PERFORMANCE APPRAISAL FORMS

A STEP BY STEP OVERVIEW

Performance appraisals are a formal, written means of evaluating AMP and SP employees and are the final step in the Performance Management process. AMP appraisals are completed in a narrative format and include an appraisal rating recorded on the AMP Appraisal Cover Sheet; SP appraisals are completed on an SP Performance Appraisal form with a defined format. Each appraisal covers a specific period of time. A performance appraisal is a permanent document kept in the employee’s personnel file.

ADMINISTRATIVE, MANAGERIAL & PROFESSIONAL (AMP) APPRAISALS

AMP appraisal periods are based on the start date of the employee’s current classification and cover the preceding 12 months of service. AMP appraisals are grouped by calendar quarter, based on the appraisal date. After the supervisor has written the narrative appraisal and has attached it to the AMP Appraisal Cover Sheet, it is sent to Human Resources.

Guidelines to complete an AMP appraisal:

· Each performance appraisal shall be completed in narrative form by the supervisor to whom the staff members reports.

· Each staff member to be appraised shall be required to submit to the supervisor a statement of accomplishments completed during the appraisal period.

· Each performance appraisal shall cover the employee’s performance during the announced appraisal period and shall address each of the following areas:

How effectively the employee fulfilled the duties and responsibilities.
Progress made toward previously agreed-upon goals and objectives.
Comments regarding special accomplishments occurring during the appraisal period.
Whether any deficiencies occurred and, if so, corrective action needed.
Goals for the coming year.

· Employees have the opportunity to add comments at the time that they receive their appraisal.

· If the rating is determined to be “Below Standards,” contact Employee Relations at 7-3072 before completing the appraisal.

SUPPORT PERSONNEL (SP) APPRAISALS

Support Personnel (SP) appraisals are completed on the SP Performance Appraisal form.

The Probationary Period covers the first six months of employment for Support Personnel at Florida Atlantic University. However, employees filling positions in Law Enforcement classifications have a probationary period of one year.

Support Personnel (SP) employees will receive a Probationary Appraisal at the completion of the probationary period. Probationary appraisals are due to Human Resources on or before the end of the probationary period. Probationary periods can be extended beyond the end date up to a period of six months; however the probationary period may not exceed one year. Supervisors must contact Human Resources at 7-2554, prior to the end of the probationary period, to discuss the extension and complete the necessary paperwork.

The annual appraisal, for SP employees, covers the preceding 12 months of service in a class and is due to Human Resources on or before the end date of the appraisal period.

Employees have the opportunity to add comments at the time that they receive their appraisal.

If the appraisal is determined to be “Below Standards,” contact Employee Relations at 7-3072 before completing the appraisal.

Guidelines to complete an SP appraisal:

Critical Elements

Critical Elements are those tasks which the supervisor determined were most important to the overall job performance during the appraisal period.

This section is not intended to be a copy of the position description. Often the tasks listed on the position description are very broad and general and may include something such as: “Other duties as assigned”. Rather than just rewriting what is on the Position Description, you should use it as a guide, but focus on the five specific tasks you felt were most significant during this appraisal period.

It is important to remember that the performance appraisal reflects this appraisal period and it is not a generic version that can be used year after year.

Performance Factors

Performance Factors describe how the employee accomplished his or her work. In some cases, the performance factors listed may not be relevant to the employee’s position, and in that case you can mark the rating as N/A

RATINGS

Outstanding – Performance that is characterized by exceptional accomplishments throughout the rating period and/or performance that is considerably and consistently at a significantly higher level than the established standards.
Exceeds – Performance that, for the majority of the rating period, is of a level higher than the established standards of the position
Achieves – Performance that successfully accomplishes the established standards of the position
Needs Improvement – Performance that needs improvement in some aspects of the established standards of the position
Below Standards – Performance that is substandard or incompetent throughout the majority of the rating period and that fails to meet the established standards of the position.

In order to determine an Overall Rating, the supervisor should review the individual ratings that have already been assigned. Look at each Critical Element and each Performance Factor, and determine the relative importance of each. Then decide what is a fair overall rating. It is possible to have four ratings of “Exceeds” and six ratings of “Achieves” and determine that the overall rating should be “Exceeds”. In this case, the importance of the four “Exceeds” far outweighs that of the six “Achieves”. The supervisor should be prepared to discuss the reasons for the ratings and be able to justify the decision for the overall rating.

A special appraisal is always used as a follow-up to an overall rating of “Below Performance Standards”. The Employee Relations Services team in Human Resources will work closely with the supervisor in preparing a detailed addendum to the appraisal and to establish a plan of action for correcting performance issues. A follow up special appraisal should be completed 60 days from the date the “Below Standards” appraisal was issued. At the supervisor’s discretion and with Human Resources approval, an employee may be given an additional extended 60 days.

Special Appraisals can also be used during the appraisal period to recognize an employee who’s performance has significantly changed since the last appraisal was given.

This report, which is accessed through e-print, is a list of the employees in a specific department. The report is intended for use by the supervisors and those departmental employees who manage and coordinate the performance appraisal process. The Department of Human Resources updates the Performance Appraisal Report in e~Print monthly. In addition, a monthly reminder will be sent in HR weekly.

Employees appear on the report by “Home Organization” or by "Division Code". Each page lists all of the AMP and SP employees for the specified Home Organization or Division Code, based on the latest (PAF) Personnel Action Form. The listing is in chronological order, by appraisal due date and displays all of the employees as well as all of their appraisal dates, for the upcoming twelve (12) month period.

Appraisals that are overdue will remain at the top of the e-print list for three (3) months as a reminder to supervisors that the appraisal needs to be completed and submitted. In reviewing the report, please note the last column displays “LAST COMPLETED REVIEW DATE.” This feature will always provide a list of employees who may have missed their last appraisal. If the appraisal is not received, employees completing a probationary period will receive a rating of Achieves. Employees who are completing an annual period will retain their current rating.

Late appraisals are accepted and the new rating will be recorded should it change, however, it will only cover the preceding 12 month period. When Human Resources receives the completed appraisal, the information will be corrected in HR banner system.

If you are unable to access the e~Print repository for HR Banner FAUP, please complete the security form on our website: http://www.fau.edu/hr/files/HRSSecurityRequestForm.pdf. Request the Administrative template and list all applicable Department Orgs.

For additional assistance, please call or contact a member of our Employee Relations Services Team.