Ave., #115
Tucson, AZ 85721
The University of Arizona – Division of Human Resources
FORM UAHR-PFINDV-0712
Page 9 of 9