Performance Appraisal Policy

I. Purpose

The purpose of performance appraisal is for a supervisor and an employee to have a candid discussion about performance expectations and actual performance. The employee's actual level of performance is compared to the expected level of performance using standards that were developed by the supervisor with input from the employee. This expected level of performance is to be derived from the department work plans that in turn reflect the City's goals and desired performance measurements. Performance measurements show what outcomes have been achieved as a result of the individual and work unit activity. The comparison of actual performance with expectations and standards serves as a basis for recognizing accomplishments and planning for improvement where deficiencies are found. Performance appraisals may also be utilized in a progressive disciplinary process to resolve continuing poor performance.

The benefits to be gained from conducting performance appraisals include:

The result is improved delivery of services to City residents.

II. Policy

It is the policy of the City that every employee is entitled to performance appraisal feedback on a regular basis. At least once a year the employee and the immediate supervisor will participate in a formal performance appraisal discussion. A copy of each annual performance review will be reviewed and signed by the supervisor's manager and placed in the employee's department personnel file. The employee will receive a copy of the signed appraisal form. Supervisors are encouraged to hold mid-year informal performance review discussions at least once a year as well. As part of these reviews, the supervisor and employee shall plan for the upcoming performance review period by anticipating upcoming responsibilities and identifying development opportunities. In their own performance reviews, supervisors and managers will be held accountable for conducting performance reviews of those they supervise. HRIS will be used to monitor the status of performance reviews for all City Departments. It is the responsibility of Department managers and HR Generalists working with HRIS Representatives to ensure HRIS is kept up-to-date.

III. Procedures

Because of fluctuations in workloads and personal preferences, departments may determine whether they wish to hold performance reviews for all employees at a specific date or on each employee's anniversary date. HRIS must be used to maintain the status of employee performance reviews. All employees (excluding temporary and/or intermittent) should have a performance review recorded in HRIS at least once a year. At the time an employee is hired, HRIS will automatically schedule the employee’s first performance review period. The scheduled date will equal the employee’s probation date or one year from the hire date, whichever is first. It is the supervisor’s responsibility to initiate the performance appraisal process for each employee. HRIS will provide supervisors a "worklist" notification 30 days prior to the scheduled review date.

The outcome of a successful performance appraisal is that the supervisor and the employee walk away from a face-to-face dialog with a common understanding of the employee's past performance and a plan for future performance. The employee should receive a copy of the performance appraisal form in advance along with encouragement to complete the form. The supervisor will also complete the form and they will have a discussion based on the information they prepare.

The supervisor should schedule a time for the interview and allow the employee reasonable time to prepare. The supervisor and employees will discuss what the employee has done well and what needs improvement. They will discuss how to improve and develop a plan to achieve those goals.

The supervisor and employee shall, at the completion of the interview, sign the form and date it. The supervisor's manager shall also sign the form. The supervisor or manager must notify their HRIS Representative that the performance review is completed. The HRIS Representative will update HRIS

Generally, employees are eligible to be considered for advancement to the next higher step within the pay range as provided by appropriate bargaining agreement, if applicable. The employer may withhold or delay the increase for unsatisfactory job performance. The employee shall be notified of the action and the specific reason therefore.

IV. Forms

Performance appraisal forms: 

Although departments are not required to use the standard City forms, they are encouraged to work with their HR Generalist if they decide to design alternate forms, such form must include the following critical information:

Alternate forms must be reviewed with the Human Resources Director before they are put into use.

Page Last Updated: January 4, 2008

Last updated Feb 15, 2012