Performance ReviewPerformance Review

Keys to a Successful Keys to a Successful Performance Review Performance Review

Know and understand the University and Know and understand the University and department missiondepartment mission

Understand the importance of roles and their Understand the importance of roles and their impact on the missionimpact on the mission

Maintain open communication throughout the Maintain open communication throughout the cycle to avoid surprisescycle to avoid surprises

Schedule a mutually convenient date and timeSchedule a mutually convenient date and time Reserve a private, neutral locationReserve a private, neutral location

Performance Review Performance Review cont.cont. Get feedback from peers, direct reports, Get feedback from peers, direct reports,

customers/clients, co-workers, individual being reviewed customers/clients, co-workers, individual being reviewed Use Objective Data – project completion or Use Objective Data – project completion or

management, reports written, work missed, management, reports written, work missed, Performance Reviews not completed in a timely manner; Performance Reviews not completed in a timely manner; andand

Critical Incidents – ways the individual acted especially Critical Incidents – ways the individual acted especially effective or ineffective regarding accomplishments effective or ineffective regarding accomplishments without judging personality; andwithout judging personality; and

Behavioral Observations Behavioral Observations Appropriately recognize accomplishments and, as Appropriately recognize accomplishments and, as

necessary, identify areas that need strengthening necessary, identify areas that need strengthening

New and Improved New and Improved FeaturesFeatures

The form can be used for three types of The form can be used for three types of reviewsreviews Supervisor reviewing an employeeSupervisor reviewing an employee Supervisor reviewing a supervisorSupervisor reviewing a supervisor Employee reviewing a supervisorEmployee reviewing a supervisor

Job Success Factors are expanded to include Job Success Factors are expanded to include better components and descriptionsbetter components and descriptions

Job Success Factors were created to focus on Job Success Factors were created to focus on Managerial/Supervisory EmployeesManagerial/Supervisory Employees

More Features More Features

Additional Evaluation RatingsAdditional Evaluation Ratings Exceptional - NewExceptional - New Exceeds Expectations Exceeds Expectations Meets ExpectationsMeets Expectations Opportunity for Improvement - NewOpportunity for Improvement - New Unacceptable - NewUnacceptable - New

Completing the FormsCompleting the Forms Complete the Employee Performance Review Complete the Employee Performance Review

form for all eligible staffform for all eligible staff Additionally, the Supervisor Performance Additionally, the Supervisor Performance

Review form should be completed for Review form should be completed for individuals who have managerial and/or individuals who have managerial and/or supervisory responsibilitiessupervisory responsibilities

Objectively rate each Job Success Factor Objectively rate each Job Success Factor (JSF):(JSF): Relevant JSF componentsRelevant JSF components Provide a written evaluation of the employee’s Provide a written evaluation of the employee’s

performance with regard to each JSF—pay special performance with regard to each JSF—pay special attention to ratings equal to Exceptional and less attention to ratings equal to Exceptional and less than Meets Expectationthan Meets Expectation

Additional Components Additional Components and JSF’sand JSF’s

Departments/Areas may add one or more Departments/Areas may add one or more Additional Components to one or more JSF’sAdditional Components to one or more JSF’s

Department-Specific JSF’s with corresponding Department-Specific JSF’s with corresponding components may be added, as wellcomponents may be added, as well

Human Resources must be notified in advance Human Resources must be notified in advance that a department/area intends to add that a department/area intends to add components and/or JSF’s and what they arecomponents and/or JSF’s and what they are

Overall PerformanceOverall Performance

After reviewing the applicable Job Success After reviewing the applicable Job Success Factors you must provide an overall review of Factors you must provide an overall review of the individuals performancethe individuals performance

Select the appropriate rating and provide Select the appropriate rating and provide commentscomments

Obtain Reviewee and Reviewer Signatures and Obtain Reviewee and Reviewer Signatures and return to HRSreturn to HRS

Include any response from RevieweeInclude any response from Reviewee

Performance Performance Objectives FormObjectives Form

Use of the form is optionalUse of the form is optional Suggested uses of the form:Suggested uses of the form:

Supervisors and employees collaboratively develop Supervisors and employees collaboratively develop Performance Objectives for the employee in order to Performance Objectives for the employee in order to address departmental and/or growth/development address departmental and/or growth/development needs during the normal review cycleneeds during the normal review cycle

Through discussions with newly hired employees, Through discussions with newly hired employees, supervisors and employees identify areas of supervisors and employees identify areas of growth/developmentgrowth/development

For those individuals who receive an evaluation of For those individuals who receive an evaluation of “Opportunity for Improvement” or “Unacceptable”, “Opportunity for Improvement” or “Unacceptable”, supervisors can establish objectives that address supervisors can establish objectives that address the areas of needthe areas of need

Tips for Establishing Tips for Establishing ObjectivesObjectives

With reference to the positions major functions, With reference to the positions major functions, list specific, measurable objectives to be list specific, measurable objectives to be completed and/or continuedcompleted and/or continued

Identify keys to effectively accomplishing each Identify keys to effectively accomplishing each objectiveobjective

For example: resources, tools, and other kinds of For example: resources, tools, and other kinds of support.support.

When and where appropriate, the employee When and where appropriate, the employee and the supervisor mutually agree upon and the supervisor mutually agree upon Objectives which may be acknowledged by the Objectives which may be acknowledged by the Dean or DirectorDean or Director

Review Of Objectives Review Of Objectives It is greatly encouraged that supervisors and employees It is greatly encouraged that supervisors and employees

meet twice throughout the performance period to discuss meet twice throughout the performance period to discuss the progress made toward objectivesthe progress made toward objectives

Overall progress can be recorded in the Review of Overall progress can be recorded in the Review of Objectives section by providing comment and a progress Objectives section by providing comment and a progress option under each Objective Progress Review areaoption under each Objective Progress Review area

Progress options – Objective Fulfilled, Progress Made, or Progress options – Objective Fulfilled, Progress Made, or No Progress Made No Progress Made

If Objectives are modified during the performance period, If Objectives are modified during the performance period, you could include the description of the changes in the you could include the description of the changes in the Comments fieldComments field

You have the ability to provide a Final Objective You have the ability to provide a Final Objective EvaluationEvaluation

Questions?Questions?

Contact: Sheila WrightContact: Sheila Wright Email: Email: sheila.wright@umontana.edusheila.wright@umontana.edu Phone: 243-4595Phone: 243-4595 Website: Website: www.umt.eduwww.umt.edu/hrs/hrs; click on ; click on

Performance Review link in the list on the Performance Review link in the list on the leftleft