The Employee Performance Review System includes four components (forms). The Employee Performance Review (PER-47) is the only required component. Optional components are: Employee's Annual Report of Activities (PER-48), Professional Development and Growth Plan (PER-49) and Performance on Goals and Projects (PER-50). Optional components are selected by the supervisor and the employee based on which are best suited to the position. All forms are available in multiple formats on the HR Forms page.
The supervisor and the employee have the flexibility to use only the Employee Performance Review (PER-47) or any of the three optional components in conjunction with the Employee Performance Review (PER-47). They are encouraged to be creative in tailoring the Employee Performance Review System to reflect their particular needs. The Employee Performance Review System can be as simple as one component or as sophisticated as four components.
At the beginning of the review period, the supervisor and the employee agree on performance criteria and related performance expectations tailored to the position. Performance expectations may come from the responsibilities listed in the job description or from other job functions. At the conclusion of the review period, these are used as standards for measuring and reporting performance effectiveness.
The required Employee Performance Review (PER-47), focuses on performance criteria.
It is the department's responsibility to provide this form to the supervisor/reviewer
at the beginning of the review period with the following information:
Employee Name, Employee ID, Department Name, Job Title, Position #, and Performance Review Period.
Examples of Performance Review Periods:
6 Month Probation
Performance Review Period From: 08/01/04 to 01/31/05
3 Month Probation
Performance Review Period From: 08/01/04 to 10/31/04
Annual Review Period
Performance Review Period From: 08/01/04 to 07/31/05
Performance is consistently above the standards of performance required and defined and contributions are well beyond normal job expectations for the review period. Performance at this level leaves little, if anything to be desired and work is consistently performed at a highest level. Other University personnel commonly seek out the employee for assistance in solving problems. The employee rarely, if ever, requires supervision or follow-up. The employee performs independently in planning, anticipating problems and taking appropriate action. Shows a good grasp of the "big picture" and thinks beyond the details of the job or project at hand.
Meets the key requirements of the job in all areas and far exceeded the requirements in more than half of the areas on which the employee is evaluated.
On the average, about 10% - 20% of the workforce performs at this level.
Performance is solid, effective and consistently meets the performance standards required and defined, exceeds expectations from time to time. Performance is what can be expected of a fully qualified and experienced person assigned to the position. Errors in judgment are rare and seldom repeated. Under normal supervision and follow-up, important jobs are completed on schedule and in keeping with expected results.
Meets the key requirements of the job in all areas and exceeded the requirements of the job in many areas. Performance is characterized by high achievement.
On the average, 20% - 30% of the workforce performs at this level.
Overall, the employee met the key requirements of the job. Performance consistently meets the standards of the job.
The employee demonstrates adequate performance in most areas of the job, but may need improvements in one or more areas. Initiative and outputs are generally adequate and the employee is generally competent and knowledgeable in most aspects of his/her work.
An overall Meets Expectations rating means that performance is adequate in most areas of the job. If there are any performance shortfalls, they may be attributable to newness on the job, missing or undeveloped skills or experience and a performance recommendation should be written to focus on performance deficiencies in designated area(s).
On the average, 40% or more of the workforce performs at this level.
Performance is consistently below the standards of performance required and is unsatisfactory. Seldom meets established standards; must improve to receive a higher performance rating. There are major shortfalls in meeting established performance criteria or objectives. The employee almost always requires close supervision, including step-by-step guidance.
Employee does not meet the key requirements of the job. Excessive direction and follow-up are needed. Immediate improvement required.
On the average, less than 10% of the workforce performs at this level.
The type, length, and circumstances for performance reviews for classified employees vary; however, the Performance Review process is to be used in all instances. There are three categories of performance reviews, each with its own characteristics: a) annual, b) special, and c) probationary reviews.
Annual reviews are required for each regular classified employee. Annual reviews are due one year from the end of the probationary period or the last special review, then annually thereafter.
A special review may be conducted at any time to gauge the level of performance or to improve that performance. When performance warrants, a special review may be conducted to increase a rating from "Below Expectations" to a "Meets Expectations" rating, thus making an employee eligible for a promotion.
A special review may be conducted by a supervisor who is leaving and wants to close out the evaluation period and allow for the supervisor to start with a new review period.
When a special review is given, it permanently changes the employee's annual review due date.
There are three basic circumstances that require a probationary period and review: a) new hire, b) promotion, and c) reinstatement. A probationary period and review is not required for a reclassification. However, the supervisor has the option to designate a probationary period and review of not less than three months nor more than six months for a reclassification.
Within the first 30 days of a review period, the supervisor and the employee meet to discuss the performance critieria (adaptability, attendance, communication, etc.) that will be used to measure performance. If there are performance criteria that will not be used during the review period, a check mark may be entered in the N/A (not applicable) column for the associated criteria.
Example: If the employee is not a supervisor/lead worker, those critieria at the bottom of the form listed below Supervisory/Lead Worker Criteria (i.e., Delegation and Supervision, Leadership, Planning & Organizing) may be marked N/A.
At the end of the review period, the supervisor will assign a rating to each of the performance criteria that are applicable to the employee's position.
Supervisor documents any observations on overall performance during and/or at the end of the review period.
The supervisor may document any accomplishments or special achievements (successful undertakings, good deeds, triumphs, etc.) that had a significant impact on the department or the University. Special accomplishments may be written during and/or at the end of the review period.
The employee may document any suitable comments at the end of the review period.
Once the review is completed, the Employee Performance Review needs to be signed by the supervisor, the supervisor's superior and the employee in that order.
At the end of the review period, after the rating has been affixed and after the supervisor/reviewer and approval reviewer have signed the document, the employee reviews, signs and dates the document. The employee's signature does not necessarily signify agreement.
A permanent employee, within seven calendar days after being informed of his or her performance review, may appeal the review in writing to the Director of Human Resources. The same applies to certain employees on probation. See The Kansas Administrative Regulations (K.A.R.), Article 7, 1-17-12.
At the end of the review period, after rating each performance critiera, writing comments regarding employee's overall performance, documenting special accomplishments, writing performance recommendations, and affixing the overall rating, the supervisor/reviewer signs and dates the form.
At the end of the review period and after the overall rating has been affixed, the documentation is reviewed by the supervisor's superior or another designated reviewer prior to the final review session.
The Employee's Annual Report of Activities is optional. If the supervisor wishes the employee to complete the form, the form should be given to the employee thirty days prior to the review end date. The employee is responsible for completing the form and for returning it to the supervisor by a designated date (at least two weeks prior to the review end date). Established goals and progress on established goals will be documented as well as other contributions and accomplishments during the rating period. If the form is not completed and returned by the specified date, the review may be completed without using this activities form.
Complete the top portion of the form (i.e., Name, Employee ID, etc.). This information may be found on the Employee Performance Review (PER-47)(PDF). If you need additional assistance, ask your department personnel specialist.
List major goals established by you and your supervisor during the review period.
Examples:
Document progress made on major goals during the review period.
Examples:
List any contributions and accomplishments you completed during the review period.
Examples:
List any professional development activities that were completed during the review period.
Examples:
Write any other suitable comments regarding your activities during the review perod.
Examples:
After completing the form, the employee signs and dates the form. The employee is responsible for completing the form and for returning it to the supervisor by a designated date (at least two weeks prior to the review end date).
Attach the Employee Performance Review, PER-47, when submitted to the Division of Human Resources.
'The Professional Development and Growth Plan component is optional. This form is used to establish a professional growth plan for the employee by listing and briefly describing performance objectives for the upcoming review period. The employee and the supervisor sign and date the form when the professional development and growth plan is established.
Complete the top portion of the form (i.e., Name, Employee ID, etc.). This information may be found on the Employee Performance Review (PER-47)(PDF). If you need additional assistance, contact your department personnel specialist.
List and briefly describe performance objectives for the upcoming review period. A performance objective should be written 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.
| Performance Objectives | Performance Improvement Areas/Specific Development Strategies |
|---|---|
| Example:
Be able to properly prepare personnel transactions for all types of employees by December 31, 2004 |
Example:
Attend personnel transaction training and become familiar with related chapters in the KSU Policies and Procedure Manual. Become familiar with HR web pages regarding these transactions. |
| Example:
Be prepared to operate and maintain mowing equipment by April 1, 2005. |
Example:
Become familiar with mowing equipment manual(s) and attend small engine maintenance and repair workshop. |
The employee and the supervisor sign and date the form when the professional development and growth plan (performance objective) is established.
Attach the Employee Performance Review, PER-47, when submitted to the Division of Human Resources.
The Performance on Goals and Projects component is optional. This form is used to evaluate goals, special assignments, or committee involvement performed during the review period.
All employees are encouraged to consider having at least one goal or project to focus on during the upcoming review period.Complete the top portion of the form (i.e., Name, Employee ID, etc.). This information may be found on the Employee Performance Review (PER-47)(PDF). If you need additional assistance, contact your department personnel specialist.
Briefly summarize each goal or special assignment that demands significant time and effort during the evaluation period.
The goal or project should be written so that both parties understand its meaning and will know whether the goal or project has been completed. A goal or project describes the specific areas in which the employee needs to focus and may describe the specific actions that will be taken by the employee to accomplish the goal or the project.
Many goals or special assignments are regularly present in supervisory level positions (i.e., special projects or committee involvement, etc.) and may be listed on this form. Observations may be documented by the supervisor throughout the review period or at the end of the review period.
Observations are documented by the supervisor throughout the review period. If the goal or project has not been completed at the end of the review period, progress to date is documented. In this case, the supervisor may again wish to include this goal or project in the next review period for the employee.
| Goal or Project | Observations |
|---|---|
| Example: Ensure that the grant project tasks are accomplished by December 31, 2004. |
Example:
Project completed ahead of time; smooth transition for everyone involved. |
| Example: Complete a detailed physical inventory of mowing equipment by May 1, 2005. |
Example:
Inventory process is off to a great start! |
| Example:
Following University Budget timelines, work with the department head, college business office and central University staff to development the department budget for the new fiscal year. |
Example:
Met with appropriate personnel to formalize new fiscal year budget. Budget approved and finalized on time. |
The employee and the supervisor sign and date the form when the performance goal or project is established and again at the end of the review period.
Attach the Employee Performance Review, PER-47, when submitted to the Division of Human Resources.
Instructions for Form PER-47 in PDF
Instructions for Form PER-48 in PDF
Instructions for Form PER-49 in PDF
Instructions for Form PER-50 in PDF
