Three Focus Areas in Depth

Focus Area 2: Writing the Performance Appraisal (cont.)

Specific Instructions for Completion of the Classified Employee Performance Evaluation Form

Each employee must receive a performance evaluation prior to the end of trial service and again at least annually prior to his or her performance review date. This will include an evaluation of the employee’s success in meeting performance expectations. The appraisal should assess performance, behavior, accomplishments, needed improvements, and goals for the employee. The evaluation should also include training and development received during the review period and/or training and development recommended for the next review period.

Section 1 - Evaluation of Work Performed

This section should include an evaluation of how well the employee performed the specific job duties and responsibilities of the position as outlined on the position description. The supervisor should review the position description with the employee and, if necessary, prepare an updated position description which accurately reflects current job duties and responsibilities. Updates to the PD are done via the "Online Recruiting and Position Description" accessible through the Oregon State Central Administrative Resource (OSCAR) system.

Section 2 - Behavioral or Interpersonal Factors

This section of the performance appraisal is provided for the supervisor to evaluate job-related behavioral factors. Consider such factors as attendance, punctuality, dependability, relationships with co-workers and the public, acceptance of supervision, initiative/creativity, safety consciousness and the fulfillment of safety and loss control responsibilities, work habits (diligence, effective use of time, etc.), adherence to unit policies and procedures, cooperation/teamwork, customer service, communication/interpersonal skills, or other aspects of the employee’s job-related behavior which affect overall work performance (both negatively or positively).

Section 3 - Employee Development Experiences

This section is used to evaluate the results of the employee’s training and development experiences provided during the appraisal period to increase effectiveness in the present position or for future development. If no training has occurred (usually based on the department’s ability to fund training opportunities or the department’s inability to release the employee), then this section can also be used to document areas of training or development the supervisor determines is needed during the next appraisal period. This section can also be used to identify goals for the coming year for which the employee will be held accountable in the next review period.

Section 4 - Deficient Performance

This section is used to summarize the employee’s deficient performance or conduct during the appraisal period. There should be no surprises. All performance issues addressed in the performance appraisal should have been previously discussed with the employee.

Written work plans – In some situations it is desirable that work plans be developed to communicate performance issues to the employee. If an employee has been put on a work plan, it should be referenced in the performance appraisal.

Written memoranda of disciplinary action and and/or counseling memos – Written memoranda and disciplinary actions relative to the employee’s work performance during the rating period should be referenced by the supervisor in the performance appraisal.

Contact the Office of Human Resources for assistance.

Section 5 - Appraisal Summary

Management would indicate an overall rating of 1, 2 or 3 based on their assessment of the employee’s performance during the specific evaluation period. The overall rating can provide meaning to both management and the employee by communicating to the employee management’s assessment of the employee’s overall performance. The overall rating is also a consideration when OHR reviews an employee’s performance history to determine if the performance warrants a meritorious increase.

• A rating of 1 indicates that the employee makes an outstanding contribution in critical areas while meeting all major requirements of the position.
• A rating of 2 indicates that the employee performs the requirements of the position in a satisfactory manner.
• A rating of 3 indicates that the employee fails to meet performance requirements of the position in major or critical areas.
• If providing an overall rating complicates the appraisal process or makes it difficult for management to have a productive conversation about the employee’s performance, please contact OHR for assistance.

Documentation and Review for Classified Employees

1. The supervisor completes the revised position description (if appropriate), completes the performance appraisal form, and revises expectations and standards, if necessary.
2. The supervisor has appraisal reviewed by the appropriate manager or Business Center HR contact.
3. The performance appraisal form is sent to the Office of Human Resources for Appointing Authority review. 
4. The employee reviews and signs documents.  The employee’s signature is required only to indicate that the employee has read the performance appraisal.  This signature is obtained after the Appointing Authority has signed the document.
   
   The labor agreement provides that in order for documents to be included in official personnel files, the employee must have signed the document, or the employee’s refusal to sign is witnessed and the document is signed by two management representatives. 
   
   Additionally, while performance appraisals are not grievable, employees may write a rebuttal for inclusion in their personnel file.  The contract specifies the timeframe an employee must submit the rebuttal.