Staff Evaluations - General Instructions for the Evaluator

1. Read the Performance Evaluation article in the appropriate collective bargaining agreement (CBA)
2. Know the appointment type of the employee (i.e., probationary, permanent, temporary) and their bargaining unit
3. Know the correct timeframe that correlates to the appointment type
4. Use the correct and current performance evaluation template
5. Start mapping out the contents of the performance evaluation
6. Start having initial conversations with the employee about the uncoming performance evaluation
7. Solicit feedback from the Lead overseeing the employee (if applicable)
8. Draft the performance evaluation and then send it to the Reviewing Officer for feedback and support; once the Reviewing Officer approves the draft performance evaluation, send the draft performance evaluation to the employee for review and input (if any). NOTE: Follow the appropriate CBA timeframe allowed for the employee's review and input.
9. Assess the employee's input and determine the final performance evaluation, then upload the finalized performance evaluation using the designated Link to Acrobat Sign on ELR's website
10. Performance evaluation is routed through Acrobat Sign for signatures; completed/signed performance evaluation is then automatically routed to ELR for review/processing

MPP Evaluations - General Instructions for the Evaluator

1. Solicit input from your MPP direct report
2. Consider the input provided and prepare a "draft" MPP performance evaluation using the correct and current MPP performance evaluation template
3. Discuss the draft performance evaluation with the next higher level of management (this is the "Reviewing Officer") and make changes as necessary
4. Schedule a time to meet with the MPP to discuss the performance evaluation; make edits based on feedback, if applicable
5. Finalize then upload the MPP performance evaluation using the designated Link to Acrobat Sign on ELR's website
6. Performance evaluation is routed through Acrobat Sign for signatures; completed/signed performance evaluation is then automatically routed to ELR for review/processing

Performance Evaluations: General Workflow

Chart showing the general workflow for performance evaluations.

Do's and Don'ts

DO's

• Do complete the appropriate performance evaluations for all of your employees - performance evaluations are required by the collective bargaining agreements
• Do complete all probationary performance evaluations on time and for the correct timeframe
• Do use the designated Acrobat Sign process for signatures on the performance evaluation
  
  • This is an established workflow that helps with tracking data for performance evaluations
• Do provide comments for each rating given; comments should be specific and include examples
• Do use the most current performance evaluation template available on the ELR website
• Do contact ELR if you have any questions

DON'Ts

• Don't combine performance evaluation timeframes
  • For example, if you miss a 3-month performance evaluation, do not combine the 3-month and 6-month performance evaluations into one performance evaluation; we do not back-date performance evaluations
• Don't use a different Acrobat Sign workflow to obtain signatures on the performance evaluation
  • This will prevent the system from automatically routing the completed/signed performance evaluation to ELR for review and processing, and the performance evaluation will not be counted
• Don't include any comments related to medical leave, health or other personal topics
• Don't include anything that you haven't already discussed with the employee - there should be no surprises!
• Don't guess at what to do if you're unsure - contact ELR if you have any questions!

Roles Defined

Employee

• The person who is being evaluated

Evaluator

• The appropriate administrator who is evaluating the employee (their direct report)
• The Evaluator is never a Work Lead, but Work Leads can provide input to the Evaluator

Reviewing Officer

• This is the Evaluator's manager, the next level up in the department's hierarchy
• In general, this second level of review is required for all performance evaluations

Employee & Labor Relations (ELR)

• The department that coordinates and administers the performance evaluation process
• ELR reviews and processes performance evaluations, but does not sign performance evaluations