Skip to main content

Performance Evaluation Guidance

For Administrators, Department Chairs, Supervisors, and Staff
2021 review in blocks
Evaluations Due August 20, 2021
Make sure to submit all performance evaluations (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.) to performance by the due date

The purposes and benefits of an annual performance evaluation is to promote communication and provide feedback about job performance, to facilitate better working relationships, to provide an historical record of performance and to contribute to professional development and growth. FY2021 performance evaluations (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.) will be documented through a fillable PDF form for the evaluation.  This will be the last year PDF forms will be used for performance evaluations as we will be launching a new online performance evaluation system in Workday this summer for fiscal/ academic year 2021-2022.  This year’s performance evaluation form (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.) has been streamlined to ensure greater ease of use and does not include a section for FY2022 goals.  FY2022 goals will be entered into Workday-Performance beginning September 1, 2021. In preparation for the FY2021 evaluation cycle, we advise supervisors to map out their individual workplan and timeline for completing their employee evaluations and submitting them by the due date. 

Supervisors are responsible for ensuring that the completed evaluation (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.) is submitted to performance by Friday, August 20, 2021. There will be no extensions or exceptions to the August 20th deadline, so please plan for and schedule completion of the evaluations and meetings well in advance.

FY2021 performance evaluations (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.) are required for all employees hired prior to January 1, 2021. 

Employees who are on leave for six-months or more during FY2021 (July 1, 2020 through June 30, 2021) are not required to complete and submit a FY2021 Performance Evaluation. 

Instructions

How to download the form, directions for supervisors and employees

The Supervisor initiates the performance evaluation process by mapping out their individual work plan for completing their employee evaluations.

This includes:

  • scheduling performance evaluation meetings with employees in advance, and 
  • determining internal deadlines for employees self-evaluation submittal to Supervisor to meet HRSTM’s required submission deadline of August 20, 2021. 

Performance evaluation meetings should be held by Zoom, Teams, telephone, or other conferencing applications. It is the Supervisor’s responsibility to ensure that employee evaluations are completed and submitted by the deadline. 

There is one fillable PDF form that must be completed by the employee and the supervisor. 

  1. Employee downloads the FY21 Performance Evaluation Form from the web browser and saves it to your desktop, PC, or other device before entering any data onto the form.

  2. Save the performance evaluation as: last name_ first name_FY2021 to your PC, laptop, desktop, etc. e.g. Smith_John_FY2021.

  3. Saved form should open in Adobe Acrobat Pro DC.

  1. Enter Date of Evaluation Meeting Date in Section I.

  2. From the drop-down menu, select the appropriate evaluation rating for the employee as it pertains to:

    1. Job Performance and Competencies (Section II),

    2. FY2021 Goals and Collegewide Required Trainingnew window (Section III). The completion date for collegewide required training is June 30, 2021 except for Data Security and Ethics which is September 30, 2021.

  3. Complete Section IV - In the comments section enter remarks about the employee’s achievements, supporting remarks about job performance, list of goals, training, or an explanation about an evaluation rating selected. Please attach an addendum as a PDF if:

    1. Text is not visible in this box or

    2. Text does not fit in the size of this box

  4. Schedule a meeting to review performance evaluation with the employee.

  5. Enter the employee’s FY2021 Overall Performance Rating in Section V after performance evaluation meeting with employee.

  6. After meeting with the employee to review the evaluation, both will digitally sign the performance evaluation in Section VI.

  7. Provide a copy of the signed evaluation to the employee.

  8. Submit signed evaluation to Performance

  1. Complete Employee and Supervisor information in Section I with the exception of the Date of Evaluation Meeting Date.

  2. From the drop-down menu, select the appropriate evaluation rating as it pertains to:

    1. Job Performance and Competencies (Section II),

    2. FY2021 Goals and Collegewide Required Trainingnew window (Section III). The completion date for collegewide required training is June 30, 2021 except for Data Security and Ethics which is September 30, 2021.

  3. Complete Section IV - In the comments section enter remarks about achievements, supporting remarks about job performance, list of goals, training, or an explanation about an evaluation rating selected. Please attach an addendum as a PDF if:

    1. Text is not visible in this box or

    2. Text does not fit in the size of this box

  4. Meet with Supervisor to review performance evaluation.

  5. After the employee meets with their Supervisor to review the evaluation, both will digitally sign the performance evaluation in Section VI.

  6. Employee begins to think about and develop FY2022 goals for entry into Workday starting September 1, 2021. 

Rating Categories

Definitions and examples for each rating category

Performance substantially exceeds normal expectations and requirements for the position on a sustained basis.  

Examples:

  • Consistently demonstrates an exceptional level of knowledge, skills and abilities required for the job.

  • Requires little to no direct supervision; often assists, mentors and leads others.

  • Consistently completes job assignments and work products with an exceptionally high level of accuracy.

  • Consistently completes and prioritizes job assignments in a timely manner.  Assumes responsibility for identifying and leading additional project work.

  • Consistently complies with College policies and procedures and external regulatory requirements.

  • Is proactive in planning, problem solving and identifying solutions to make significant contributions to the team, the department, and/or to the College

  • Serves as a role model. Consistently demonstrates behaviors that reflect and align with the values of the College and encourages and motivates others to do the same. 

Performance is consistently above normal expectations and requirements for the position.  

Examples:

  • Consistently demonstrates knowledge, skills and abilities required for the job. 

  • Requires minimal supervision.

  • Consistently completes job assignments with high level of accuracy, requiring minimal to no revisions.

  • Consistently completes and prioritizes job assignments in a timely manner and pursues additional responsibilities and/or in extra project work.   

  • Consistently complies with College policies and procedures and external regulatory requirements.

  • Is willing and able to participate in planning, problem solving and identifying solutions to make significant contributions to the team, the department, and/or to the College.

  • Consistently demonstrates behaviors that reflect and align with the values of the College and encourages and motivates others to do the same. 

Performance is consistent and meets the expectations and requirements of the position.

Examples:

  • Consistently demonstrates and/or fulfills the knowledge, skills and abilities required for the job.

  • Requires occasional supervision.

  • Consistently completes job assignments accurately.

  • Consistently completes and prioritizes job assignments in a timely manner and is willing to assume additional responsibilities and/or assist in extra project work.

  • Consistently complies with College policies and procedures, and/or external regulatory requirements.

  • Consistently makes valuable contributions to the work of the team, the department, and/or to the College.

  • Consistently demonstrates behaviors that reflect and align with the values of the College.

Performance is generally below the minimum requirements and expectations of the position.  Performance improvement is needed in some areas.

Examples:

  • Does not consistently demonstrate and/or fulfill the knowledge, skills and abilities required for the job.

  • Requires regular supervision. 

  • Does not consistently complete job assignments with accuracy.

  • Does not consistently complete job assignments on time and/or meet deadlines.

  • Does not consistently comply with College policies and procedures, and/or external regulatory requirements.

  • Does not contribute on a regular basis to the work of the team, the department, and/or to the College.

  • Does not consistently demonstrate behaviors that reflect or align with the values of the College. 

Performance does not meet the minimum job requirements. Significant improvement is needed in one or more important areas.

Examples:

  • Does not demonstrate and/or fulfill the knowledge, skills and abilities required for the job.

  • Requires close supervision or redirection.

  • Does not complete job assignments with accuracy.

  • Does not complete work on time and/or meet deadlines.

  • Does not comply with College policies and procedures, and/or external regulatory requirements. 

  • Does not contribute to the work of the team, department and/or the College.

  • Behaviors do not reflect or align with the values of the College. 

College Competencies

Definitions and examples of college competencies

Administrators and Executives

Exhibit ethical behavior and honesty in all situations.

Examples:

  • Demonstrate high ethical standards of conduct in the performance of job duties and interacting with others

  • Act with honor, fairness and truthfulness

  • Respect and comply with college/department policies and procedures, collective bargaining agreements, and Federal/state laws and regulations 

  • Build trust and form alliances through shared respect and cooperation

  • Share information and constructive feedback openly with coworkers

  • Serve as a role model and set ethical standards for the department

  • Build an inclusive work environment

  • Hold self and others accountable for ethical behavior

  • Lead by example

Promote a culture of service; be dedicated to meeting needs of customers. Customers/stakeholders can be students, co-workers, external contacts, community members, or college guests.

Examples:

  • Demonstrate a commitment to respond to the needs of stakeholders to achieve optimal results in a timely manner

  • Anticipate the needs of stakeholders and promptly act to provide requested information, take appropriate action or refer stakeholder to appropriate department/person

  • Respond to stakeholders by projecting courtesy, respect, understanding and professionalism

  • Follow through on service delivery commitments to customers; manage expectations

  • Try to exceed stakeholder’s expectations; adjusts approach whenever possible to add more value

  • Set a vision and goals for service excellence

  • Mentor and guide staff by sharing knowledge and best practices

  • Inspire staff to provide enhanced service delivery

  • Promote a culture of customer service excellence 

Use critical, independent, and original thinking to identify challenges and to develop approaches to create viable solutions. 

Examples:

  • Improve processes, methods, systems, or services

  • Identify, analyze and evaluate alternative solutions 

  • Proactively complete assignments seizing opportunities to enhance performance within range of authority

  • Embrace and adapt to change

  • Create and communicate an inspiring vision and engages others in its pursuit

  • Take risks, support risk-taking and bring new ideas forward. 

  • Direct organizational change initiatives, champion change and promote flexibility to meet changing business needs

  • Ensure performance objectives support the achievement of department results

  • Demonstrate expertise in using qualitative and quantitative analytics in assessing effectiveness of business operations

Embrace a multicultural environment by valuing and respecting positive differences that exist within the workforce such as thinking, personal and professional backgrounds, and ethnicity. 

Exmaples:

  • Keep an open mind that appreciates and promotes an inclusive and welcoming work environment treating others with dignity, diplomacy, and civility 

  • Understand your personal compass and the path to inclusion

  • Take opportunities to learn about cultural differences

  • Handle conflict situations constructively

  • Set expectations for integrating diversity in the workplace

  • Create and maintain a work environment that values diversity through understanding and practice

  • Respect, value and welcome all

  • Does not discriminate against any individual or group

  • Listen and consider the opinions of others. Demonstrate cultural awareness and make decisions tailored to circumstances without bias

Effectively care for and appropriately use organization’s resources (funds, supplies, etc.).  Accept responsibility for actions and consequences. 

Examples:

  • Demonstrate professionalism in attitude and work ethic

  • Comply with the policies, procedures, regulations, and collective bargaining agreements that govern College activities

  • Adhere to standards of conduct and ethics within the profession or field

  • Perform job duties thoroughly and accurately

  • Strive to learn and promote the organization’s mission, vision and values

  • Protect and use organization’s resources responsibly

  • Act decisively and take responsibility for results

  • Ensure sound stewardship and management of expenditures and resources

  • Maintain transparency in interactions, activities and decisions

Work together cohesively towards a common goal/purpose. 

  • Work collaboratively within the team, unit and across the organization

  • Earn and demonstrate trust of team members and internal/external customers

  • Actively participate in, and share information, knowledge and experiences

  • Develop and maintain mutually beneficial relationships that promote the success of the college

  • Serve as example in promoting collaboration across the organization

  • Build an inclusive and diverse work environment

  • Promote succession planning for staff, supervisors and managers

Successful exchange of information and ideas that promote mutual understanding.

Example:

  • Convey information clearly and concisely through verbal, visual or written communication

  • Ensure information is shared with appropriate stakeholders and provides feedback in a timely manner

  • Use effective wording and tone toward the targeted audience

  • Ensure important information is shared with staff as appropriate

  • Inspire staff to share ideas

  • Effectively communicate in formal and informal settings, conveying complex information in easily understandable terms

  • Create an environment where all ideas are given equal consideration

Managers, Supervisors, and Department Chairs

Exhibit ethical behavior and honesty in all situations.

Examples:

  • Demonstrate high ethical standards of conduct in the performance of job duties and interacting with others

  • Act with honor, fairness and truthfulness

  • Respect and comply with college/department policies and procedures, collective bargaining agreements, and Federal/state laws and regulations 

  • Build trust and form alliances through shared respect and cooperation

  • Share information and constructive feedback openly with coworkers

  • Serve as a role model and set standards for ethical behavior

  • Build an inclusive work environment

  • Recognize ethical dilemmas and take appropriate action

  • Demonstrate openness and honesty

Promote a culture of service; be dedicated to meeting needs of customers. Customers/stakeholders can be students, co-workers, external contacts, community members, or college guests.

Examples:

  • Demonstrate a commitment to respond to the needs of stakeholders to achieve optimal results in a timely manner

  • Anticipate the needs of stakeholders and promptly act to provide requested information, take appropriate action or refer stakeholder to appropriate department/person

  • Respond to stakeholders by projecting courtesy, respect, understanding and professionalism

  • Follow through on service delivery commitments to customers; manage expectations

  • Try to exceed stakeholder’s expectations; adjusts approach whenever possible to add more value

  • Mentor and guide staff by sharing knowledge and best practices

  • Ensure employees are professionally developed and well trained

  • Inspire staff to provide enhanced service delivery

Use critical, independent, and original thinking to identify challenges and to develop approaches to create viable solutions. 

Examples:

  • Improve processes, methods, systems, or services

  • Identify, analyze and evaluate alternative solutions 

  • Proactively complete assignments seizing opportunities to enhance performance within range of authority

  • Embrace and adapt to change

  • Encourage thinking outside the norm, experimentation and risk taking 

  • Adapt to organizational changes and implements change management strategies

  • Use a decision-making methodology that includes identification of the problem, analysis of options, selection of solutions, implementation and evaluation

  • Implement methods and processes identified and created to leverage knowledge to enhance performance

  • Demonstrate understanding of data analytics and its use within the respective function 

Embrace a multicultural environment by valuing and respecting positive differences that exist within the workforce such as thinking, personal and professional backgrounds, and ethnicity. 

Examples:

  • Keep an open mind that appreciates and promotes an inclusive and welcoming work environment treating others with dignity, diplomacy, and civility 

  • Understand your personal compass and the path to inclusion

  • Take opportunities to learn about cultural differences

  • Handle conflict situations constructively

  • Create and maintain a work environment in which people from diverse backgrounds and perspectives can succeed

  • Consistently demonstrate respect and appreciation for others by empathizing, valuing their time and contributions, being available and responsive to their needs

  • Demonstrate willingness to examine perspectives that are different from yours

Effectively care for and appropriately use organization’s resources (funds, supplies, etc.).  Accept responsibility for actions and consequences.

Examples:

  • Demonstrate professionalism in attitude and work ethic

  • Comply with the policies, procedures, regulations, and collective bargaining agreements that govern College activities

  • Adhere to standards of conduct and ethics within the profession or field

  • Perform job duties thoroughly and accurately

  • Strive to learn and promote the organization’s mission, vision and values

  • Protect and use organization’s resources responsibly

  • Make decisions that protect the organization

  • Take responsibility for decisions

  • Hold self and others accountable for decisions/actions

  • Execute policies, procedures, regulations, and collective bargaining agreements that govern College activities with objectivity and consistency

Work together cohesively towards a common goal/purpose. 

Examples:

  • Work collaboratively within the team, unit and across the organization

  • Earn and demonstrate trust of team members and internal/external customers

  • Actively participate in, and share information, knowledge and experiences

  • Develop and maintain mutually beneficial relationships that promote the success of the college

  • Foster an environment that enables employees to openly share ideas

  • Seek maximum appropriate involvement of stakeholders in decision-making

  • Recognize and acknowledge team/employee achievements

  • Communicate rationale for decisions

Successful exchange of information and ideas that promote mutual understanding.

Examples:

  • Convey information clearly and concisely through verbal, visual or written communication

  • Ensure information is shared with appropriate stakeholders and provides feedback in a timely manner

  • Use effective wording and tone toward the targeted audience

  • Ensure important information is shared with staff as appropriate

  • Inspire staff to share ideas

  • Effectively communicate in formal and informal settings, conveying complex information in easily understandable terms

  • Ensure communications/message is consistent with college policies and procedures

Staff

Exhibit ethical behavior and honesty in all situations.

Examples:

  • Demonstrate high ethical standards of conduct in the performance of job duties and interacting with others

  • Act with honor, fairness and truthfulness

  • Respect and comply with college/department policies and procedures, collective bargaining agreements, and Federal/state laws and regulations 

  • Build trust and form alliances through shared respect and cooperation

  • Share information and constructive feedback openly with coworkers

Promote a culture of service; be dedicated to meeting needs of customers. Customers/stakeholders can be students, co-workers, external contacts, community members, or college guests.

Examples:

  • Demonstrate a commitment to respond to the needs of stakeholders to achieve optimal results in a timely manner

  • Anticipate the needs of stakeholders and promptly act to provide requested information, take appropriate action or refer stakeholder to appropriate department/person

  • Respond to stakeholders by projecting courtesy, respect, understanding and professionalism

  • Follow through on service delivery commitments to customers; manage expectations

  • Try to exceed stakeholder’s expectations; adjusts approach whenever possible to add more value

 Use critical, independent, and original thinking to identify challenges and to develop approaches to create viable solutions. 

Examples:

  • Improve processes, methods, systems, or services

  • Identify, analyze and evaluate alternative solutions 

  • Proactively complete assignments seizing opportunities to enhance performance within range of authority

  • Embrace and adapt to change

Embrace a multicultural environment by valuing and respecting positive differences that exist within the workforce such as thinking, personal and professional backgrounds, and ethnicity. 

Examples:

  • Keep an open mind that appreciates and promotes an inclusive and welcoming work environment treating others with dignity, diplomacy, and civility 

  • Understand your personal compass and the path to inclusion

  • Take opportunities to learn about cultural differences

  • Handle conflict situations constructively

Effectively care for and appropriately use organization’s resources (funds, supplies, etc.).  Accept responsibility for actions and consequences.

Examples:

  • Demonstrate professionalism in attitude and work ethic

  • Comply with the policies, procedures, regulations, and collective bargaining agreements that govern College activities

  • Adhere to standards of conduct and ethics within the profession or field

  • Perform job duties thoroughly and accurately

  • Strive to learn and promote the organization’s mission, vision and values

  • Protect and use organization’s resources responsibly

Work together cohesively towards a common goal/purpose. 

Examples:

  • Work collaboratively within the team, unit and across the organization

  • Earn and demonstrate trust of team members and internal/external customers

  • Actively participate in, and share information, knowledge and experiences

  • Develop and maintain mutually beneficial relationships that promote the success of the college

Successful exchange of information and ideas that promote mutual understanding.

Examples:

  • Convey information clearly and concisely through verbal, visual or written communication

  • Ensure information is shared with appropriate stakeholders and provides feedback in a timely manner

  • Use effective wording and tone toward the targeted audience

Purpose of a Performance Review
  • Promote communication between supervisor and team member.

  • Provide useful feedback about job performance.

  • Clarify roles and expectations.

  • Facilitate better work relationships.

  • Contribute to professional development.

  • Provide a historical record of job performance.

Benefits of a Performance Review
  • Recognize accomplishments and successes.

  • Increase job satisfaction and motivation.

  • Recognize employee for professional growth opportunities. 

  • Identify areas for training.

  • Improve performance.

  • Increase employee retention.

  • Support workforce planning.