EMPLOYEE PERFORMANCE APPRAISAL FORM

EMPLOYEES NAME: DEPARTMENT: DATE OF HIRE: DATE DUE TO PERSONNEL: JOB TITLE: SUPERVISOR: REVIEW DATE: Check One:
Review Self-Review Supervisors Review Final

SECTION I: CORE VALUES AND OBJECTIVES

The performance criteria in Section I apply to all City of Somerville non-represented employees.

1. Attendance:
U

Definition: Reports for work regularly with a minimum number of absences and tardiness. Gives notice when absence or tardiness is unavoidable. Receives authorization when time off is needed. Observes appropriate lunch and break schedules. Submits justification for absences as required and/or requested. Standard: Be ready to work at the beginning of the workday or start time. Standard: Submit request for leave or vacation in writing at least 10 (ten) business days prior to time off being requested, for requests for time off longer than one day. Standard: Have no unexcused or unauthorized absences.
U

EXCEEDS EXPECTATIONS MEETS EXPECTATIONS IMPROVEMENT NEEDED UNACCEPTABLE

COMMENTS AND EXAMPLES:

2. Productivity and Use of Time:

U

Definition: Manages own time and uses appropriate work methods, techniques, and equipment to achieve the most effective and efficient result in the time available. Is mutually respectful of time and schedule of others. Balances multiple priorities and focused on desired outcome(s). Standard: Prioritize work assignments based on established guidelines. Standard: Complete all work assignments within designated deadline; notify appropriate staff in advance of inability to complete assignment within designated timeline. Standard: Use available technology to accomplish work expeditiously. Standard: Be considerate of meeting start times and other peoples time. Whenever possible, contact meeting organizer when you will be late or absent. Standard: When hosting meetings, have specific, identifiable outcomes. When coordinate meetings, inform participants of the beginning and ending time. Keep to schedule unless all participants agree to extend time. Develop and follow meeting agendas. Reserve meeting rooms in advance. COMMENTS AND EXAMPLES:
U

EXCEEDS EXPECTATIONS MEETS EXPECTATIONS IMPROVEMENT NEEDED UNACCEPTABLE

3. Teamwork and Collaboration:

U

Definition: Makes and sustains effective and productive relationships with other members of the workplace and the public. Is respectful of differing viewpoints. Meets commitments to co-workers and employees in other departments. Standard: Treat co-workers with respect and professionalism at all time. Allow for differing points of view. Standard: Contribute to the upkeep of shared department spaces. Standard: Meet commitments to coworkers and other employees at all time. Willingly contribute to time-sensitive group efforts as they arise. Standard: Know when to work collaboratively to ensure that workload for the work unit is completed and know when to work independently. COMMENTS AND EXAMPLES:
U

EXCEEDS EXPECTATIONS MEETS EXPECTATIONS IMPROVEMENT NEEDED UNACCEPTABLE

4. Customer Service and Communication:

U

Definition: Responds effectively and in a timely manner to the needs of a diverse set of internal and external customers such that customer service is accurate, courteous, and effective. Provides oral and written information and services in a clear, concise, thorough, accurate, and timely fashion. Standard: Utilize telephone and email in accordance with Telecommunications Policy. Barring technical difficulties, do not allow your voicemail box or email inbox to become full. Standard: Provide rapid response to all community contacts. Generally, provide written response within seven (7) business days of correspondence and respond to messages within two (2) business days of receipt. When making referrals, ensure that community members are placed in direct contact with appropriate staff. Standard: If you are out of the office for more than one day, place an automatic out-of-office message on your voicemail and email that designates an alternate contact to which inquiries can be directed. Standard: Maintain a positive attitude when responding to constituent requests. COMMENTS AND EXAMPLES:
U

EXCEEDS EXPECTATIONS MEETS EXPECTATIONS IMPROVEMENT NEEDED UNACCEPTABLE

5. Quality and Accountability:

U

Definition: Follows through on assigned tasks to ensure high quality work products that match the City and Department objectives. Makes responsible use of City resources (time and money). Follows City policies. Standard: Work products are completed on time with little or no errors and in accordance with relevant policies. Require minimal supervision. Standard: If applicable: Keep projects within proposed budget at all times. Be resourceful with expenditures of City funds (do more with less). Standard: Demonstrate an understanding and support for established goals of the City and Department. Align and prioritize work products toward these goals. Standard: Accept and understand constructive criticism. Take appropriate action to correct and improve performance. COMMENTS AND EXAMPLES:
U

EXCEEDS EXPECTATIONS MEETS EXPECTATIONS IMPROVEMENT NEEDED UNACCEPTABLE

6. Adaptability, Initiative and Problem-Solving

Definition: Adapts to organizational changes (e.g., technology, resources, and personnel). Takes initiative in identifying any problems and takes appropriate steps to resolve them. Standard: Create solutions to problems by identifying issues, working collaboratively to develop strategies and implementing innovative solutions. Standard: Advise supervisor first and appropriate staff in a timely fashion about impending problems or issues related to work responsibilities. COMMENTS AND EXAMPLES:
U

EXCEEDS EXPECTATIONS MEETS EXPECTATIONS IMPROVEMENT NEEDED UNACCEPTABLE

7. Performance Management and Leadership

U

(for supervisory/managerial/Dept. Head positions only)

Definition: Sets clear expectations and communicates regularly with employees on performance issues. Communicates City goals and policies with staff. Provides appropriate coaching and feedback. Completes performance appraisals on time and consistent with the Citys policy. Follows through on staff improvement action plans to enhance overall employee performance. Utilizes data in management and decision-making. Standard: Complete all Performance Appraisals within established timelines. Include all relevant information to support ratings. Standard: Maintain performance documentation on all staff members (accomplishments, areas for improvement, etc.) throughout the year. Standard: Take appropriate steps to ensure that all staff under your supervision is performing at Meets Expectations or higher level through regular feedback, coaching, and training. Standard: Host regular staff meetings to ensure all staff are aware of goals, policies, and major initiatives. Encourage employee input in improving departmental operations. Standard: Understand and utilize current and relevant data from available resources (including, but not limited to SomerStat) to improve service delivery and to inform management of staff and initiatives. Standard: Plan, organize, and delegate appropriately to achieve goals within scheduled time and fiscal limits. COMMENTS AND EXAMPLES:
U

EXCEEDS EXPECTATIONS MEETS EXPECTATIONS IMPROVEMENT NEEDED UNACCEPTABLE NOT APPLICABLE

SECTION II: POSITION-SPECIFIC PERFORMANCE CRITERIA

Performance criteria are to be filled in based on any primary tasks outlined in the employees job description that have not been addressed in Section I.

1. Criterion #1: Job Knowledge Definition: Demonstrates competency in required job knowledge and skills of [FILL IN]. Standard: [FILL IN] Standard: [FILL IN]
U

EXCEEDS EXPECTATIONS MEETS EXPECTATIONS IMPROVEMENT NEEDED UNACCEPTABLE

COMMENTS AND EXAMPLES:

SECTION III: REVIEW OF GOALS SET DURING PREVIOUS REVIEW PERIOD

Status of Goal Review Goal #1:
Completed In Progress Tabled

Explanation of Status

Review Goal #2:

Completed In Progress Tabled

Review Goal #3:

Completed In Progress Tabled

SECTION IV: OVERALL EVALUATION

Overall Comments, Commendations, and Recommendations Comments: Overall Rating EXCEEDS EXPECTATIONS MEETS EXPECTATIONS IMPROVEMENT NEEDED UNACCEPTABLE

SECTION V: SETTING NEW GOALS WITH AN ACTION PLAN

You may wish to use an additional sheet of paper if more space is needed.

Goals Goal #1:

Action Steps

Time Required

Resources Needed

How does this goal support the Dept.s/Mayors goals?

Goal #2:

Goal #3:

SECTION VI: EMPLOYEE COMMENTS (OPTIONAL)

The employee may choose to provide additional comments about his/her performance.

SECTION VII: SIGNATURES

The signature of the employee signifies the employee has had a review meeting with his/her supervisor and has read and received a copy of his/her appraisal. It does not necessarily signify agreement.

EMPLOYEE SIGNATURE: 1 2
ST

DATE: DATE: DATE:

REVIEWER REVIEWER

SIGNATURE (I.e., Direct Supervisor): SIGNATURE:

ND

INSTRUCTIONS FOR COMPLETING THE PERFORMANCE APPRAISAL FORM

Overall Instructions: At this time, only employees who are not represented by a collective bargaining unit are subject to the Performance Appraisal Process. This form is to be completed by the supervisor upon meeting with his/her subordinate employee. The reviewing structure should follow the reporting structure of the Departments Organizational Chart, unless otherwise discussed with the Personnel Dept. In other words, supervisors will be in charge of reviewing their direct subordinates (1st Reviewer), with all appraisals in that Dept. read and signed by the Dept. Head (2nd Reviewer). Dept. Heads will be reviewed by the Mayor or Mayors Executive Office Designee (1st Reviewer), with all Dept. Heads appraisals read and signed by the Mayor (2nd Reviewer). These signatures are required in Section VII. Section I: The performance criteria in Section I apply to all City of Somerville non-bargaining-unitrepresented employees, including Department Heads and other managers. Certain criteria, namely #7 Performance Management and Leadership or which are otherwise noted, may only apply to Dept. Heads and other managers. For each criterion, the reviewing supervisor should provide a rating as well as evidence by way of Comments and Examples that support that rating. Comments and Examples are an important and required part of completing the form. Section II: Section II performance criteria are to be filled in based on any primary tasks outlined in the employees job description that have not been addressed in Section I. Based on the job description, the supervisor, in conjunction with the employee must determine what the appropriate criteria, definitions, and standards are prior to completing the appraisal. As in Section I, a rating and supportive Comments and Examples need to be supplied for each criterion. Whereas Section I criteria apply to all City employees, Section II criteria are specific to the job description for the position being reviewed. Section III: Section III provides an opportunity to review progress in meeting goals set during the previous review. For each goal, note the status of the goal as either Completed, In Progress, or Tabled. In addition, provide an explanation for the progress status for each goal. If significant progress is still needed toward a particular goal, it is recommended that this goal be included in Section V. Section IV: Based on the performance ratings and evidence provided in Sections I and II, and with consideration of progress made toward goals as described in Section III, an overall performance evaluation will be provided in Section IV to summarize the employees performance. A rating and supportive comments are required. Section V: Section V is to be used to set new goals for the upcoming review period. For each goal, the following information needs to be provided: Action Steps (what the employee needs to do to reach the goal); Time Required (approximately how long it should take to reach the goal); Resources Needed (e.g., training or other resources recommended); and Link to Dept/Mayors Goals (how the employees goals supports the Dept. or Mayors goals). These goals will be formally reviewed at the next review period (in Section III). This goal-setting section should be referenced regularly throughout the year and treated as a fluid, living document. Section VI: The Employee may provide any additional performance-related comments that s/he wishes to become part of her/his permanent record. This section is optional. Section VII: Appropriate signatures are required in this section.

RATINGS KEY
Exceeds Expectations The performance of an employee at this level consistently exceeds all of the job standards and performance expectations. The employee is performing at a level well beyond what is normally expected of the majority of employees with similar duties. Meets Expectations An employee at this level consistently meets the established job standards and performance expectations. The results consistently achieved are those the City would expect of employees in this position level. Improvement Needed Performance does not consistently meet the essential job standards and performance expectations of the position, or is marginally acceptable. Development, coaching, or training is needed to reach full effectiveness. Unacceptable Performance demonstrates an inability or unwillingness to meet job standards and performance expectations of the position. Immediate and sustained improvement is required.