Annual Performance Evaluations
2017
Presented by:
Mike Dougherty
Associate Vice President for Human Resources

Overview of Today
‣ The Performance Evaluation Form
‣ Performance Evaluation Supplement Form
‣ The Performance Evaluation Meeting
‣ Considerations
‣ Review
‣ Q & A

The Performance Process
SET OBJECTIVES
OBSERVE
AND STANDARDS
PERFORMANCE
I
APRIL
N
F
DOCUMENT
O
REVISE
PERFORMANCE R
OBJECTIVES
M
A
& STANDARDS
L
MARCH
ANNUAL
EVALUATION

Time Line
‣ Draft to Reviewer – Prior to evaluation meeting with
employee
‣ Evaluations Conducted in March
– Forms on CSM web page:
http://inside.mines.edu/Performance_Management
‣ Evaluates previous 12 months
‣ Next Step
– April 2017 build the 2017-18 performance plan

Timeline
‣ May 1 – Report issued to President of Performance
Evaluations not received in Human Resources
‣ July – Report of Performance Evaluations sent to
Colorado Department of Personnel and
Administration
‣ July – Upload performance ratings to State’s database
‣ Statute mandates penalties for not completing
‣ Potential loss of a day or more pay

Performance Evaluation Form
‣Let’s look at the evaluation and
supplement forms
‣Parts
‣Signatures
http://inside.mines.edu/UserFiles/File/hr/Performance%20Mgmt/Perfor
mance%20Management%20Eval%20Form%202016-17-2_ASedits.docx

Supplement Form (handout)
State Personnel Rules require a narrative
‣ Check Annual
‣ Complete narrative for the Core Criteria
‣ Complete narrative for each IPM
--------------------
‣ Be descriptive, reference facts – observations as
much as possible
‣ Focus on whole year – but don’t omit items of
significance

Supplement Form
‣ Overall / Developmental / General Comments
– Overall = summary of the year
– Developmental = possible future activities/training or professional
development
– General Comments = last observations, can be evaluative but can
also be general statements

Parts of a Performance Meeting
‣ Preparation – including prior review of draft by
reviewer
‣ Starting the Meeting
‣ Meeting Sequence
‣ Importance of Communication
‣ Closing

Preparation
‣ “Homework” the supervisor must do before the
review session.
‣ Specifically:
– Review the performance objectives and standards
– Review performance logs, notes, calendars, etc.
– Assess performance on objectives

Preparation(continued)
– Complete the evaluation form (in draft – to reviewer)
– Complete the supplement form (possibly to reviewer)
– Schedule the appraisal session with the employee
No interruptions
Private
– Provide the employee with instructions (prior to evaluation meeting)
What do you want the employee to do to be prepared for the
meeting?

Starting the Meeting
‣ Supervisor’s verbal and non-verbal behaviors during
the first few minutes of the performance evaluation
session
– Show concern for the physical setting
– Express concern for employee comfort
– Convey warmth and receptiveness
‣ More formal if performance concerns exist

Sequence
Tell the employee how the meeting will proceed
Who goes first?
What are your expectations for the employee’s participation?
Review the performance plan, assess each objective, exchange
perspectives, arrive at evaluation
Ask employee for self-evaluation on each objective ..
Provide supervisor’s evaluation on each objective . .
No one correct way to proceed – focus on communicating

Importance of Communication
‣ Talk and discuss – don’t lecture
‣ Exchange of information is important
‣ Obtain a common understanding

It’s More Than What You Say
‣ Supervisor actions
– Relaxed physical posture
– Natural physical gestures
– Verbal statements that confirm and follow what the employee said
‣ Exception – formal can be O.K.
‣ Pay attention

Encourage Communication
‣ Verbal invitations
– What more can you say?
– Please expand on that.
– Please give me an example.
‣ Non-Verbal – Active listening
– Head nods
– Leaning forward
– Eye contact

Communication
‣ Summarize – briefly restate thoughts and conclusions
– Assures shared understanding
– Conveys that supervisor is listening
‣ Clarify – non-accusatory invitations
– I’m confused
– I’m not sure I understand
– I lost you there
‣ Don’t accuse

Communication = Feedback
‣ Primary reason for performance evaluation
– Describes behaviors and outcomes
– Identifies specific examples
– Addresses previously agreed upon objectives and standards
– Includes growth and education needs

Close the Meeting
‣ Brief overall summary or restatement
‣ At the conclusion of the meeting, the employee
should have the following information:
– Past performance
– Understanding of what’s next
‧ (suggest asking employee to begin thinking about next performance plan
content)

Other Closing Thoughts
‣ Areas of disagreement (How will these be resolved?)
‣ Appeals – dispute resolution form – must tell
employee where this is or give form – best to provide
if there is any disagreement
‣ Consult with HR

Complete the Forms
‣ Review your agreed upon notes
‣ Adjust your draft to reflect your meeting discussion
‣ Record employee’s performance ratings
– Include comments / Based upon agreements reached
‣ Complete the supplement form
‣Overall Rating – be sure to do this!
‣ Send to Reviewer for signature

Summary - Meeting Checklist
‣ Arrange for comfortable, private setting – NO
INTERRUPTIONS
‣ Put employee at ease
‣ Provide framework for conducting meeting
‣ Encourage discussion
‣ Listen carefully to employee statements
‣ Give relevant feedback -- seek solutions
‣ Summarize and close -- identify agreement,
disagreement, and future directions

Next Steps -- Planning
‣ Consider scheduling initial planning meeting
‣ Ask employee to consider development opportunities
and alternatives
‣ Consider department objectives and link to strategic
plan – how will these fit with next year’s plan?
‣ Begin to establish performance targets
‣ 2017-18 Plans must be completed by April 30

End Notes . .
‣ Detailed Performance Management Plan on HR web
page – Performance Management link
‣ Deadlines are based in Colorado Statute and State
Personnel Rules
‣ By end of April – complete next cycle’s performance
plan objectives and standards

Questions
‣?????????
Thank you

Document Outline