Staff Performance Appraisals

Policy E27.0 Staff Performance Appraisal

Performance appraisals are formal written assessments conducted by managers to evaluate an employee's job performance against established expectations, provide feedback, set goals, and make decisions about compensation, promotions, and development opportunities.

Timing of Appraisals

Ideally, performance conversations happen routinely throughout the year between a manager and the staff employee. These conversations can be check-ins to reflect on the employee's progress on their goals and expectations as well as their development.

Supervisors are responsible for determining and communicating the annual performance appraisal timeline and process to employees.

  • Fiscal year/Academic year cycle (July 1 – June 30)
  • Calendar year cycle (January 1 - December 31)

Appraisal Templates

A variety of templates are available for use for the Staff Performance Appraisal process, an annual process required by Policy E27.0 – Staff Performance Appraisal. Supervisors may edit the templates to create a customized set or sets of appraisal forms to evaluate performance and communicate in styles and formats that best fit the types of positions held by the individuals in their respective department(s).

Regardless of the template/format chosen, each performance appraisal must include the following:

  • A final overall performance rating for the year (using the standard rating scale and definitions).
  • Signatures from the employee, the supervisor who wrote the appraisal, and the next level leader (Sample signature page).

Open-Ended

This format is generally recommended for supervisors who have a small number of direct reports. It provides an open-ended format to evaluate performance. 

Structured Response

This format is generally recommended for supervisors who have a small or moderate-size number of direct reports. It provides guided questions or topics that define parameters used to evaluate performance. 

Checklist

This format is generally recommended for supervisors with a large number of direct reports. It provides a set of major performance factors with related metrics, providing the ability to rate performance on each metric or major factor. 

Combined Goal Setting

This format provides sections for listing the performance goals/objectives for the appraisal period, the self appraisal portion of the appraisal, and the supervisor’s appraisal all in one template for use over the full performance cycle/appraisal period.

Rating Scale and Definitions

All staff will be appraised on a scale of 1-5 (whole numbers only).

Outstanding (5)

Performance during appraisal period was consistently exceptional, significantly exceeding all expectations for the position.

Exceeds Expectations (4)

Performance during appraisal period met all expectations and frequently exceeded some expectations for the position.

Successful/Meets Expectations (3)

Performance during appraisal period effectively fulfilled all expectations for the position.

Does Not Meet Expectations (2)

Performance during appraisal period met some, but not all expectations for the position. Performance improvement process should be initiated or continued.

Unsatisfactory (1)

Performance during appraisal period consistently failed to meet minimum expectations for the position. Individual lacks or did not apply knowledge, skills, or behavior expected for the position. Performance documentation process (e.g. written warning, Performance Improvement Plan) should be initiated or continued. This rating is not to be used for employees new in their position, see “NA” rating below.

New (N/A)

Individual has not been in position long enough (at least six months) to fully demonstrate the competencies required for the position. This appraisal is provided for feedback purposes.

Additional Resources