Evaluation Instructions & Checklist
The formal performance evaluation process begins with each employee completing a self-evaluation of the
previous year’s performance before the evaluation interview occurs. Employees should mark the boxes and are
encouraged to submit comments on the Self-Evaluation Form. Employees are also encouraged (but not required) to
complete the Optional Employee Worksheet and return to their supervisor prior to the evaluation interview.
Evaluation Categories There are six evaluation categories used for both individual aspects of performance and
for the “overall” performance rating. The standard evaluation form contains five categories: “Performs
Commendably,” “Needs Improvement,” “Unacceptable,” “Exceeds Expectations,” and “Insufficient
Opportunity to Observe.” The Supervisor Nomination form also includes the category of “Outstanding.” These
categories are defined on the respective evaluation forms.
Overall Ratings
An employee may achieve an overall rating of “Exceeds Expectations” on the employee evaluation form by
being rated at that level on all, or all but one of the applicable rating categories. No employee rated at “Needs
Improvement” or “Unacceptable” in any single category shall be eligible for an overall rating of “Exceeds
Expectations.”
Signatures
The employee and supervisor are required to sign the evaluation form. Prior to signing the form, the
employee and supervisor should be certain that entries have been made in all applicable parts of the form. No
employee or supervisor should sign an incomplete or blank form. The Dean/Director/Division Head will also
review, sign and approve the Performance Evaluation Form.
Supervisor Nomination for Outstanding
A supervisor may nominate an employee for an evaluation of “
“Exceeds Expectations” rating on the main evaluation form, the Supervisor Nomination Form is still required to
document the rating for those employees to receive an “Outstanding” rating. The criteria to receive an
“Outstanding” rating are as follows: 1) A separate nomination form is required for an overall rating of
“Outstanding”, and 2) For each respective rating all, or all but one, of the applicable categories must be indicated.
As with the Employee Performance Evaluation Form, the employee and supervisor are required to sign the
Supervisor’s Nomination Form. Prior to signing the form, the employee and supervisor should be certain that
entries have been made in all applicable parts of the form. No employee or supervisor should sign an incomplete or
blank form. These nominations are subject to review and approval by the Dean/Director/Division Head.
Completing Evaluation Forms on a Personal Computer (PC)
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Open the document and save it under another name so as to preserve the original document.
Select the box next to your employee category.
All hard returns (for spacing purposes) have been removed. Please double space between each category.
Do not change any of the wording in the form.
When selecting a rating category, place an “X” in the box to the left of the category you are selecting.
Return the signed original Employee Performance Evaluation Form to Human Resources in HRB 30. The
forms should be printed on white paper, preferably double-sided.
Evaluations are to be performed between April 1, 2016 and June 5, 2016. All original completed Employee
Performance Evaluation Forms are due in Human Resources (HRB 30) by June 6th, 2016. Human Resources
will maintain the original completed forms. Copies of all completed forms should be retained by the employee
and the supervisor(s). The Office of Human Resources does not return copies to the employee or the department.
If you have any questions about completing the forms contact Amy Gurnitz by e-mail or phone at ext. 67021. If
you have questions about the performance evaluation process, contact Ceitha Steele at ext. 67020.
The checklist below may assist you and your employees in completing the performance evaluation process:
Supervisor
Employee
Pre-evaluation meeting:
Pre-evaluation meeting:
Complete the Self-Evaluation Form and submit to
supervisor.
Complete the Optional Employee Worksheet.
Review your job responsibilities.
Set a date for the evaluation and have the
employee complete the Self-Evaluation Form.
Review the employee’s job responsibilities.
During the evaluation:
During the evaluation:
If applicable--complete and sign an updated
job description (if significant changes).
If applicable--complete and sign an updated job
description (if significant changes).
Discuss your expectations of the employee.
Following the evaluation:
Sign the Employee Performance
Evaluation Form.
If applicable, complete the Supervisor
Nomination Form.
Review and discuss previous year’s goals
with the employee.
Identify work related goals for the coming
year.
Discuss employee achievements,
performance outcomes and growth in each
performance area, as well as any
recommendations for needed improvement.
Following the evaluation:
Sign the Employee Performance
Evaluation Form.
If applicable, complete the Supervisor
Nomination Form.
If applicable, review the Supervisor
Nomination Form with the employee.
If applicable, sign the Supervisor
Nomination Form.
Route all completed forms to next level.
After all signatures are secured,
supervisor should copy all forms for
departmental file and employee.
By June 6, 2016, forward original,
completed, signed forms to Office of
Human Resources (HRB 30), where they
will be placed in official employee file.