The Appraisal Interview

In preparing for the actual dialogue with the employee, take time to review your completed evaluation form
and the employee's Pre-Evaluation Appraisal Form. Plan what topics you will discuss in the meeting.
Walking into a performance review without thinking about the discussion that will occur will lead to an
ineffective review. Take time to:

! Read and respond to the Pre-Evaluation Appraisal Form

! Gather the necessary objective data and review it
! Decide on critical elements of the review
! Write down the major points you want to discuss
! Set aside a minimum of thirty minutes for the meeting and arrange it in a business-like setting
! Allow no interruptions

Recommendations for conducting the actual interview:

! Explain the overall purpose of the performance evaluation, i.e., telling the employee how he/she is
doing.
! Explain what is used to determine the performance review, review the job description, the job factors,
his/her performance and behavior on the job and the goals and objectives set at the employee's last
evaluation.
! Together, look at the data. Where did the employee meet the objectives and job factors? What
specific strengths made it possible.
! If the employee's performance was unsatisfactory or needs improvement, ask him/her to explain why.

! Summarize how the employee is doing overall, review objectives and goals for the new performance
evaluation period and set a time frame for completing them.
! Advise the employee of any changes you have made in the job factor ratings.
! Respond to the employee's comments on the Pre-Evaluation Appraisal form.

Evaluations are important to the individual. Promotions and pay raises may depend on the items discussed
on the forms. Careful consideration of each question, objective review of the individual's performance and
the timely submission of the form are vital to both the individual and the institution.

SEE REVERSE FOR INFORMATION ON THE EVALUATION FORM

 Performance Evaluation Form

To ensure uniform, fair and equitable reviews, please observe the following guidelines in preparing and
completing each section of the Performance Evaluation Form.

Part A lists factors important to most Operating Staff positions. Each factor is described and five levels
of performance defined. The Supervisor checks the most appropriate level of performance and includes
comments to support the rating.

! Review the job factors listed on the evaluation form and rate them according to their importance to
the position. Job factors are the skills and abilities that are necessary for success in the job. Your
ratings should be identical to those previously listed on the Importance Factor Rating sheet and should
reflect the qualifications that are essential for successful job performance in that position. No
hierarchy of importance is required and no change in Factor Ratings should be made just prior to the
evaluation.

! Consider the employee's performance since the last formal review, specifically the goals and
objectives set during the last review.

! Compare the employee's performance in relation to the job importance factors. Place an "X" in the
box that most accurately expresses your overall evaluation of the employee's performance as it relates
to the factor being appraised.

! Give specific examples/reasons for achievement or failure.

Part B concentrates on specific developmental needs.

! List the employee's outstanding abilities and accomplishments.

! Identify specific areas for improvement.

! Determine goals and objectives for next year and change job factor ratings on the Importance Factor
Rating Sheet, if appropriate.

! Complete the appraisal sheet on an independent, confidential basis.

SEE REVERSE FOR APPRAISAL INTERVIEW GUIDELINES