Performance Evaluation Cycle


The Form: Professional Plan

Brief Description:

The professional plan is designed to capture the scope of an employee’s day-to-day tasks as well as at least three goals or areas of focus for the year. The employee will be asked to provide indicators that will demonstrate evidence of their success at the end of the performance cycle.

How it’s used:

  • Professional plans are typically created in a joint collaborative process between the employee and supervisor.
  • Professional plans should address any areas of concern or growth that an employee should be focusing on.
  • Employees could choose to focus on strengthening a core competency (i.e. communication, interpersonal skills, accountability, job knowledge, customer service) during a performance cycle period.
  • The professional plan and indicators therein should be referred to throughout the year to gauge employee progress.

Resources:

Timeline:

Professional Plans due February 1.


The Form:
360 Feedback-Internal
(For anyone with a ucdenver email)

360 Feedback-External

 

Brief Description:

This form is a confidential (but not anonymous) means of providing feedback for employees in the department. The purpose of the form is to gather information from co-workers to determine an employee’s areas of strength and areas of improvement.

How it’s used:

  • The supervisor and employee come up with a list of three to five* people who they would like to request 360 feedback from.
    • *You may select more than 5 references if you and your supervisor agree that would be appropriate.
    • Ideally, the employee will select a variety of employee types to provide feedback (i.e. at least one peer, a customer (can be external to the department), and either a senior/junior staff member).
  • The employee will inform SEHD HR of their 360 list and copy the supervisor on the email.
  • SEHD HR will invite the 360 participants to complete feedback for the employee in question (the supervisor is welcome to do this if it makes more sense for their program area, especially if they plan on reaching out to external customers of the university—just let SEHD HR know your preference upon submitting the names of the 360 references).
  • SEHD HR will compile the feedback from 360 references and provide reports to the supervisor for their employees. Upon receiving the feedback, the supervisor should review the feedback and pick out general themes and trends. The supervisor should not read, share, or quote verbatim the feedback with the employee. Feedback should only be used to help the supervisor ascertain if their employee is on-track or off-track in completing their day-to-day duties and yearly goals for the year. The 360 evaluation is a tool to assist supervisors in their mid-year coaching with their employee.
  • If an employee is providing constructive feedback for another employee, please provide facts and not emotions. Be specific and add concrete examples to assist the supervisor in providing a clear picture of how the situation can be improved.
  • In some cases, SEHD HR may contact a 360 provider to request further information regarding their feedback.
  • We can foresee times when a supervisor may request to speak directly to a 360 provider regarding their feedback. In this instance, SEHD HR will ask the provider if they would feel comfortable sharing additional information directly with the supervisor.
  • SEHD HR will help manage the number of feedback requests someone receives. 360 requests will generally be capped at 5; however, we will give the referrer the option of providing additional feedback if desired.

Timeline:

360 Evaluations will be conducted in May/June of each year.


The Form: Self-Evaluation

Brief Description:

The Self-Evaluation is designed to capture the scope of an employee’s activities over the course of the performance period. The employee will be asked to provide key indicators demonstrating how they completed their day-to-day job duties, as well as their goals/areas of focus for the year.

How it’s used:

The self-evaluation should be completed and submitted to the supervisor before their initial coaching session. The supervisor should review the self-evaluation and compile written feedback (which can be used on the supervisor narrative!) to review with the employee during their 1:1 meeting.

Resources:

 Timeline:

Self-evaluations should be started in December of each year and completed by early January.


The Form: Supervisor Feedback Form

Brief Description:

This form captures supervisor feedback regarding the overall annual performance of an employee, as well as the employee’s proposed evaluation score.

How it’s used:

  • The supervisor is required to complete a Supervisor Feedback form for each employee they supervise, this includes a supervisor narrative to support the proposed score.
  • Upon submission of the supervisor feedback form, the scores will be sent to the SEHD Executive Review Committee (Rebecca, Christine, and Patricia) for review and approval. No scores will be changed during the review process, but additional substantiation may be requested to appropriately document a proposed score.
  • After scores are reviewed by the Committee, SEHD HR will auto-populate all information in the Open Records Form except for the supervisor and supervisee signatures. These forms will be given to the supervisor so that they can schedule a 1:1 with their direct reports to discuss their score and obtain their signature on the records form.

Resources:

 Timeline:

Supervisor coaching sessions should occur in January.