WPI is introducing a new performance appraisal process and ...



WPI Staff Performance Appraisal Process Guidebook

Office of Human Resources

Boynton Hall, 2nd Floor

508-831-5470

February 2, 2009 is the commencement of the WPI annual performance appraisal process. Enclosed in this booklet is all of the necessary information to guide supervisors and employees through the process. Please take some time to read through this booklet to familiarize yourself with its contents and use it as a resource as you go through the performance appraisal process.

Table of Contents

WPI’s Philosophy for the Performance Appraisal Process 3

Timeline for the FY 2010 Staff Performance Appraisal Process 4

Tips for Employees on Navigating the Process 5

Tips for Supervisors on Navigating the Process 5

Choosing and Accessing the Performance Appraisal Forms 6

The Initial Performance Appraisal Meeting 7

The Final Performance Appraisal Meeting 7

Determining an Overall Performance Rating 8

Wpi’s Philosophy for the Performance Appraisal Process

What is a Performance Appraisal?

The performance appraisal is a communication tool designed to support each individual's contribution to the WPI community. The appraisal measures skills and accomplishments with reasonable accuracy and uniformity. It provides a way to help identify areas for performance enhancement and to help promote professional growth. It should not, however, be considered the supervisor's only communication tool. Open lines of communication throughout the year help to make effective working relationships.

A performance appraisal is a review and discussion of an employee's performance of assigned duties and responsibilities. The appraisal is based on results obtained by the employee in his/her job, not on the employee's personality characteristics.

Each employee is entitled to a thoughtful and careful appraisal. Its success depends on the supervisor's willingness to complete a constructive and objective appraisal and on the employee's willingness to respond to constructive suggestions and to work with the supervisor to reach future goals.

A Pay-for-Performance Structure

WPI utilizes a pay-for-performance structure. Annually, the appropriate supervisor will evaluate each employee’s performance. In the case where an employee has changed jobs part-way through the appraisal period, both of the employee’s supervisors during the appraisal period should submit an appraisal of the employee’s performance. During the performance evaluation process, the most recent job description on file with Human Resources will be reviewed and updated if necessary, by both the employee and the supervisor.

Employees are reviewed for a salary increase, annually, typically effective July 1st. The amount of the salary increase pool of funds is recommended by the administration and approved by the Board of Trustees. The method for allocating funds is based on rewarding meritorious performance. Merit increases will be awarded on a pay-for-performance basis and are based on individual performance. When used as intended, a pay-for-performance structure achieves the goal of rewarding truly top performers with merit increases that match their achievements and contributions.

Why Appraise Performance?

Periodic reviews help supervisors gain a better understanding of each employee's abilities. The goal of the review process is to recognize achievement, to evaluate job progress, and then to design training for the further development of skills and strengths. A careful review will stimulate employee’s interest and improve job performance. The review provides the employee, the supervisor, the Vice President, and Human Resources a critical, formal feedback mechanism on an annual basis, however these discussions should not be restricted solely to a formal annual review. Frequent communication is essential to maintain good performance throughout the year.

The Mid-Year Review

In order to facilitate frequent communication and periodic reviews between supervisors and employees, a new mid-year review tool has been created. The mid-year review will not be a formally monitored part of the performance appraisal process, and can be used as frequently as employees and supervisors see fit. It is recommended that the mid-year review tool be used at least once during the appraisal period, as it will help employees and supervisors recalibrate their performance objectives and goals throughout the year so that the formal performance appraisal process can be more rewarding.

TIMELINE FOR THE FY 2010 STAFF PERFORMANCE APPRAISAL PROCESS

|Recommended Date to Be Completed On or |Task |Completed ( |

|Before: | | |

|Monday, February 2nd |Supervisors, department heads and employees receive an e-mail announcing the start of the | |

| |appraisal process and a link to the appraisal forms. | |

|Friday, February 20th |Employee Self-Appraisal forms are completed and initial Performance Appraisal meetings take | |

| |place. | |

|Friday, March 27th |Supervisors meet with the Vice President/department administrator to review and sign the | |

| |Performance Appraisals before the appraisals are shared with the staff member. | |

|Wednesday, April 8th |Performance ratings and salary increases (if applicable) entered into Banner Web System. | |

|Friday, April 17th |Supervisors meet with each employee and discuss the final, signed appraisal form and job | |

| |description. | |

| |Employee signs the form and job description and adds any comments. | |

|Wednesday, April 22nd |Supervisors/department heads forward all signed forms to the Vice President. (Any comments | |

| |written by the employee should be initialed by the supervisor and the department head.) | |

|Monday, April 27th |All final appraisal forms (signed by employee, supervisor, and Vice President) sent to the | |

| |Office of Human Resources | |

| | | |

|Friday, May 1 |WPI community receives salary letters. | |

Tips for Employees on Navigating the Process

➢ The self-appraisal process provides you with the opportunity to step away from your job and consider your performance with fresh insight.

➢ Be positive and open. While we all have the tendency to be overly critical of ourselves, this self-appraisal is meant to bring out your positive qualities and consider areas for improvement.

➢ In the same spirit, give constructive suggestions to your supervisor when it applies. When you cite an area that needs attention, offer suggestions for improvement.

➢ Take sufficient time to prepare for your performance meeting with your supervisor. Even if you choose not to complete a formal self-appraisal, this meeting is one of the best opportunities you have to freely discuss your performance and goals with your supervisor.

Tips for Supervisors on Navigating the Process

In preparation of the appraisal, familiarize yourself with all aspects of the process. To properly complete the performance appraisal form, it is essential that you thoroughly understand the duties and requirements of the position held by the employee. Therefore you should review the Position Description, which was distributed at the start of the performance appraisal process. If you do not have a copy, please contact the Human Resources office on ext 5470 or via e-mail at human-resources@wpi.edu.

After reviewing the Position Description and holding an initial performance meeting with the employee, complete an Employee Appraisal form and determine an overall performance rating keeping in mind the following:

➢ Be objective. Eliminate personal prejudice and feelings of favoritism.

➢ Consider each performance area independently. Do not assume that excellence in one area implies excellence in all areas or that poor performance in one area implies poor performance in all areas.

➢ Base your appraisal on observed performance during the appraisal period, not on what is expected in the future.

➢ Evaluate overall performance throughout the entire appraisal period. Do not base the ratings only on significant successes and failures. These should be considered in context with the total performance.

➢ Consider various aspects of the employee's performance that you want to discuss with the employee. The appraisal process should serve as a stimulus for better communication between you and the employee.

➢ Consider your appraisal in terms of the employee's present duties, not in terms of the duties of a future or past description.

The appraisal should reflect your fair judgment of an employee's work performance.

Make helpful suggestions and provide adequate instruction. Be prepared to discuss these items.

Choosing and Accessing the Performance Appraisal Forms

As mentioned above, employees and supervisors may choose the form they wish to use for the self-appraisal and employee appraisal processes. Guidelines and recommendations on which forms to use can be found below. The forms are available on the Human Resources web page at wpi.edu/Admin/HR/Forms and can be accessed as a Word document.

Recommended for Exempt Employees

Employee Self-Appraisal Form for Exempt Employees

Employee Appraisal Form for Exempt Employees

Recommended for Non-Exempt Employees

Employee Self-Appraisal Form for Non-Exempt Employees

Employee Appraisal Form for Non-Exempt Employees

Alternative Forms*

Guided Narrative Form for Self-Appraisal

Guided Narrative Form for Employee Appraisal

* These forms are suitable for exempt or non-exempt employees, but are specifically recommended for long-term employees who have been in the same position with the same supervisor for a minimum of five years.

Once you’ve selected the form you wish to use, you may either fill out the information on-line or print out the form and complete it manually.

If you have any questions or comments regarding the performance appraisal process, please feel free to call Human Resources at ext. 5470.

The Initial Performance Appraisal Meeting

1. The supervisor and employee meet to discuss the employee’s performance during the appraisal period and to discuss potential goals for the upcoming appraisal period.

2. Schedule the performance meeting in advance, allowing sufficient time to prepare for the meeting. Select a time free of stress for both participants. If possible, hold the meeting in a room that is neutral ground, not in the supervisor’s office where interruptions could occur.

Two-way Discussion of the employee’s performance during the appraisal period is one of the most critical parts of the process. Allow adequate time for this meeting. Recognize that the review process is a high priority and is intended to be a constructive and cooperative process. Its primary emphasis is to foster development and growth. To help create such a tone and setting, consider these suggestions:

➢ Ask questions and listen. Be open-minded to the information and opinions presented.

➢ Discuss strengths. This will sustain and reinforce high performance.

➢ Make suggestions constructive. When you point out a need for growth or change, offer suggestions for improvement.

➢ Consider each other's point of view. Remember each person will respond differently in a performance meeting.

➢ Keep comments job-centered. Avoid discussing personality unless it adversely affects job performance or your department’s operation.

➢ Schedule a follow-up meeting to discuss the final Employee Appraisal form.

The Final Performance Appraisal Meeting

After the initial performance meeting, the supervisor/department head constructs their Employee Appraisal form and determines an overall performance rating for each employee. The supervisor/department head then meets with the Vice President to discuss the overall performance of each employee and the completed appraisal forms. Once the Vice President is satisfied that the appraisal is complete and accurate, the form(s) will be signed.

The supervisor then meets with the employee to discuss the final Employee Appraisal form and overall performance rating, finalizes the goals and professional development areas for the upcoming year, and has the employee sign and add any comments. Any comments written by the employee will be initialed by the supervisor and the department head. The employee then receives a copy of the final version. The employee also has the opportunity at this time to attach a copy of their Self-Appraisal form, if they wish, and/or any other materials that support their performance during the appraisal period.

All signed forms will be returned to the Vice President/Division Head, who in turn will forward them to the Human Resources office.

Determining an Overall Performance Rating

On the last page of the Employee Appraisal Form for both exempt and non-exempt employees, a summary box of the performance ratings selected for each performance area is provided to assist the supervisor in determining an overall performance rating. Determining the final performance rating is challenging because a combination of performance area averaging and subjectivity must be used. Using the summary box provided on the appraisal forms to determine the overall rating should be the first step, but then the supervisor must decide which performance areas evaluated should be weighted more heavily than others depending on the employee’s job responsibilities. Depending on the performance ratings of the most important performance areas, the overall performance rating may be adjusted.

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