What is the Annual Review? - Ohio State University libraries



Step FourPerformance Management – Annual Review Contents TOC \o "1-3" \h \z \u What is the Annual Review? PAGEREF _Toc299112645 \h 1Why is the Annual Review important? PAGEREF _Toc299112646 \h 1What are the main steps? PAGEREF _Toc299112647 \h 1Key Considerations and Tips PAGEREF _Toc299112648 \h 2More Resources PAGEREF _Toc299112649 \h 5What is the Annual Review? The annual review consists of an employee self review and the final review provided by the supervisor. The review: Informs the employee what is being done well and where there is room from improvement Provides an opportunity for the employees to ask for what is neededStrengthens supervisor and employee relationsSets the stage for the next performance period Provides input for salary, promotion, corrective action decisions Why is the Annual Review important? The annual review process is important because it engages the employee and supervisor in actively participating in the performance process. It is a set aside time where the employee and supervisor shares observations and information that will describe how the employee meet the position expectations, support and enhance the employee’s performance and developmental goals, and how the employee meets the university’s values. What are the main steps? The employee collects relevant performance and position information The employee submits a self review to the supervisor The supervisor collects relevant performance and position informationThe supervisor drafts an annual review using the information The supervisor submits the review to the second level reviewer The ADs meet to confirm all annual reviews The ADs return the reviews to the supervisorsThe supervisor meet with the employee and discuss the reviews The review is signed by the employee, supervisor, second level reviewer, and HR The original is given to the employeeA copy is given to the supervisor and HR Key Considerations and Tips Rating Scale The rating scale acknowledges that a fully met expectations rating represents good, solid performance. The often and consistently exceeded ratings allow for degrees of acknowledgement of exceptional performance. The occasionally and did not meets ratings must be accompanied by specific information on making improvements. Did Not Meet Expectations 0 – 5% rangeDid not meet job expectations; fell short of required performance and improvement is required. Performance caused problems/inconveniences/hardships for colleagues and patrons of the unit, had a negative impact on the unit's effectiveness, demonstrated an on-going pattern of tardiness, inaccuracy, not meeting deadlines, caused more work for others, etc. Specific steps for improvements must be included in the performance review.Occasionally Did Not Meet Expectations 0 – 5% range Met some job expectations, however fell short of required performance. Level of performance was less than expected. Did not demonstrate an on-going pattern of performance expectations but must improve in order to fully meet performance expectations. Examples may include: sometimes did not keep the supervisor informed, did not ask questions in a timely manner in order to complete a task, and sometimes was tardy or late in meeting deadlines, etc. Specific steps for improvements must be included in the performance review.Fully Met Expectations 30 – 60% range Met job expectations. Utilized ability and experience to produce the desired results that are expected from a qualified employee. Consistently contributed to the achievements of the overall unit and Libraries' goals. Demonstrated an on-going pattern of performance that fulfilled the job expectations. Correction is not required and the performance is expected to continue at that same level and not decline. Examples may include: arrived and left on time, kept others informed as needed, met all deadlines, followed department and university policies and guidelines, etc. A solid employee committed to doing the job well. Often Exceeded Expectations 50 – 70% range Often exceeded job expectations. Superior performance in all aspects of the job, characterized by notable skills, initiative, and superior job knowledge. Sought new and better ways to accomplish tasks. Was willing to assume additional responsibilities. Demonstrated performance that had a significant impact on the unit or the Libraries. Fully met expectations and additionally took appropriate actions to use skills and initiative. Examples may include: volunteered or effectively participated on a committee, appropriately suggested new or better ways to due a task, sought and/or took on additional or new responsibilities as appropriate, improved the way a task or unit functions, etc. Consistently Exceeded Expectations 0 – 10% rangeConsistently exceeded all job expectations. Demonstrated an on-going pattern of high-level “knock your socks off” extraordinary performance that significantly impacted the entire unit or Libraries at a level recognized as outstanding by peers, unit leaders and others. Documentation to support this rating must be included in the performance review. Usually characterized as never been done before, unmatched, not equaled and easily recognized by others in the unit as being extraordinary. This rating is intended to recognize specific, exceptional, “above and beyond” performance in the particular year under review, and not to recognize high-level performance that is generally consistent from year to year. Employee Self Review The employee uses the Self-Appraisal form to complete a self evaulation. Use the following information to help prepare for the self review. Gather information:A copy of the position descriptionThe planning and goal setting formThe mid year check insComments from customers (students, staff, faculty, etc.) on your performanceOther performance related documentation Analyze the information: Ask questions: What do I do well?What could I improve? How?Are there any suggestions I can make to improve a process or procedure?In the coming year…What would I like to learn?”How could my supervisor help me be more successful?”What resources do I need to do my job better?”What responsibilities would I like to take on?”Transfer the information to the annual review form Review your current evaluation form. How will the information you have gathered help you address each area and explain your self-ratings? Be prepared to offer examples of special projects or daily work that you have successfully completed during the year. Be prepared to discuss specific instances when your performance could have been improved, or where there were barriers to your success.Supervisor Annual ReviewUse the following information to prepare for the annual review. Prepare an agenda:Think of specific examples of behaviors observed from the previous performance periodConsider employee’s self-assessmentReview performance and professional goals (attainment and non-attainment)Consider priorities for the coming yearThe Review Meeting Maintain Positive Body LanguageSmileOpen, relaxed postureExpression of interestModerate eye contactHand/arms support what is being saidAppropriate facial expressionsSufficient volume, varied pace & pitch of voice Agree on how/when to record the employee’s comments and finalize the Discussion DocumentListening SkillsParaphrasing is restating what the speaker has said in your own words. Paraphrasing helps you discover if you have heard the speaker correctly. Asking questions is also a good way to paraphrase what has been said.Summarizing is a means of recapping the main focus of a long conversation in a concise manner.Taking notes helps keep you focused on the speaker. It also enables you to frame questions and summarize information.Withholding judgment means not evaluating the message until you have heard the WHOLE message.Receiving FeedbackThe intention of feedback is to help you recognize your strengths and your areas for growth.Listen with your head. Receiving criticism, and sometimes praise, can be uncomfortable for many of us. Although it feels "personal," remember that feedback is about what you do, not who you are.Breathe deeply and maintain internal support. If you are feeling anxious, try taking deep breaths, taking a sip of water, or asking for a brief break from the conversation. Communicating that you are uncomfortable is an appropriate use of feedback.Test your hearing - "check" your understanding with the speaker. This is where paraphrasing is important. Before disagreeing, be sure you have understood what your supervisor is saying.Reflect and analyze what was shared. How does this information fit with your own self-evaluation?Check it out. Have you heard this feedback from others?Experiment with new behavior. Try out the new behavior and see what effect it has. Check back with your supervisor. If the new behavior doesn't seem to produce the desired results, is not working for you, or presents barriers for your performance, talk to your supervisor. More Resources Performance Review conversation guidePerformance Reviews tip sheetPreparing for Your Review tip sheetLearning to Manage Your Manager tip sheet ................
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