SECTION 8.40 FREQUENTLY ASKED QUESTIONS
Last Update: 12/08
Since the DAS Administrative Rules prescribe an annual review, the period of time covered by the evaluation should be the most recent twelve-month period.
Although not required by
rule, all employees should receive a six-month evaluation at the conclusion of the probationary period to document why
they should or should not attain permanent stat
Keep in mind, the
probationary period is also a screening device. In fact, it is one of the best
if not the best screening device, beca
The data fields in HRIS include the evaluation period beginning date, the evaluation period end date, the overall rating, and the evaluation date, the sign-off date of the reviewing official (person who writes the Evaluation). After the Evaluation has been signed by the supervisor, employee, and next level of higher management, a hard copy is to be forwarded to the personnel assistant for the official employee file. Upon receipt, the personnel assistant enters these data into HRIS.
Personnel assistants have
the month of July to finish entering performance evaluation data for the previo
First, the employee needs
to be aware that signing the evaluation merely documents that they have
received a copy of the evaluation and it has been disc
If the employee still ref
Yes. DAS administrative rules 62.2(2) second paragraph indicates that an exit performance review should be conducted for these events. This may seem like a wasted effort, if the employee will no longer be performing the responsibilities of the job, but for the record, it documents the employee’s performance for the period up to their departure. This is very helpful to the new supervisor for employees who are remaining in state government. The rule cited above also requires that a copy of the evaluation be sent to the new supervisor for their records. But even for employees who are leaving state government, it is an effective way for the supervisor to collect exit interview information from the employee. This may not serve as the entire exit interview, however, in agencies where a neutral third party also conducts exit interviews.
No. These are separate human resource transaction
concepts, and therefore they occupy separate data fields in HRIS. The two sets
of dates frequently are the same, particularly for non-contract employees, beca
Some agencies or units prefer to do all performance evaluations at the same time each year. To move to such a cycle will probably require changing dates for some or all employees. Again, the employee should be informed of this change at the start of the new evaluation period, so they are fully aware of the time period involved, and the new dates should not span a period longer than 12 months.
We recommend they do so as a means of indicating they have been a part of the process of developing the Individual Performance Plan.
There is no set formula for arriving at the Overall Rating. It is not an average of the ratings of all the Individual Performance Strategies/Goals. The supervisor needs to consider which of the strategies/goals are most critical to the job, or if not done well, will negatively impact the job as a whole. The employee should be aware at the beginning of the evaluation period which goals will be weighted more than others. See “The Evaluation” in Section 8.30 of this chapter.
Yes. You can evaluate the employee as frequently as
there is need to do so, however, it is recommended that the employee be
informed of the shortened evaluation period well in advance of its end. We
recommend performance evaluations be done at least twice during the
probationary period: approximately at the end of the first three months and
Yes. The button at the top of the template that says “Add Goal” will allow you to do this. When downloading the form and transferring it to your hard drive, be sure you save it correctly so this formatting remains. Before adding a fifth or sixth individual performance strategy/goal, or more, carefully consider whether these are truly needed. The more you add, the more the document starts to become a work plan or “to do” list rather than a performance plan and the less focus the employee will have on key results to be achieved. Also, the supervisor will need to monitor more performance data and evaluate more goals.
If it’s possible to update or revise the Individual Performance Plan during the evaluation period as changes occur which affect the employee’s performance, you should do so, making sure the employee receives a copy of the revised, dated version. You may also refer to extenuating circumstances in the “Results” section of the Evaluation.
Yes, although this may be no more than revising
Part 1 to put in new evaluation period dates. Even though some state jobs don’t
change much over time, it doesn’t hurt to disc
Though the DAS administrative rules do not address how soon the evaluation is due after the end of the evaluation period, we recommend it be done within a month – that includes both the writing of it and sharing it with the employee. Although the supervisor should have been collecting performance data throughout the period, their memory of the employee’s performance is clearest at that time. And the feedback is more meaningful to the employee when given promptly, so they can immediately begin to address the supervisor’s comments.
DAS recommends 30 days from the end of the evaluation period for the completion of individual evaluations. Our definition of “timely” for calculating overall agency completion rates is different (see response to #3 above). However, if a particular agency wants to require a 30-day completion rate for all individual evaluations, they can do that. However, if they do so, we recommend that expectation be part of all their supervisors’ performance plans, and, of course, if the department adopts such a policy, that they be prepared to deal with those who don’t follow it.