Queen’s University
Performance Dialogue Process
Grades 2 to 9
Instructions
The Performance Dialogue Process (PDP) provides an opportunity for meaningful communication
between supervisors and employees about their work and contributions.
The purpose of the Performance Dialogue is to:
Set objectives- review objectives from the previous year, and set objectives for the coming year
Provide a focus on feedback and a structure for ongoing coaching and communication between
supervisor and employee
Review quality of work performance and personal contribution
Communicate the competencies required for the employee's position
Evaluate and develop staff performance to achieve agreed upon objectives
General information:
Assessment scale for the year- end Performance Dialogue meeting (used in sections 1, 3, and 4)
Needs Improvement to meet expectations (NI)
The employee did not satisfactorily meet job expectations and has not completed most objectives.
Partially Achieves expectations (PA)
The employee partially achieved objectives; improvement is needed.
Achieves Expectations (AE)
The employee met and occasionally exceeded job expectations and objectives.
Exceeds Expectations (EE)
The employee consistently exceeded job expectations and objectives.
Outstanding Achievement (OA)
The employee, by extraordinary performance or an outstanding achievement, made a significant
contribution to his/her department.
Last updated May, 2011
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Employee Data
Employee name
Date
Position title
Department
Period under review
Supervisor name
Performance Dialogue
SECTION 1: Objectives
At the beginning of the year, complete the ‘Objective’ section:
 Supervisor reviews university and department/supervisor objectives for the coming year with
employee.
 Employee drafts 3-5 objectives (including one development objective) in preparation for
meeting with supervisor.
 Supervisor and employee discuss and agree on objectives the employee will focus on this
year.
At year-end, complete the ‘Year-end summary’ section for each objective:
 Employee summarizes progress related to each objective in ‘year-end summary’ section and
sends to supervisor.
 Supervisor reflects on employee summary, adds additional comments and assigns an
assessment rating for each objective according to the scale found on page 1 of this form.
 Supervisor and employee discuss progress and assessment ratings during the Performance
Dialogue meeting.
Objective 1
Year-end summary
Assessment
Objective 2
Year-end summary
Assessment
Objective 3
Year-end summary
Last updated May 2011
Assessment
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Objective 4
Year-end summary
Assessment
Objective 5
Year-end summary
Assessment
Development objective – Record one objective related to employee development
Year-end summary
Assessment
Comments on objectives:
Last updated May 2011
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SECTION 2: Core Competencies
At the beginning of the year, the supervisor completes the “Level required” and clairifies
expectations with the employee. The ‘Level required’ does not need updating each year if job
responsibilities are unchanged.
At year-end, the supervisor completes the “Level demonstrated” and discusses assessment with
the employee during the Performance Dialogue meeting.
CORE COMPETENCY
Level required
(1-3)
Working with others
Inclusivity
Communication
Customer service and support
Planning and organizing
Continuous improvement
Attention to detail
Adaptability and support for change
Comments on competencies:
Last updated May 2011
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Level
demonstrated
(1-3)
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SECTION 3: Job Specific Competencies
Job specific competencies may not be required for all roles. Use this section to list 3-5 critical
skills or qualifications not covered in Core Competencies. For example, positions responsible for
department websites may require advanced use of web content software. For more information
on developing job specific compentencies see the PDP Guide.
If applicable, at the beginning of the year, the supervisor writes job specific competency
descriptors and clarifies expectations with the employee.
At year-end, the supervisor assigns a rating using the assessment scale on page 1 of this form.
JOB SPECIFIC COMPETENCIES
Competency descriptor
Assessment
Comments on Job Specific competencies:
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SECTION 4: Summary
Overall Assessment (see instructions on page 1 for full descriptions)
Needs
Improvement to
meet
expectations
Partially
achieves
expectations
Fully achieves
expectations
Exceeds
expectations
Outstanding
achievement
Employee comments
Supervisor comments
Employee’s signature
Supervisor’s signature
Date:
Indicates I have read and had an
opportunity to comment upon, or discuss,
with my supervisor.
Last updated May 2011
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