Performance Appraisal Process
The TCU Performance appraisal process is more than just a piece of paper. The appraisal process is designed to encourage supervisors to focus on the future as well as the past and the present. It is a way to assess achievements, build relationships and incorporate the principles and strategies that encourage both individual and departmental success.
This is a time to evaluate last years goals, establish new goals for the future and identify training opportunities. Using this formula, supervisors can initiate discussions with their staff regarding the goals of the department and how individual goals play a major role in achieving them.
Often it is difficult to find time to sit down with each staff member and discuss work issues. Interruptions to daily routine frequently interfere with this process. Performance appraisals provide a structure to encourage this discussion to happen. This is the time to identify if there are any outstanding issues and to change direction where appropriate. Gathering feedback from staff can lead to insights into the daily work routine and enhance both the supervisors and staff members awareness of departmental projects and procedures.
When are appraisals completed?
Performance appraisals are done by supervisors annually normally during the month of January. The appraisal period would be from the date of the last performance appraisal or from the date of hire for new staff. The forms are located on the HR web site and can be completed on-line. Supervisors are encouraged to complete the appraisals prior to awarding merit increases. Performance appraisals provide valuable information for a supervisor when merit increase are due.
Recently Transferred Staff
Staff who transferred to another department after January 1, will be reviewed by their previous supervisor. The completed appraisal document and a merit increase recommendation can then be forwarded to the employee's current supervisor.
Where to Begin
The supervisor and the employee can jointly decide the most effective method of completing and reviewing the appraisal forms. In some instances, the supervisor may first complete the form and then give it to the employee for completion; or each may complete a separate form to be compared and discussed during the appraisal session. Appraisal Tips for the Supervisor and Appraisal Tips for the Staff Member will assist you in preparing for a productive discussion.
Appraisal Tips for the Supervisor
Prior to the appraisal meeting, review the following questions:
How did you communicate the performance expectations of the job?
How did you support the employee's efforts in meeting the goals?
What documentation do you have on file to provide more acceptable and meaningful feedback -- both positive and negative?
What areas were done especially well? Why?
In what areas would you like to see improvement? Why?
How did you influence your employee in contributing to further the goals of your department during this period?
How have you influenced your employee's effectiveness and job satisfaction?
Appraisal Tip For Both the Supervisor and the Staff Member
What are the major areas of responsibility for this position?
Which are most important and why?
Take a look at the job duties. Are they up-to-date and accurate?
Review the activity of the period in which the performance will be reviewed.
What are the performance expectations of the job?
What were the agreed-upon goals of the job? How were they measured?
Review and agree upon the criteria to be used in the appraisal.
Arrange a mutually agreeable time and place to have the appraisal discussion. Be sure the location is conducive to private conversation
Be sure that both parties have copies of all the performance appraisal forms to be used in the discussion.
Appraisal Tips for the Staff Member
In what areas of your job have you done especially well during the time period to be reviewed?
How did your contributions further the goals of your department during this period?
Were the performance expectations clearly indicated to you by your supervisor?
Did you meet your performance expectations? If so, what supported you in this effort? If not, in what areas would you like to make improvements?
How has your supervisor influenced your effectiveness and job satisfaction?
What changes in this job, work procedures or interpersonal communication would you suggest to - improve your performance, increase the effectiveness of the position, and provide greater job satisfaction?
During the Appraisal Meeting
Confirm that each of you have the same understanding of the purpose of the meeting.
Be candid
Be positive
Be honest
Be constructive
Maintain your sense of self and sense of humor - you're speaking with the same person you work with every day.
Ask open-ended questions which will allow the other person to share his/her thoughts clearly and thoroughly. If necessary, set aside additional time to continue the discussion.
Listen and then give thoughtful responses.
Begin to formulate constructive ideas for the future goals and training for the next year.
Allow time for reflection and further comments. Use this discussion as the opening/continuation of fruitful dialogue.
Planning and Conducting the Appraisal Session
The performance appraisal session should normally begin with a discussion and agreement on the performance factors to be used to evaluate performance.
The supervisor and the staff member should jointly decide the most effective method of completing and reviewing the appraisal forms. For example -
the supervisor may first complete the form and then give it to the employee for completion
the supervisor and employee may complete a separate form to be compared and discussed during the appraisal session
Concluding the Performance Appraisal
At the conclusion of the formal review, the appraisal form is signed by both the supervisor and staff member. Then it is submitted for review to the department head.
The supervisor and the staff member should continue discussing and planning for the primary activities and support required for the staff member to perform his/her work effectively in the review period ahead.
Appraisal forms are submitted to Human Resources for review and are included in the staff members personnel record.
Forms
Exempt Staff Performance Appraisal Form - PDF format
Exempt Staff Performance Appraisal Form - Word format
Non-Exempt Staff Appraisal Form - PDF format
Non-Exempt Staff Appraisal Form - Word format
Spanish Non-Exempt Staff Appraisal Form - PDF format
Policy
2.010 - Performance Evaluations
