The Employee s Role in Performance Appraisals
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- Anastasia York
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1 The Employee s Role in Performance Appraisals March 2018 Zoom: Dial: or Meeting ID:
2 What we ll cover today Overview of the annual staff appraisal process Summary of Accomplishments / Self Assessment ANR Performance Standards and Calibration Review Receiving Feedback We want to hear from you 2
3 Overview of the Annual Process (2018) Mar 1-Mar 23 Mar 23-May 11 Employee prepares Summary of Accomplishments Supervisor option: Employee prepares Self-Assessment using the Performance Appraisal form Supervisor meets with employee to review SOA Supervisor drafts Employee Performance Appraisal Supervisor confirms agreement on proposed rating with second-level supervisor May 14 Proposed ratings and draft appraisals* due to ANR Human Resources May 14-Jun 1 HR reviews proposed ratings for consistency, and confirms final ratings Jun 1-Jul 31 Supervisor meets with employee to communicate overall rating Collect signatures and submit final documents to HR *Draft appraisals for those rated at "Exceptional, Partially Meets, Does Not Meet, with second level reviewer signature.
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5 Why write a Self Assessment? Performance reviews create candid conversations about what's going well and what can go better As a supervisor, it's almost impossible to know everything an employee contributes day-to-day The Summary of Accomplishments/Self Assessment is your opportunity to reflect on the past year and plan the future You can make the process meaningful and productive 5
6 Summary of Accomplishments 1. Describe your progress and achievements in relation to organizational or unit goals and/or performance expectations. 2. What are you most proud of and what additional accomplishments did you achieve during the review period? 3. What additional information, knowledge, skills or resources do you need to master your job and accomplish your goals? 6
7 Self Assessment Option Supervisor option: Employee prepares Self-Assessment using the Performance Appraisal form in place of the Summary of Accomplishments Opportunity to rate yourself on performance elements in addition to summarizing your work 7
8 Tips for writing your Self Assessment Check your previous performance appraisal for SMART goals, opportunities for improvement, and training plans Review notes, , and to-do lists as a reference in writing your self-assessment Look back over the meetings you held or attended, the events you participated in, and the deadlines you met when reviewing your long-term projects Ask your coworkers to help fill in your list of accomplishments and offer to do the same in return 8
9 Tips for writing your Self Assessment Describe how you make a difference Relate your individual work to your unit's goals Balance the day-to-day tasks with the big projects Focus on what s most important Both you and your supervisor are busy people; keep your self assessment brief and use bullets if possible 9
10 Tips for writing your Self Assessment What additional information, knowledge, skills or resources do you need to master your job and accomplish your goals? Consider your personal, career goals in addition to organizational goals The ANR Learning & Development website is a resource for identifying training and professional development opportunities UC Learning Center and Lynda.com offer scores of free, on demand online courses. 10
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12 ANR Performance Standards and Calibration Review In 2016, we established ANR Performance Standards and a calibration review of overall ratings for staff appraisals The overarching goal is to have consistent ratings across ANR 12
13 ANR Performance Standards Common descriptions for each job element in the Performance Appraisal Form Used as the basis for performance discussions and ratings 13
14 ANR Performance Standards 14
15 Calibration Review Second-level supervisors and Unit Heads are expected to promote consistent ratings based on ANR Performance Standards HR reviews appraisals for employees with a PROPOSED OVERALL RATING of Exceptional, Does Not Meet or Partially Meets Expectations In some cases, HR may ask supervisors for clarification and direct that performance ratings change to be consistent with division-wide standards 15
16 Exceptional Performance Baseline Compliant with UC policy in performance of job duties. Up-to-date on mandatory trainings. Not subject to a disciplinary action during review period. Job Competencies Above expectations or higher on each performance element/job competency based on Performance Standards. If the employee supervises others, this includes performance as a people manager. Achievement of Goals Work consistently exceeds quality, quanity, and timing for performance goals established by the employee and supervisor during the review period. In current role during the entire review period Transformative In addition to exceeding performance goals, the organization is fundamentally better as a result of the employee s contributions. Or, the employee overcame significant obstacles during review period. The individual is a role model for others in ANR. 16
17 Tips for Receiving Feedback SARA: the natural response to feedback Surprise Annoyance Resistance Acceptance 17
18 Tips for Receiving Feedback Stop your first reaction In that moment, you can halt a dismissive facial expression or reactive quip and remind yourself to stay calm Remember the benefit of getting feedback Listen for understanding At this point, avoid analyzing or questioning the person s assessment; instead, focus on understanding his or her comments and perspective Give your supervisor the benefit of the doubt it s difficult to give feedback to another person. Recognize that the person giving you feedback may be nervous or may not express their ideas perfectly. 18
19 Tips for Receiving Feedback Ask questions to deconstruct the feedback Say Thank You Consider requesting time to follow-up and develop a plan This gives you time to process the feedback and think about solutions 19
20 We want to hear from you! Based on 2017 Staff Engagement Survey results, ANR Staff Assembly and HR identified Performance Management as a priority for improvement We invite all to share ideas at ucanr.edu/survey/survey.cfm?surveynumber=22562 We will continue to collect feedback through Spring 2018
21 Questions and Comments? Mary Vlandis at John Fox at 21
22 EXPECTED OUTCOME OF TODAY S SESSION: You have the information and tools you need to make the Performance Appraisal process meaningful and productive 22
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