PERFORMANCE EVALUATION FORM
Demographic Data
Employee Name
Staffmember
Steven
S
First
MI
Last
Supervisor Name
Sally Supervisor
Position Number
A123456
Review Period
7/1/2003
Department
Job Title
UKID#
123
- 45
-
Department Number
Hospital
6789
1A234
Staff Support Associate II
through
Type of Evaluation (select one):
6/30/2004
Mid-Year
Annual
Performance Data
Please complete the following information with as much detail as possible.
1. Essential Functions: Updates and maintains student files and records. Posts final grades, special grades/grade changes, repeat
options, academic bankruptcy, suspension/probation, and graduate information to student transcripts. Posts Independent
Study and other external credit earned. Maintains student files for active and inactive students.
Job Standards:
Always checks to verify information posted is accurate prior to processing student transcripts. Always
checks to verify that repeat options and academic bankruptcies are in accordance with senate rules prior to processing. All
postings are completed within designated time frame. Student files are sorted correctly according to alphabet. Out-cards are
correctly completed prior to retrieving any file. All files coming from Admissions are checked to verify accuracy of the
transfer work posted; updates GPAs whenever necessary; all these files are checked before priority registration for the next
term.
PERCENT
50
%
multiplied by
RATING
equals
TOTAL RATING
X
4.00
=
2.00
Rating Scale: 1=Rarely Met Job Standards 2=Sometimes Met Job Standards 3=Met Job Standards 4=Occasionally Exceeded Job Standards
5=Consistently Exceeded Job Standards and/or Performed Significant Assignments in Addition to Regular Essential Functions
Comments (required): You have handled the complexity and amount of information that needs to be organized in this
department very well. It only took you one week to master the filing procedures, three weeks ahead of schedule! You also made sure
that all student files were accurate and up-to-date… I received 15 phone calls and 37 emails from students who were very
appreciative of their grades being posted and their transcripts being updated so quickly. You were very diligent with verifying the
accuracy of the student files, as I found no errors in any files nor did I receive any complaints from student about their files being
inaccurate. I also appreciate your extra effort in updating the "inactive" student files to ensure that all student files are current. That
added project made it easier for everyone in the department to complete their responsibilities with 21% fewer errors. Great work!
2. Essential Functions: Provide records and registration information to all current or prospective students in person or over the
phone. Provide general information to faculty, staff, and students. Facilitates problem resolution for faculty and
students.
Always uses this office’s Customer Service Methods when working with customers, whether in person or
on the telephone. Information provided to customers (students, agencies, faculty, co-workers) is always correct. Able to
answer questions about (and follows) all registration procedures and senate rules that apply to this office. Always adheres to
the Federal Education Right to Privacy Act (FERPA). Reports to work on time and as scheduled. Continually monitors
supply of forms; notifies appropriate person when last box has been opened so additional supplies can be ordered.
Job Standards:
PERCENT
25
%
multiplied by
RATING
equals
TOTAL RATING
X
3.00
=
0.75
Rating Scale: 1=Rarely Met Job Standards 2=Sometimes Met Job Standards 3=Met Job Standards 4=Occasionally Exceeded Job Standards
5=Consistently Exceeded Job Standards and/or Performed Significant Assignments in Addition to Regular Essential Functions
Comments (required): Your customer service skills are very good, especially over the phone. You followed the Customer
Service Methods very well, using the exact phrasing when handling irate customers… which led to no complaints and two
compliments regarding the level of service this department provides. You had some trouble with some of the registration questions
early in the year, but as you learned your job you showed great improvement. You made eight mistakes when registering students at
the beginning of the year, but zero mistakes when you registered students this past semester. You are very responsible at all times in
your position, arriving to work by 8:00 each morning. You are also able to keep up with the needs of customers and department staff
members by ordering all supplies on time.
3. Essential Functions: Oversee operation of student records office and communicate to supervisor when problems arise.
Supervise temporary employees and student workers. Provide registration and add/drop assistance to students who are
registering by UK-VIP and WebUK. Serves as a team leader to train temporaries, students and coworkers in office
procedures, policies and regulations.
Job Standards:
Information given is always correct and complete. Always alerts the supervisor about problems requiring
additional or special assistance. Always plans and provides work for temps or student workers when they are present.
Monitors hours worked so that temps and students do not exceed their allocated hours. Completes all associated paperwork
for temps/student workers (time sheets, etc.)
PERCENT
20
%
multiplied by
RATING
equals
TOTAL RATING
X
2.00
=
0.40
Rating Scale: 1=Rarely Met Job Standards 2=Sometimes Met Job Standards 3=Met Job Standards 4=Occasionally Exceeded Job Standards
5=Consistently Exceeded Job Standards and/or Performed Significant Assignments in Addition to Regular Essential Functions
Comments (required): There were two occasions when your employees didn't follow office procedures, and several students'
class schedules had to be adjusted. There was also one occasion in which two of your employees got into an argument in front of a
student. This behavior is not acceptable and, as their supervisor, it is your responsibility to address such issues with them. I am
available to you if you ever have questions about effectively dealing with difficult employees.
4. Essential Functions: Attends multiple development seminars/training classes as assigned to enhance job performance
Job Standards:
Upon return from training, discusses items learned with supervisor, and implements new
processes/procedures as approved.
PERCENT
multiplied by
RATING
equals
TOTAL RATING
5
X
3.00
=
0.15
%
Rating Scale: 1=Rarely Met Job Standards 2=Sometimes Met Job Standards 3=Met Job Standards 4=Occasionally Exceeded Job Standards
5=Consistently Exceeded Job Standards and/or Performed Significant Assignments in Addition to Regular Essential Functions
Comments (required): Because you did not attend any seminars or workshops, I counted your on-the-job training in this
category. You picked up the Customer Service Methods quickly and you handled the new information well. You were very
professional with customers, both in person and on the phone because you followed the procedures outlined in the Customer Service
Methods list. You also learned the office procedures and began following them immediately. After the first month, you required no
additional training on office operations. Overall, well done.
5. Essential Functions:
Job Standards:
PERCENT
%
multiplied by
X
RATING
equals
TOTAL RATING
=
0.00
Rating Scale: 1=Rarely Met Job Standards 2=Sometimes Met Job Standards 3=Met Job Standards 4=Occasionally Exceeded Job Standards
5=Consistently Exceeded Job Standards and/or Performed Significant Assignments in Addition to Regular Essential Functions
Comments (required):
Overall Rating
Add up all TOTAL RATING scores to determine the OVERALL RATING:
3.30
Supervisor Comments: Overall, I am very pleased with your performance this year. You learned the job quickly and put in great
effort from day one, coming in early and staying late on several occasions as well as spending extra time learning the office
procedures. Your supervisory skills need to be polished a little, but as a first-time supervisor you did fine… having less than
five notable incidents with employee behavior problems is acceptable for new supervisors. I am happy to have you on our
team, and I am willing to provide any support you need to further develop your skills.
Employee Comments:
I am pleased with my performance this year. I learned my responsibilities very quickly and handled
customer issues well. Please see the attached Self Evaluation for additional comments.
Attachments:
Self-Evaluation
Performance Improvement Plan*
*A rating less than “3” for any Essential Function requires the completion of a Performance Improvement Plan by the supervisor and the employee.
Attach a copy of Sections One and Two of the Performance Improvement Plan to this Performance Evaluation Form and forward to Human
Resources.
**
Employee Signature: _____________________________________________________________
Date: _____/_____/______
Immediate Supervisor Signature: ____________________________________________________
Date: _____/_____/______
Next Level Supervisor Signature: ____________________________________________________
Date: _____/_____/______
Note: When the Performance Evaluation Form is completed and signed, provide a copy to the employee, retain a copy for
department file, and send original to Human Resources. Hospital employees send original to Room 21 Scovell Hall, 0064. All
other University employees send original to Room 16 Scovell Hall, 0064.
** Employee’s signature does not eliminate the right to address questions or concerns about the content of the evaluation through the appropriate departmental chain of
command.