Performance Feedback Information and Instructions



PERFORMANCE FEEDBACK Managers and Supervisors (Narrative Format)Table of Contents TOC \o "1-3" \h \z \u Performance Feedback Information and Instructions PAGEREF _Toc331014868 \h 2Supervisor's Performance Feedback Planning Worksheet (OPTIONAL) PAGEREF _Toc331014869 \h 4Employee's Feedback Performance Planning Worksheet PAGEREF _Toc331014870 \h 5Performance Feedback PAGEREF _Toc331014871 \h 7Performance Standards for Managers and Supervisors PAGEREF _Toc331014872 \h 8Performance Feedback Information and InstructionsProviding feedback to employees is a critical role of supervision, and one of the most complex in terms of skill. Meaningful feedback requires the supervisor to set goals and standards, clearly communicate performance expectations, assist staff in accomplishing the job to be done, and evaluating the results. This is performance management, accomplished day-by-day, and in response to changing needs, assignments and the requirements of the job. This formal review process is designed to work with and encourage the informal day to day practice of performance management, while providing a framework in support of salary adjustments, promotion and employment decisions.The University of Arizona requires that employees receive a formal performance appraisal once a year (typically on the anniversary date of hire into the position), with new employees receiving reviews at three months and six months as part of the probationary process. Training and coaching for both employees and supervisors, in the process of performance appraisals, are available free of charge from HR Consulting Services by calling 520-621-8298.THE APPRAISAL PROCESSSTEP ONE:Hold a short Preliminary Meeting with your employee to discuss the performance appraisal process. Give the employee her/his worksheet. Explain the two meeting process:A Planning Meeting to discuss responses you have each made independently on worksheets provided (see attached), arriving at a basis for drafting the Employee's Job Duties, Goals and Development Plan for Next Appraisal Period.A Review Meeting to share the results of the Supervisor's Performance Feedback Planning Worksheet for the rating period and to review and sign the Employee's Job Duties, Goals and Development Plan for Next Appraisal Period.Schedule the time and select a private place for the Planning Meeting (it is advisable to allow at least 3-5 days between the preliminary meeting and the planning meeting to allow time to respond to the worksheets).STEP TWO:Hold a Planning Meeting where you can share and discuss the written responses to each of the questions on the worksheets.Seek agreement on job duties, assignments and priorities.Affirm strengths and accomplishments.Clarify goals and requirements for the future.Discuss development needs.Schedule time and private place for the Review Meeting.STEP THREE:Complete the Supervisor's Performance Feedback Planning Worksheet. Appraisal requires you to make judgments, which may be prone to error. In order to keep errors at a minimum, base your assessment on your daily or weekly record of employee performance compared against the objectives, assignments or requirements you have previously communicated in your ongoing planning process. Take into account improvements made by the employee in response to your coaching or training Consider the rating period as a whole and the degree of control exercised by the employee over their work. Previously un-communicated standards or expectations are not a fair basis for judgment.INSTRUCTIONS FOR FILLING OUT FEEDBACK FOR MANAGERS AND SUPERVISORS:Employees are appraised using six Performance Standards and Factors. Under each applicable factor on the form, comment on the employee's performance during the rating period. Unsatisfactory Performance - Does not meet the minimum requirements of the job.Marginal Performance - Sometimes acceptable, but not consistent.Meets Expectations - Consistently meets the requirements of the job in all aspects.Exceeds Expectations - Clearly and consistently above what is required.Exceptional Performance - Unique and exceptional accomplishments. Under the department-specific competency/competencies sections, document specific requirements for the employee’s role. Summary comments: Insert narrative comments evaluating the employee’s performance or use the rating scale provided.Sign and submit the report form, worksheets and development plan to your dean, director or division head for her/his review and initials.STEP FOUR:Hold the Review Meeting to share and discuss the results of the performance appraisal.Clarify your basis for rating.Review the job duties, goals and development plan.Modify comments or ratings if necessary.Employee completes the process by writing comments (optional), signing the form to denote the interview took place, and returning the form to the supervisor. (Note: the employee may prefer to take a day or two to review the report and make comments).Supervisor reviews and discusses employee comments (and shares with administrator as appropriate). The supervisor provides a copy of completed appraisal to Human Resources and the employee, and retains a supervisor’s copy. STEP FIVE:Follow up your appraisal planning process by informally reviewing throughout the year the progress made on goals and assignments established. Supervisor's Performance Feedback Planning Worksheet (OPTIONAL)To be filled out by Supervisor.Name of Employee: FORMTEXT ?????Date: FORMTEXT ?????Employee Title: FORMTEXT ?????Department: FORMTEXT ?????List what you consider to be the primary job duties or assignments at this time.(List in order of priority): FORMTEXT ?????Describe contributions, achievements or improvements made by the employee during the past appraisal period: FORMTEXT ?????Describe any specific changes, improvements, or goals desired of the employee's performance in the next appraisal period: FORMTEXT ?????Describe the coaching, training or development activities you would support in pursuit of improved performance, employee growth, learning, and/or career development: FORMTEXT ?????EmployeeDateSupervisorDateEmployee's Feedback Performance Planning WorksheetTo be filled out by Employee.List what you consider to be your primary job duties or assignments at this time (List in order of priority): FORMTEXT ?????Describe contributions or achievements which indicate your success at improving your performance or exceeding job requirements during the past appraisal period: FORMTEXT ?????Describe any specific changes or improvements you want to make in your performance in the next appraisal period. Describe obstacles to getting your job done and suggest possible solutions: FORMTEXT ?????Describe the coaching, training or development activities that would help you pursue improved performance, job growth, learning, and/or career development: FORMTEXT ?????EmployeeDateSupervisorDate ____(Initial) I have been given the opportunity to fill this out and choose not to do so.Performance FeedbackFor Managers and Supervisors GUIDING PRINCIPLESExcellence is the expectation.Formal and honest feedback increases engagement and positive performance. Performance criteria should be explicit and well mitment and extra effort are increased when people have a say in how to accomplish their work.How work gets accomplished can be as important as what gets accomplished. FEEDBACK TOOL COMPONENTSCommitments and AccomplishmentsComment on what has been accomplished during the review period against what was promised or expected. Outstanding achievements should be evident through narrative comments and areas needing improvement should be explicitly noted. Management ExpectationsProvide examples that illustrate demonstration of the following management expectations: Coaching and developmentCommunicationCreating and sustaining diverse and inclusive workplacesDecisivenessInnovationInspiring othersManaging for results consistent with departmental mission/visionRelationship skillsStrengthsComment on the qualities that make this individual an asset to your unit and to the University community. Strategies to Increase EffectivenessProvide advice about how to achieve enhanced performance.Summary CommentsNote the employee’s overall performance level. If standards are not being met, what will be necessary to improve performance? Plans for the Year AheadProvide a list of goals and objectives for the year ahead to clarify expectations and provide a foundation for the next formal cycle of feedback. Performance FeedbackName: FORMTEXT ?????Title: FORMTEXT ?????EID: FORMTEXT ?????Review Period: FORMTEXT ????? to FORMTEXT ?????Reports to: FORMTEXT ?????Department: FORMTEXT ?????ACCOMPLISHMENTSRESPONSIBILITIES AND PERFORMANCE PLAN COMMITMENTS*RESULTS/ACCOMPLISHMENTS FORMTEXT ????? FORMTEXT ????? FORMTEXT ????? FORMTEXT ????? FORMTEXT ????? FORMTEXT ????? FORMTEXT ????? FORMTEXT ????? FORMTEXT ????? FORMTEXT ????? FORMTEXT ????? FORMTEXT ?????*If public and/or professional services is an expectation for this position, comment on achievements in this section.Performance Standards for Managers and SupervisorsCoaching and Development: Creates opportunities for professional growth through challenging assignments, instructive feedback and informal/formal training and development. Encourages direct reports to build on strengths and to engage in independent development beyond that offered in the workplace. Provides constructive feedback and takes appropriate action with problem performers in a timely ments/Examples: FORMTEXT ????? Communication: Effectively expresses ideas. Keeps others appropriately informed. Openly exchanges information in a timely manner. Engages in constructive debate when appropriate. Comments/Examples: FORMTEXT ????? Creating and Sustaining Diverse and Inclusive Workplaces: Demonstrates a commitment to building a diverse workplace through recruitment, development, retention, and promotion efforts. Actively solicits and respectfully considers diverse perspectives and expects others to do the ments/Examples: FORMTEXT ????? Decisiveness: Is willing to make difficult decisions in a timely manner. Takes charge when it is necessary to facilitate change, overcome an impasse, face issues or ensure that decisions are made. Makes tough decisions when necessary to serve the best interests of the department/college or ments/Examples: FORMTEXT ????? Innovation: Looks for and seizes opportunities to do things better. Encourages direct reports to consistently seek opportunities to improve established work processes and challenge assumptions; involves stakeholders in continuous improvement actions and alternatives and helps individuals overcome resistance to change. Encourages innovation by supporting an environment where people freely share their opinions and ideas. Provides a sense of stability, inclusion, direction and potential when leading through ments/Examples: FORMTEXT ????? Inspiration and trustworthiness: Inspires individuals to work at peak performance; adapts motivational strategies to individual needs; creates a positive work environment; recognizes and rewards accomplishments, and creates excitement and energy among direct reports that is visible to ments/Examples: FORMTEXT ????? Integrity: Honors commitments, respects the confidentiality or information or concerns shared by others. Is honest and forthright. Carries his/her fair share of work. Take responsibilities for own actions. Comments/Examples: FORMTEXT ????? Managing For Results Consistent With Departmental Mission/Vision: Develops/describes a clear and compelling picture of the contribution of the unit to the larger organizational mission/vision Actively seeks to understand the University’s culture, operations and future plans and uses that knowledge to give context to the work of the unit and direct reports. Assures that clear priorities are established for the unit and that action plans and follow-up plans are in place. Sees obstacles as challenges and works to overcome them. Understands fiscal responsibility and effectively manages resources. Fosters cooperation across departmental units/groups for greater departmental success. Maintains an environment in which roles and responsibilities are articulated and well-understood. Comments/Examples: FORMTEXT ????? Relationship-building Skills: Works effectively with others and establishes and maintains effective relationships and alliances in order to achieve results. Makes an effort to understand the perspectives of others’ needs and interests and is able to disagree with others while maintaining open, constructive communication with them. Manages conflict effectively while practicing tact, flexibility and open-mindedness. Responds and acts appropriately in confrontational situations. Comments/Examples: FORMTEXT ????? Department-Specific Competency/Competencies: Define competency(ies) here: Comments/Examples: FORMTEXT ????? Strengths that Contribute to Your Success: FORMTEXT ?????Strategies to Increase Your Effectiveness: FORMTEXT ?????Summary Comments (Optional Section) Insert narrative comments or use scale below: FORMTEXT ?????RATING SCALEExceptional Performance:Unique and exceptional accomplishmentsExceeds Expectations:Clearly and consistently above what is requiredMeets Expectations:Consistently meets the requirements of the job in all aspectsMarginal Performance:Sometimes acceptable, but not consistentUnsatisfactory Performance:Does not meet the minimum requirements of the jobWhen providing comments consider the employee's performance against objectives, key factors from the Employee Accomplishment section above, and strengths/potential improvements.Rating:? Exceptional Performance? Exceeds Expectations? Meets Expectations? Marginal Performance? Unsatisfactory PerformanceComments: FORMTEXT Plans for the Year Ahead (include projects, development plans, etc.): FORMTEXT ?????Supervisor Signature: ______________________ Date: FORMTEXT ?????Employee Signature: _____________________ Date: FORMTEXT ?????Employee Comments: FORMTEXT ?????Return an original or copy of the Performance Feedback to:Division of Human ResourcesEmployee RecordsUniversity Services BuildingP O Box 210158888 N. Euclid Ave., #115Tucson, AZ 85721 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download