Annual Employee Performance Appraisal

Introduction
Annual Performance Appraisals provide an opportunity for supervisors and staff members to meet and discuss each
employee's performance relative to the agreed-upon position description and goals. At this time, attention is given
also to key behaviors that have been identified as important to UCFS and our values. The goal of this process is to
provide staff members direction in performing their jobs and to increase the likelihood of achieving their goals. It is
also an opportune time to provide feedback and coaching by identifying specific areas for improving and expanding
skills. All UCFS staff members are accountable for their performance. Supervisors, working with staff members,
should mutually agree upon individual performance objectives for the coming year.

Appraisal Instructions
The Appraisal addresses key aspects of individual job performance. These particular areas are: 1) Essential
Functions of Position; 2) Annual Goals; and 3) Cultural Attributes. All were identified as relevant to job performance
within the program and at UCFS. Each area contains factors, an area for written comments and a scoring box. On a
scale of 1 to 5, rate each factor in the scoring column that best indicates where the staff member stands in relation
to expectations. Written comments must be provided when the score is below or above 3 (meets expectations). Job
descriptions can be copied and pasted into the form by the appraising supervisor. The Job Descriptions Folder is
available to management team members at the following path: F:\Human Resources\Job Descriptions.

5 Outstanding Exemplary performance in this area

4 Exceeds Expectations Surpasses standards and expectations in this area
3 Meets Expectations Good performance meeting standards and expectations in this area
2 Below Expectations Performance does not meet all standards and expectations in this area
1 Unsatisfactory Performance falls below standards and expectations in this area

1. Appraising Supervisor prepares an appraisal and the staff member completes a self-appraisal.
2. The Appraising Supervisor meets with his/her supervisor (Reviewing Supervisor) to discuss the appraisal
before meeting with the staff member to discuss the evaluation.
3. The Appraising Supervisor and staff member meet to discuss the appraisal, identifying major strengths
and areas for development/improvement.
4. Staff member can add written comments on the appraisal after discussion. If there is non-agreement,
the staff member may request a meeting with the next level of management.
5. Completed forms need to be signed and dated by the Appraising Supervisor, the Reviewing Supervisor
and the staff member. NOTE: the staff member's signature confirms receipt of the appraisal and not
necessarily agreement with the appraisal.
6. The staff member will be provided a copy of the appraisal by the Appraising Supervisor.
7. The original completed and signed appraisal must be submitted to HR prior to the staff member's
anniversary date. A copy of the appraisal will be put in the staff member's personnel file.
8. The merit increase/salary adjustment (if applicable) will be automatically determined if the form is
completed electronically. If a written form is submitted, HR will compute the merit increase.
 How to Use the Electronic Version of the Appraisal Form

The appraisal form was created in an Excel spreadsheet. This allows the form to perform all of the calculations.
Because there are many formulas within the spreadsheet, the majority of the cells are locked. In order to easily
navigate the cells of the appraisal form, please use the following instructions.
1. Use the right and left arrow keys to navigate through the spreadsheet. The mouse can be used to click the
cursor into any of the unlocked cells if needed.
2. Begin at the top of the appraisal form. Please complete the following information:
Name Please enter the name of the staff member being appraised
Program Please enter the program name/sub-account to which the staff member
belongs
Position Title Please enter the staff member's title
Appraising Supervisor Please enter the name of the manager conducting the appraisal
Hourly/Salary Please enter an "X" in the appropriate cell.
Grade Level Please enter the staff member's grade level (can be found on the job
description)
Salary Range Please enter the staff member's salary range (can be found on the job
description)
Date of Hire Please enter the staff member's date of hire
Performance Period Please enter the period of time under review
Current Rate Please enter the staff member's current pay rate (please enter an hourly
rate for hourly staff and a bi-weekly rate for salary staff
NOTE: Merit % and New Rate will calculate on their own.
3. Essential Functions of Position section - in the first cell of each number, either type or copy the essential
functions of the position from the job description. To copy the information, please do the following:
l Find the job description using the following path: F:\Human Resources\Job Descriptions.
l Use your mouse to highlight the essential function you would like to copy (highlight only one function at a
time).
l Copy the highlighted information by pressing the CTRL and C buttons at the same time.
l Go back to the appraisal form and double click your mouse in the first cell of the Essential Functions line
and paste the copied function by pressing the CTRL and V buttons at the same time.
Use the right arrow key to move to the actual score cell, and on a scale of 1 to 5, rate how well the employee
performed this essential function. Use the right arrow key to move to the comments cell and enter in any
relevant comments. Repeat these steps for up to 10 essential functions. NOTE: each comment must begin with
language that mirrors the rating. For example, "Susan is exceeding expectations in this function by..."

4. Completion of Annual Goals section - in the first cell of each number, type in the Annual Goal. Use the right
arrow key to move to the actual score cell, and on a scale of 1 to 5, rate how well the employee achieved this
goal. Use the right arrow key to move to the comments cell and enter in any relevant comments. Repeat these
steps for up to 5 annual goals.
5. Cultural Attributes section - Use the right arrow key to move to the actual score cell of Productivity, and on a
scale of 1 to 5, rate how well the employee performed this attribute. Use the right arrow key to move to the
comments cell and enter in any relevant comments. Repeat these steps for all of the cultural attributes.
6. Goals and Developmental Areas for Next Year section - use the right arrow key to move to the first cell and
type in the goal or area for development. Use the right arrow key to move to the deliverable cell and enter the
deliverable required for the goal. Use the right arrow key to move to the due date cell and enter the due date for
the goal. Repeat these steps for up to 5 goals.
7. Additional Comments section - Use the right arrow key to move to the additional comments cell and enter any
additional comments.
8. Print out the Appraisal Form and obtain the three required signatures.
 Annual Employee Performance Appraisal
Management Version

Name Program

Position Title Appraising Supervisor

Hourly Salary Grade Level Salary Range

Date of Hire Performance Period

Current Rate Merit % 0.00% New Rate $ -

Three key aspects of individual performance are utilized in the annual Performance Appraisal:

1) Job Description outlining Essential functions of position

2) Annual Goals, to include Project, Educational and Personal Development Goals
3) Key Cultural Attributes

Please refer to the Instructions tab for assistance in completing this form.

1) Essential Functions of Position (Please rate on a scale of 1-5) Actual Possible

1.
0

Comments:

2.
0

Comments:

Page 3 of 10
3.
0

Comments:

4.
0

Comments:

5.
0

Comments:

6.
0

Comments:

Employee Name 0

Page 4 of 10
7.
0

Comments:

8.
0

Comments:

9.
0

Comments:

10.
0

Comments:

Total Scores 0 0

Employee Name 0

Page 5 of 10
2) Completion of Annual Goals (Please rate on a scale of 1-5) Actual Possible
1.

Comments:

2.

Comments:

3.

Comments:

4.

Comments:

Employee Name 0

Page 6 of 10
5.

Comments:

Total Scores 0 0

3) Cultural Attributes (Please rate on a scale of 1-5) Actual Possible

Productivity Produces work in compliance with quantity and quality
5
standards
Comments:

Attendance/Punctuality Meets all attendance requirements and arrives to

5
work/events in a punctual manner
Comments:

Safety/Compliance Complies with all safety and regulatory rules and

5
guidelines
Comments:

Time Management Manages competing demands and organizes work in

5
order to complete in a timely manner
Comments:

Team Work Works with peers and management in a cooperative,

5
courteous, and professional manner
Comments:

Participation Actively engages in meetings, projects and activities

5
related to organizational mission and vision
Comments:

Customer Service Service, both internal and external, is provided with

5
courtesy, professionalism, respect and thoughtfulness
Comments:

Total Scores 0 35

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Employee Name 0

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Scoring Total Section
Actual Employee Scores:
Essential Functions 0 Annual Goals 0 Cultural Attributes 0
Total Actual Employee Score 0

Possible Employee Scores:

Essential Functions 0 Annual Goals 0 Cultural Attributes 35
Total Possible Employee Score 35

Actual 0 / Possible 35 = 0 X 0.0% = 0.00% Merit Increase Percentage

Goals & Developmental Areas for Next Year Deliverable Date

1.

2.

3.

4.

5.

Additional Comments:

Signatures:

Employee Date

Appraising Supervisor Date

Reviewing Supervisor Date

Page 9 of 10
Employee Name 0

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