An email from Human Resource Services notifying you that an annual evaluation is due for your employee initiates the annual performance review process. If your employee is in an AFSCME-covered merit position, you should use the Merit (AFSCME-Covered) Employee Annual Performance Summary form . If your employee is classified as a Supervisory or Confidential merit employee, use the Supervisory & Confidential Employee Annual Performance Summary form  .

Performance evaluations are to be conducted annually for all Merit staff members. The evaluation is generally conducted on or about the employee’s class start date. The employee’s job description should be reviewed and updated as part of the evaluation process. If you need a copy of the employee’s current job description or have questions about the review process, please contact the Merit Employment Clerk, Human Resource Services, at extension 33419.

The purpose of the appraisal process is to encourage dialogue and to offer a formalized opportunity for professional feedback between university staff members and their supervisors. It is recommended that you advise the employee of the performance meeting at least one week in advance and ask the employee to review the job description, any previously planned goals and objectives, and to complete the optional Discussion Guide for Annual Performance Summary  . The Discussion Guide provides discussion points to help facilitate communication between the employee and supervisor during the performance meeting.

To obtain general feedback of yourself as a supervisor, ask the employee to complete the optional Appraisal of Supervisor form  and forward it to your supervisor.

For guidance on completing the Annual Performance Summary and conducting the performance meeting, consult the Supervisor Guidelines for Conducting Employee Performance Appraisals  or contact Human Resource Services.

Review the job description with the employee and pencil in any necessary changes to update it. Return the job description with noted changes to the Merit Employment Clerk in Human Resource Services, mail code 0034, to make the corrections. A revised job description will then be returned to you for the required signatures. If no changes are needed to the job description, please indicate that on the Annual Performance Summary form.

Use the Annual Performance Summary and the optional Discussion Guide for Annual Performance Summary as guides for your discussions with the employee. Document the notable events (outstanding performance as well as those areas requiring improvement) and goals set for the next year in the evaluation form. Please add additional pages if necessary.

At the conclusion of the annual performance meeting, ask the employee to sign and date the evaluation form. If the employee refuses to sign it, make a note of that and the date on the form. After you have signed and dated the final evaluation form, make a copy for your records and provide a copy of it and the updated job description to the employee. Please return the original signed and dated Annual Performance Summary to the Merit Employment Clerk, Human Resource Services, mail code 0034.