Performance Development
Plan (PDP) Training
For Classified Staff and People Who
Supervise Classified Staff
Presented by
The Evergreen State College
Human Resource Services
What to Expect from this Training

Supervisors will learn how to…
 Complete the PDP forms.
 Set work expectations.
 Encourage employee participation.
 Assess work performance.

Employees will learn how to…
 Participate in the PDP process.
 Get the most out of performance evaluations.
Collective Bargaining Agreement –
Performance Evaluations

Article 6.2 Evaluation Process
 Employee work performance will be evaluated during
probationary, trial service and transition review periods and at
least annually thereafter.
 The immediate supervisor will meet with an employee at the
start of his or her review period to discuss performance
expectations.
 The employee will receive copies of his or her performance
expectations as well as notification of any modifications made
during the review period.
 The employee will have the opportunity to provide feedback on
the evaluation.
The PDP Forms

The PDP is two separate forms

Form 1: Planning Phase

To be complete at the beginning of the evaluation
period.


Beginning = Upon hire, transfer, demotion, and
annually thereafter.
Form 2: Assessment Phase

To be completed at the end of the evaluation period.

The end of the review period varies depending on
the type of review period.
Types of Review Periods




Probation (new hires)
 6 months but can be extended for up to 12 months.
 12 months for Campus Police Officers.
Trial Service (promotions, voluntary transfers, or voluntary
demotions)
 6 months but can be extended for up to 12 months. May be longer
for in-training positions.
 12 months for Campus Police Officers.
Transition Review (employee accepts a layoff option or
appointment from layoff list)
 6 months but can be extended for up to 12 months. May be
shortened.
Annual Review (All employees not in a probation, trial, or
transition review period)
Extending Review Periods

A probation, trial, or transition review period
allows time for the supervisor to communicate
expectations and evaluate technical and
behavioral job performance.

A review period may be extended for up to 12
months if the technical and/or behavioral
expectations are not being met by the employee.

Supervisors should consult with Human Resource
Services prior to extending a review period.
Why do PDPs?

Communicate expectations.

Measure / enhance performance.

Foster professional development / career growth.

Set development goals.

Recognize exceptional performance.

Document areas where improvement is needed.

Identify if steps have been taken during the
review period to improve performance.
What PDPs are not for

Performance evaluations will not be used
to initiate personnel actions such as
transfers or demotions or to impose
discipline.
Form 1: Planning Phase
Performance Expectations
& Goals Planning
Form 1: Planning Phase

Process Overview
 The
supervisor may encourage the employee to draft a
Planning Phase PDP of their own.
 The
supervisor and the employee meet to share their
draft Planning Phase PDPs.
 The
 The
supervisor completes a final Planning Phase PDP.
supervisor and the employee have a Performance
Evaluation meeting where the supervisor shares the
final Planning Phase PDP with the employee.
Filling out the Planning Phase PDP

Heading information
 Fill in the fields at the top of the form

Position Linkage With Organizational
Mission and Goals
 This may not change much from year to
year.
Filling out the Planning Phase PDP

Section 1: Performance Expectations and
Goals Planning
 Part 1: Performance Expectations
 A. Key Results Expected
What are the most important job objectives, outcomes,
and/or assignments for the employee to accomplish in
order to be successful during the evaluation period?
The expected results should be stated in measurable or
observable terms, to the degree possible.
Filling out the Planning Phase PDP

Section 1: Performance Expectations and
Goals Planning
 Part 1: Performance Expectations
 A. Key Results Expected
Examples of Results Expected:
1. Sarah will prepare a comprehensive PDP presentation and
provide training during the spring.
2. Sarah will continue to provide HR support to people involved in
staff recruitments.
3. Sarah will arrive to work at the scheduled time each workday.
Filling out the Planning Phase PDP

Section 1: Performance Expectations and
Goals Planning
 Part 1: Performance Expectations
 B. Key Skills and Abilities Expected
What are the most important skills and abilities the
employee must demonstrate to perform their
position duties successfully?
Filling out the Planning Phase PDP

Section 1: Performance Expectations and
Goals Planning
 Part 1: Performance Expectations
 B. Key Skills and Abilities Expected
Examples of Skills and Abilities Expected:
1. Sarah must demonstrate skill and ability in using Microsoft
PowerPoint to present information in an easy to understand
manner.
2. Sarah must be skilled in providing guidance on the Classified
and Exempt recruitment processes.
3. Sarah will demonstrate good attendance.
Filling out the Planning Phase PDP

Section 1: Performance Expectations and
Goals Planning
 Part 2: Training and Development
Goals/Opportunities
What training and development needs, goals,
and opportunities should the employee focus
on during this performance period?
Filling out the Planning Phase PDP
Training and Development
Employee
Think about what training
and/or development would
help you perform your job
duties.
Supervisor
Have a conversation with the
employee about what training
and/or development would be
beneficial and possible.

Goal setting should be a collaborative process between
employee and supervisor.

Encourage employees to identifying and prioritize
appropriate goals.

Keep goals job related.
Filling out the Planning Phase PDP

Section 1: Performance Expectations and
Goals Planning
 Part 2: Training and Development
Goals/Opportunities
Examples of Training and Development
Goals/Opportunities:
1. Sarah should attend Microsoft PowerPoint training.
2. Sarah’s goal is to improve her public speaking skills
by getting feedback from training participants.
Filling out the Planning Phase PDP

Section 1: Performance Expectations and
Goals Planning
 Part 3: Organizational Support
This is for the employee to fill out and is optional.
What suggestions do you have as to how
your supervisor, co-workers, and/or
management can better support you in your
present job and future career goals?
Filling out the Planning Phase PDP

Section 1: Performance Expectations and
Goals Planning
 Part 3: Organizational Support
Examples of Organizational Support:
1. I would like to cross train with my coworkers so that
we can back each other up when needed.
2. I would like to have bi-weekly meetings with my
supervisor to talk about the status of my assignments.
Filling out the Planning Phase PDP

Section 2: Acknowledgment and Filing
 Part 1: Acknowledgment of Performance
Plan
The supervisor and employee sign Section 2,
Part 1 to record that they have discussed the
Planning Phase PDP at the beginning of the
performance period.
Filling out the Planning Phase PDP

Section 2: Acknowledgment and Filing
 Part 2: Filing
The supervisor retains one copy of the Planning Phase
PDP form and provides a copy to the employee.
The signed original Planning Phase PDP form is
placed in the employee’s personnel file in Human
Resource Services.
Form 1: Planning Phase PDP
Questions about the
Planning Phase PDP
form or process?
Form 2: Assessment Phase
Performance Assessment
Form 2: Assessment Phase

Process Overview
 Conduct
Interim Reviews as needed.
 The
supervisor may encourage the employee to draft an
Assessment Phase PDP of their own.
 The
supervisor and the employee meet to share their
draft Assessment Phase PDPs.
 The
 The
supervisor completes a final Assessment Phase PDP.
supervisor and the employee have a Performance
Evaluation meeting where the supervisor shares the final
Assessment Phase PDP with the employee.
Filling out the Assessment Phase PDP

Section 1: Performance Assessment
 Part 1: Interim Reviews (Optional)
As an option, the Interim Reviews part can be
used to document performance feedback and/or
update expectations during the performance
period. Any modifications made during the
review period will be shared with the employee.
Filling out the Assessment Phase PDP

Section 1: Performance Assessment
 Part 1: Interim Reviews (Optional)
Example of an Interim Review:
Sarah and I met in December to discuss her routine
tardiness. We discussed ways she could improve by
planning her morning routine the night before and
setting her alarm clock for an earlier time.
Filling out the Assessment Phase PDP

Section 1: Performance Assessment
 Part 2: Performance Feedback
In general, Part 2 should provide a narrative
assessment of the employee’s performance in
relation to the content in Section 1, Parts 1 and 2 of
the Planning Phase PDP.
The assessment must be based on observed or
verified performance.
Filling out the Assessment Phase PDP

Section 1: Performance Assessment
 Part 2: Performance Feedback
 A. Key Results Assessment
To what degree did the employee
accomplish the expected results
and how well were they done?
Filling out the Assessment Phase PDP

Section 1: Performance Assessment
 Part 2: Performance Feedback
 A. Key Results Assessment
Examples of Performance Results:
1. Sarah successfully prepared a PDP PowerPoint and gave a
well attended training that got great feedback.
2. Sarah provided excellent support to several recruitments
which resulted in successful hires.
3. Sarah consistently arrived to work 10-15 minutes late.
Filling out the Assessment Phase PDP

Section 1: Performance Assessment
 Part 2: Performance Feedback
 B. Key Skills and Abilities Assessment
How well (or how frequently) did the
employee demonstrate the skills and
abilities expected?
Filling out the Assessment Phase PDP

Section 1: Performance Assessment
 Part 2: Performance Feedback
 B. Key Skills and Abilities Assessment
Examples of Key Skills and Abilities:
1. Sarah demonstrated good information delivery skills when using
PowerPoint to develop a PDP training presentation.
2. Sarah continued to demonstrate remarkable communication
skills when conducting recruitments.
3. Sarah failed to demonstrate good attendance.
Filling out the Assessment Phase PDP

Section 1: Performance Assessment
 Part 2: Performance Feedback
 C. Training and Development
What training was completed?
What development goals were achieved?
Filling out the Assessment Phase PDP

Section 1: Performance Assessment
 Part 2: Performance Feedback
 C. Training and Development
Examples of Training and Development:
1. Sarah attended Microsoft PowerPoint training and
demonstrated her new skill and ability by using
PowerPoint to create presentations.
2. Sarah met her goal of improving her public speaking skills
by getting great feedback from training participants.
Filling out the Assessment Phase PDP

Section 1: Performance Assessment
 Part 2: Performance Feedback
 D. Other Performance Feedback
Other relevant information may be included in this
part such as: special achievements, comments
about strong performance under unanticipated
difficult work place circumstances, areas where
improvement may be needed, etc.
Filling out the Assessment Phase PDP

Section 1: Performance Assessment
 Part 2: Performance Feedback
 D. Other Performance Feedback
Examples of Other Performance Feedback:
1. Sarah always met deadlines despite a heavy workload.
2. Sarah demonstrated excellent turnaround time when working
on recruitments.
3. Sarah must improve her attendance by arriving to work at the
scheduled time each workday.
Filling out the Assessment Phase PDP

Section 2: Comments, Signatures and Filing
 Part 1: Signatures and Comments
What each Signature means:
• Supervisor = Assessment Phase PDP is based on my best
judgment.
• Employee = Assessment Phase PDP has been discussed with
me.
• Reviewer = I have reviewed the Planning and Assessment
Phase PDPs. The PDP process has been properly followed.
Filling out the Assessment Phase PDP

Section 2: Comments, Signatures and Filing
 Part 1: Signatures and Comments
Comment sections are provided on the
Assessment Phase PDP form.
Comments may also be attached and submitted
with the final Assessment Phase PDP.
Filling out the Assessment Phase PDP

Section 2: Comments, Signatures and Filing
 Part 2: Filing
Same as the Planning Phase… The supervisor
retains one copy of the Assessment Phase PDP form
and provides a copy to the employee.
The signed original Assessment Phase PDP form is
placed in the employee’s personnel file in Human
Resource Services.
Form 2: Assessment Phase PDP
Questions about the
Assessment Phase PDP
form or process?
Useful Information
Timelines,
Suggestions,
& Reminders
Sample PDP Timeline

New Hire (Probationary Period):




Employee is hired on January 1st. Which PDP form is
completed right away?
 Planning Phase PDP
Prior to June 30th (6 months after start date), which PDP
form is completed?
 Assessment Phase PDP
What should happen at the same time?
 A new Planning Phase PDP.
What happens the following June (12 months after last
review)?
 Assessment Phase PDP and a new Planning Phase PDP.
Update Job Descriptions

Job descriptions should be updated any time
there is a change to:
 Position Purpose
 Essential Job Functions
 Knowledge, Skills, and Abilities

Submit revised job descriptions to Human
Resource Services.
Suggestions

Fill out the PDP forms electronically. The
fields within the form will expand
automatically as you type.

PDPs can be used to document areas where
improvement is needed.

PDPs cannot be used to impose discipline.

Use Outlook to set up reminders for each phase
of the Performance Evaluation process.

Other suggestions from the group?
Resources

Resources available online:
 This PowerPoint
 Written PDP Instructions for Form 1 and 2
 Forms:
 PDP Form 1 - Planning Phase
 PDP Form 2 - Assessment Phase
Human Resource Services
forms and procedures webpage:
www.evergreen.edu/employment/forms
Remember…

The supervisor will discuss the evaluation
with the employee.

The employee must have an opportunity to
provide feedback on the evaluation.

Keep job descriptions updated.

Remember to stay up to date on
Performance Development Plans!
Questions / Discussion