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Kansas State University

Completing the Performance Management Process Form

The Performance Management Process Form (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

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. Write performance objectives so that both parties understand its meaning and will know whether progress has been made or whether objective has been reached. A performance objective describes the specific areas in which the employee needs to focus and describes the specific actions that will be taken by the supervisor and/or the employee to develop and strengthen these areas, any training required, and the deadline for reaching the performance objective.

In setting the objectives, be as specific as possible using quantitative (e.g., numbers, data, quotas, dates) and/or qualitative measures or feedback where helpful. The number of objectives should be based on the outcomes of the performance planning discussion; you may add and/or modify objectives as necessary throughout the review period.

Measurement - Tracking Method:

A measurement scale and target should be established for each objective.Indicate how progress against the objectives will be observed or measured (tracked).

Measurement - Annual Performance Review:

At the end of the review period, indicate employees overall performance rating against each objective (i.e., Exceptional, Exceeds Expectations, Meets Expectations, Needs Improvement or Unsatisfactory). Document how expectations were or were not met.

Overall performance rating definitions are explained in Ratings.


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

Considering the employee's overall strengths and weaknesses, list the critical competencies on page 2 of the form. The critical competencies may be core competencies or other competencies that direct the employee's focus. Suggest project or on-the-job activities the employee can engage in to help development this competency.

Core Competencies: Performance Management Process Form pages 4-6
Leadership Competencies: Performance Management Process Form page 7

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.

Mid-Year (Annual Review- April 1 - June 30) or midway through review period:

Part II: Mid-year 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.

End of Review Period (Annual Review- October 1 - December 23):

Part III: 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.

Agency 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, even when no one is watching. Individual does not waste resources (i.e., time, material).

An unsatisfactory rating in dependability or agency 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.

Part IVa: Annual Performance Review - Competencies Core Competencies

Job Responsibilities, Communication, Customer Service, Initiative and/or Teamwork are the core competencies critical to the success for all K-State employees.

Performance Management and/or Leadership are the competencies which have been identified as critical to a supervisor or manager's success within the State of Kansas environment.

Considering the level the employee typically or consistently operates at, check the box which best describes his/her behavior for the competency at the end of the review period. Also, describe behavioral examples for each competency.

Part IVb: Annual Performance Review - Summary discussion Points

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

At the end of the review period, the supervisor will assign a rating to each of the objectives, rate essential requirements and core competencies 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 supervisor submits the signed and completed form to the reviewer. Once the reviewer signs the form, the supervisor and employee meet to discuss performance. The employee signs the form to acknowledge the discussion occurred. The employee's signature does not necessarily signify agreement.

Part IVc: Annual Performance Review: Overall Performance Review Rating

Indicate which level most appropriately describes the overall performance level of the individual. Add any comments that provide clarification to the Overall Review (may include unique circumstances, relevant career objectives, or other considerations).

Overall Performance Level:

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

The main types of reviews for classifed employees are Probationary, Annual and Special. Additional explanations of the types, length and circumstances of these reviews are covered in the Review Types.

Performance review appeals are explained in the PPM 4080.100 Performance Review Appeals

Sample Completed Performance Management Process Form (pdf)