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Kansas State University

Completing the Performance Management Process Form (DA-244)

The Performance Management Process Form (DA-244) (pdf) is to be used to document the planning, coaching and reviewing processes. The form is available in multiple formats on the Review Forms page.

During the first 30 days of the review period:

Identification Information:

Complete the identification information (i.e., Employee Name, Person Completing Review, Employee ID, Agency Name, Class Title, Position Number, Timeframe being Evaluated (Month/Year) and Review Type) at the beginning of the review period.

The Date of this Review and the Overall Performance Rating is identified by the supervisor at the end of the review period.

Part 1: Performance Planning
Objectives:

Identify S.M.A.R.T. (Specific, Measurable, Attainable, Relevant and Time-Based) objectives for the employee based on the supervisor/employee performance planning discussion. S.M.A.R.T. objectives define "WHAT" job responsibilities (tasks) that need to be achieved throughout the review period using skills and knowledge.

Write a performance objective so that both parties understand its meaning and will know whether progress has been made or whether objective has been reached. In setting the objectives, be as specific as possible using quantitative (e.g., numbers, data, quotas, dates) and/or qualitative measures. The number of objectives should be based on the outcomes of the performance planning discussion; objectives may be added and/or modified as necessary throughout the review period.

Performance Planning - Competency:

Competencies describe, very specifically, the skills, behaviors, and personal characteristics the employee is expected to exhibit in accomplishing job responsibilities.

Select and mark the competencies that the employee will be rated on; it is not necessary for every employee to be rated on all competencies. Suggest a project or on-the-job activities the employee can engage in to help develop the selected competencies.

On-Going Feedback and Coaching Process

During the review period, performance coaching will provide the employee and the supervisor with an opportunity to discuss progress against objectives, review demonstration of competencies and determine if any objectives should be modified before the final review at the end of the performance management cycle. This feedback may be documented on the optional "On-going Coaching and Feedback Discussion" form or other method. Attach this documentation to the Performance Review Form when submitted to the Division of Human Resources at the end of the review period.

Mid-Review Discussion

Document progress against the Objectives and Competencies as defined in the Performance Planning process. Be as specific as possible about the employee's actual performance to date, documenting specific observable results wherever possible, and add qualitative information or feedback whenever helpful. Any valid updates to employee's objectives which are based on changes in the unit or department needs, may also be documented in this section. This discussion may be documented on the optional "Mid-Review Discussion" form or other method. This documentation should be attached to the Performance Review Form and submitted to the Division of Human Resources at the end of the review period.

Essential Requirements

Dependability and K-State Values are essential requirements. Essential requirements are those basic behaviors that are critical to K-State operations.

Dependability: Recognizes their responsibilities to K-State and applies effective work habits and attitudes to meet work requirements. Accomplishes tasks by showing concern for all aspects of the job and manages workload or completes tasks in a timely manner.

K-State Values: Individuals adhering to K-State values align their actions with high standards of conduct, accept responsibility for behavior and exhibit personal integrity at all times. Acts as a role model for other employees and does the right thing. Individual does not waste resources (i.e., time, material). Refer to the K-State Principles of Community for further guidance.

An unsatisfactory rating in dependability or K-State values will result in an overall performance rating of "Unsatisfactory."

Considering the level the employee typically or consistently operates at, check the box which best describes his/her behavior for the competency.

Summary discussion Points

Based upon ratings in the previous sections, identify the employee's major strengths in this job, and areas for improvement. Include any additional accomplishments. Comments will help focus year end performance review discussion and help prioritize relevant objectives and development priorities for the coming year.

Overall Performance Review Rating

At the end of the review period, assign a rating to each of the objectives, rate core competencies and essential requirements and provide overall employee performance comments. The objectives ratings and other documentation on the form will substantiate the overall rating.

Authority for deciding the overall rating ultimately rests with the supervisor. The employee's signature does not necessarily signify agreement.

Annual Performance Reivew: Overall Performance Review Rating
Overall Performance Level:

An overall rating of Exceptional, Exceeds Expectations, Meets Expectations, Needs Improvement or Unsatisfactory is assigned upon completion of any review type. The rating shall be substantiated by overall objectives, competencies, essential requirements, accomplishments and other documentation on the Performance Management Process Form.

Exceptional: Performance far exceeded expectations. An employee performing at this level should be performing at a significantly higher level than those who Exceed Expectations. Only a small percentage of employees will achieve this level of performance.

Exceeds Expectations: Performance consistently exceeded expectations. An employee performing at this level should truly be performing above and beyond what was agreed to as their objectives and other performance criteria (i.e. employee took on additional duties beyond what was agreed upon or completed duties significantly better than was expected).

Meets Expectations: Performance consistently meets expectations. An employee who completes all of the objectives and competencies identified at the beginning of the review period is performing at this level. The majority of employees will perform at this level.

Needs Improvement: Performance did not meet expectations. An employee performing at this levelis inconsistent in performance. Employee sometimes meets expectations and requirements. Continual improvement is required to fully meet expectations.

Unsatisfactory: Performance is consistently below expectations. Immediate improvement is required.

A new employee who receives an "Unsatisfactory" rating prior to the end of his or her probationary period will not be granted permanent status. If an employee is serving an initial probationary period, permanent status will not be granted and the employee will be dismissed.

The Supervisor assigns overall rating, has the reviewer sign the review, and conducts final review conference with the employee. If an immediate supervisor has not supervised an employee for at least 90 days, the performance review must be completed by another qualified employee.

Prior to the final review conference between the supervisor and the employee, the supervisor (manager) and reviewer, (normally the supervisor's manager), sign and date the End of Review Performance Discussion signature block on the form. After the final review conference, the employee signs and dates the form.

Prior to the last day of the review period, completed form is submitted to the department personnel specialist who forwards the form to the Division of Human Resources.