Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

PERSONNEL
60.55
Revised 10-09
Human Resource Services
335-4521

Performance Management Evaluations

PDF link

OVERVIEW

Performance evaluations provide the following benefits:

Performance evaluations are required at least annually.

Applicability

This policy applies to:

Collective bargaining unit employees refer to the applicable bargaining unit agreements for requirements regarding performance evaluations.

Resources

Sample performance expectations and advisory guidelines for safety performance factors are available on the HRS website at:

http://www.hrs.wsu.edu

Select Managers ToolKit; then
Select employee type (civil service, faculty, AP); then
Select Safety Performance criteria or
Select Performance Management

FACULTY ANNUAL REVIEW

Faculty are reviewed annually in accordance with policies and regulations in the Faculty Manual. To view the manual, go to:

http://facsen.wsu.edu/faculty_manual/index.html

The Office of the Provost provides forms and instructions to supervisors during the spring semester.

Faculty may use the WSU Online Review and Query System (WORQS) for compiling annual review information. To access WORQS, go to:

https://worqs.wsu.edu

Direct questions regarding the faculty annual review process to the Office of the Provost; telephone 335-5581.

ADMINISTRATIVE PROFESSIONAL (AP) ANNUAL REVIEW

Administrative professional (AP) personnel are evaluated annually in accordance with guidance found in the Administrative Professional Handbook.

To view the handbook, go to the HRS AP Handbook website at:

http://www.hrs.wsu.edu/APHandbook

Human Resource Services provides instructions to supervisors during the spring semester and the form may be completed and/or printed from 60.55.11. Other forms and/or information may be used to support the rating.

The AP employee provides his or her achievements for the review period and goals for the next review period. Submitted materials should not exceed three pages.

Route copies of the signed evaluation and all of the evaluation materials to:

Direct questions regarding the administrative professional annual review process to Human Resource Services; telephone 335-4521.

CIVIL SERVICE EMPLOYEE EVALUATION

The following civil service employee performance evaluation requirements and procedures in this section are in accordance with WAC 357-37.

Requirements

Supervisors must provide feedback and formally evaluate the performance of:

NOTE: Immediate supervisors may postpone evaluation for employees who have recently been reassigned, transferred, laid off, or demoted to their current positions until they have completed six months of service in the new positions.

Performance evaluations are not to be used to initiate personnel actions such as transfer, promotion or discipline.

Preparation and Review

The immediate supervisor is responsible for preparing the civil service employee performance evaluation in accordance with this policy.

The evaluation is reviewed by the employee's second level of supervision.

Required Form

Use the Employee Performance Evaluation form to document the evaluation of a civil service employee. Other forms and/or supplemental information may be used to support the rating.

A PDF version of the Employee Performance Evaluation form may be completed and/or printed from 60.55.9-10.

An automated template of the Employee Performance Evaluation form is available from the Procedures, Records, and Forms FileMaker Pro website at:

http://www.wsu.edu/~forms/fm.html

Performance Factors

Evaluate each civil service employee on the basis of the following factors:

An optional factor must be relevant to the job; e.g., safety requirements as defined and appropriate for the position.

The supervisor must provide the employee with prior notification at the begining of the rating period regarding any rating factor used for evaluation.

Performance Ratings

Rate employees on each performance factor according to the scale indicated on the required form.

Performance Expectations

The immediate supervisor determines the performance expectations to be used as the basis for the ratings. The performance expectations must be applicable to the employee's position.

The supervisor is to provide the performance expectations to the employee within a reasonable time frame at the start of his or her appointment and at the beginning of each review period if the expectations change.

Responsibilities

Supervisor

The supervisor is responsible for:

When either the position description or the performance expectations are revised, the supervisor is to provide copies of the revised documentation to the employee at the beginning of each review period.

Civil Service Employee

The civil service employee is responsible for:

Procedures

Review Period

The review period is based on:

NOTE: An alternative ending date for the review period may be used if mutually agreed upon by the supervisor and employee.

Prior to the Review Period

Prior to the review period, the supervisor is to provide the employee with a copy of the position description and performance expectations for the position.

Human Resource Services (HRS) provides assistance with position descriptions and performance expectations. Samples of position descriptions and performance expectations are available from the HRS website at:

http://www.hrs.wsu.edu/

During the Review Period

During the review period, the supervisor:

Contact HRS with questions regarding appropriate documentation.

Prior to Completing Evaluation and Meeting With Employee

Throughout the review period and prior to completing the performance review and meeting with the employee, the supervisor is to:

Revise performance expectations for next review period if needed.

Revise the position description for next review period if needed.

Rate the employee realistically. Avoid overrating or underrating the employee. Discuss the employee's ratings with his or her second level of supervision.

Additional Options

In addition, the supervisor may:

The employee submits the completed evaluation form to her or his immediate supervisor. The immediate supervisor reviews and considers the employee's input.

Review the employee's feedback to determine if the position description and/or performance expectation need to be revised.

During the Face-to-Face Review Session

During the face-to-face review session, the immediate supervisor is to:

Immediately After the Face-to-Face Review Session

Route the completed evaluation form to the employee's second level of supervision for signature.

Routing and Filing

The second level supervisor routes copies of the signed evaluation form and all of the evaluation materials, including the position description and performance expectations, to:

NOTE: To assist with confidentiality, seal the envelope and mark "Confidential" when the mail is used to route personnel evaluations.

Evaluation Retention/Access

Human Resource Services retains employee evaluations in the employee's personnel file as long as it has a reasonable bearing on the employee's job performance, in accordance with WAC 357-22-040.

Evaluations are available for review by the employee or his/her designee, the current supervisor and upper levels of supervision. Personnel files, including the evaluation forms, are available for review by a supervisor who may be considering the employee for promotion, transfer, lateral movement, voluntary demotion, layoff, or reassignment.

Prior to viewing a personnel file, the requester must present a photo ID and verification of the reason for the access (if the requester is not the employee).

HRS representatives may access personnel files in the performance of their official duties.

Internal Review of Alleged Irregularities

Within 30 days of receipt of a completed and signed performance evaluation, an employee may submit a written request for the Director of Human Resource Services to review alleged irregularities in the use of the approved performance evaluation form and/or procedures.

HRS must notify the employee in writing of the result of the internal review.

See the PDF forms:
60.55.9-10: Employee Performance Evaluation
60.55.11: Annual Review: Administrative Professional Employees
Complete and/or print as needed.