4.39 Employee Performance Review and Evaluation

See version history

I. Definitions

A. PDP:  Performance Development Plan form used to formally evaluate employee performance.

B. Annual evaluation time period: In general: April 16 – April 15.

C. Annual PDP submission period: No later than April 15.

D. Semi-annual evaluation time period: In general: April 16 – October 31.

E. Semi-annual PDP submission period: In general: November 1 – December 31.

F. Performance review planning session: A meeting held between the supervisor and the employee, usually immediately following the evaluation period, whereby both parties establish the position responsibilities, projects and/or performance standards by which the employee will be measured for the next evaluation period.

G. Improvement plan: A section of the PDP that documents overall unsatisfactory performance of an employee.

II. Annual Performance Evaluation Regulations

A. All full-time employees shall be evaluated (at a minimum) on an annual basis for their performance during the period (in general) of April 16 – April 15.

B. The minimum annual evaluation period for an employee is six months.

C. Annual evaluations shall be completed on the appropriate PDP form for the employment classification and shall be based upon the established criteria.

D. Performance during the entire review period should be considered.

E. Supervisors may schedule a performance review planning session for existing full-time employees immediately following the annual evaluation period.

III. Semi-Annual Performance Evaluation

A. Even when performance is satisfactory, supervisors are highly encouraged, but not required, to conduct semi-annual evaluations on all employees to provide feedback to the employee.

B. Semi-annual evaluations shall be completed on the appropriate PDP form for the employment classification and shall be based upon the established criteria.

C. Performance during the entire review period should be considered.

D. Supervisors may schedule a performance review planning session for existing full-time employees immediately following the semi-annual evaluation period.

IV. Special Performance Evaluation

A. Supervisors may conduct special performance evaluations at any time deemed necessary or appropriate.

B. Supervisors are encouraged, but not required, to conduct a special performance review planning session for newly hired full-time employees within the first month of employment.

C. Special evaluations shall be completed on the appropriate PDP form for the employment classification and shall be based upon the established criteria.

D. Performance during the entire review period should be considered.

V. Professional Development Requirement

A. Every full-time employee is expected to devote a minimum of 20 hours per each annual evaluation time period for Professional Development activities.

B. This requirement shall be pro-rated for full-time employees hired after the beginning of the new annual evaluation time period as appropriate.

Approved by Cabinet 1-07-08