Employee performance appraisal hrd 526 (Rev. 9/05)




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State of Hawai'i

EMPLOYEE PERFORMANCE APPRAISAL HRD 526 (Rev. 9/05)





Section #1

     




     

Name of Employee

Position Title

XXX-XX-     




     




     




  

Social Security No.

Position No.

Salary Range/Step

Bargaining Unit

     




     

Department

Division/Branch

Section #2 PERFORMANCE APPRAISAL CATEGORIES & EXPECTATIONS


(Complete this section by the beginning of the rating period.)


  1. Goals/Projects: List any specific goals/projects, unless noted on other documents, to be accomplished during this rating period.



     

     

Supervisor's Signature




Date





  1. Supervisor's discussion with employee: My current job description, job related performance requirements, and the Performance

Appraisal System process have been discussed with me. I received a copy of the PAS Summary for Employees.

     

Employee's Signature


Date

Section #3 OVERALL RATING

(Complete at the end of the appraisal period)


Appraisal:

Appraisal Period:









From:      

To:      

Initial


Prob

New


Prob

Annual


Partial Annual


 Exceeds Expectations


 Meets Expectations

 Does Not Meet Expectations





Section #4 SIGNATURES UPON COMPLETION OF PERFORMANCE APPRAISAL










Employee's Acknowledgement/Comments:




Supervisor's Certification:

My performance for the rating period has been discussed with me. I

understand that I may rebut this rating by attaching my comments.






This rating was discussed with the employee on the following date:

     


My signature does not necessarily mean agreement.












     


(Check if comments attached.) 




Supervisor's Signature





Date

     






     





Signature of Reviewing Officer





Date

     


Employee's Signature




Date




Signature of Appointing Authority




Date


SUMMARY INSTRUCTIONS FOR COMPLETING THE

EMPLOYEE PERFORMANCE APPRAISAL FORMS, HRD 526, 527, 528, and 529

(Refer to Performance Appraisal System Supervisory Manual, Revised July 2001, for more detailed information)


Section #1:  Review preprinted information for errors. Check with your Departmental Personnel Office before changing/adding information.
Section #2: Phase 1 - Performance Planning, Communication of Performance Expectations/Requirements, and Goals/Projects

  • List any special goals/projects (related to employee's class of work), unless noted on other documents, to be completed during the rating period. If additional goals/projects are set during the rating period or original goals/projects are changed, discuss them with your employee at the time.

  • Additional categories (i.e., "Optional" categories) may be selected if they apply to the employee's position by placing a checkmark () in the appropriate boxes before meeting with the employee. Blue-collar non-supervisory workers should be rated on Performance Categories 1-5 only (i.e., "Fixed" categories), unless you strongly feel some of the "Optional" categories are applicable.

  • Meet with the employee at the beginning or shortly after the start of the rating period to discuss how the PAS works. Explain the Performance Categories and your expectations/requirements to the employee. Explain how the employee can get an "Exceeds Expectations" rating.

  • Inform the employee that if he/she gets a "Does Not Meet Expectations" rating in even one "Significant Category," noted by asterisk ("*"), the "Overall Rating” will be "Does Not Meet Expectations".

  • Ask employee to sign.

Sections

#5 & 6: Phase II - Performance Monitoring and Coaching


  • Observe, monitor, and coach the employee throughout the rating period.

  • Talk to the employee throughout the rating period about his/her work performance.

  • Record on the Supervisor's Discussion Notes Form, HRD 529, (SDN) significant incidents of outstanding and/or substandard work performance. If the notes describe performance problems/deficiencies, be sure to follow the steps in the PAS Supervisory Manual under "Documentation." Discuss these notes with the employee and ask him/her to initial the form. Give the employee a copy of any notes describing performance problems/deficiencies.

  • Encourage the employee to talk with you throughout the rating period about any job-related questions or concerns.

Sections

#3, 4, 5: Phase III - Completion of the Appraisal



  • Performance expectations/requirements established in Phase I, Performance Planning.

  • Performance Categories, especially the Significant Categories of Quality & Quantity & Timeliness.

  • Supervisor's Discussion Notes (HRD 529).

  • Conditions beyond the employee's control that may have affected the employee's performance.

  • Complete Section #3, "Overall Rating," based on the Final Ratings for the "Significant Categories."

  • An Overall "Exceeds Expectations" rating must be supported by notes on the SDN.

  • An Overall "Does Not Meet Expectations" may not be given unless the employee was first given a "Notice to Improve Performance" and given a reasonable period, up to three months, to bring the employee’s performance to a satisfactory level.

  • You may use the "Supervisor's Comments" column to make any general employee performance comments.

  • Set up a meeting with your employee to discuss the rating.

  • Encourage feedback from your employee.

  • Allow the employee to make written comments or a rebuttal on a separate sheet.

  • Have the employee sign Section #4.

  • Begin Phase I again for the next rating period.

  • Give the employee a copy of the appraisal forms after the Reviewing Officer and the Appointing Authority sign the form.

In phases I, II, & III if the employee does not wish to sign/initial the form, note: “Employee does not wish to sign/ initial.” You may ask a witness to date/sign, if necessary. Be careful the witness does not see confidential information.



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