Job
Performance Planning and Evaluation
The purpose of the Job
Performance Planning and Evaluation System is to promote
employee development, enhance employee productivity, serve as
a basis for sound dohr decisions, and provide a permanent
record of the performance of major job duties and responsibilities
for employees in the State service.
Below are some forms
that will help in your use of the Performance Evaluation System.
Instructions for Omniform use
System
2A Rating Forms
(click
on the link below to retrieve a form)
System 2A Evaluation Form
/ (html format)
Probationary Report Form
/ (html format)
Flex Staffing Evaluation/Probationary
Form / (html
format)
Specialized Rating Forms
(click on the
link below to retrieve a form)
2B Patient/Resident Care
/ (html format)
2C Correctional Security
/ (html format)
2D General Work Force
/ (html format)
2E Support Staff /
(html format)
2F Safety Uniformed Personnel
/ (html format)
2G Employment Security/Claimant
Services / (html format)
Additional
Performance Evaluation Tools
(click on the
link below to retrieve a form)
Job Performance
Planning Form
Interim Work Review Form
Contact
Information
If you have questions regarding
the use of the Performance Evaluation Forms, you may contact
the Department of Human Resources, Employee Relations Division at
615-741-1646.
Existing
Training
Training is available for Supervisors
rating their employees. The
Mechanics of Performance Evaluation program is required under
the authority of DOP
Rule 1120-5-.08. To register for this course, contact your
Department’s Training Coordinator or you may call the Department
of Human Resources, Employee Development/EEO at 615-741-3673
for more information.
Note: Additional information and tools will continue to be posted as they become
available.
Definitions
System
2A
An evaluation system which uses
job responsibilities from job catalogs or those developed “from
scratch” to produce a job plan. Formal evaluation ratings for each responsibility
and the overall rating are based on written supporting documentation.
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Specialized
Form
An evaluation form which has
printed responsibilities and descriptions of performance listed
for each. Supervisors
can use descriptor labels on the form to describe performance
so thoroughly that separate written documentation to support
ratings is not required. Specialized forms have been developed
for specific job classifications and are designated System 2B,
System 2C, System 2D, etc.
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Job Performance
Planning and Evaluation System
The PE Process is described in more detail in 1120-5-.05
of the DOP Rules.
(1) Initial JPP Discussion
(2) Periodic Reviews
(3) Formal Written Assessment
(4) Review by an Appropriate Manager
(5) Review by Appointing Authority
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Job Performance Planning (JPP) Discussion
This is a meeting in which the
supervisor and employee discuss all of the Major Job Responsibilities
and Characteristics of Exceptional Performance listed on the
employee’s Job Performance Plan.
It is an opportunity for the supervisor to clarify any
performance expectations which the employee finds unclear and
to explain how absolute terms such as “always” and “never” on
the Job Plan will be interpreted.
Interim Review
This refers to the meeting between
a supervisor and an individual employee, and is a “planned event.” The supervisor should give the employee praise
and reinforcement for good performance, and constructive feedback
and guidance on responsibilities that the employee may be having
difficulty with. Also,
the supervisor should suggest any methods to overcome work problems
that may have developed.
Formal Evaluation
The official performance evaluation
rating form. The supervisor
uses this to give his or her rating of the employee’s job performance
which occurred in the period between the initial Job Performance
Plan and the present Formal Evaluation.
Directions
for PE Forms (OmniForm Downloads)
OmniForm files are executable
files. When downloaded from the internet or sent to you via
email, the attachments should be saved to a folder you have
created called "PE forms" or similar.
Then you can open the relevant form from your file by
double clicking on it using the Windows Explorer to locate and
open the file. As you
complete a form for an employee, save it to a folder identified
by the employee's name such as "Jane's evaluation". When the form is printed to be submitted to
your department’s PE Coordinator for processing, the form may
be printed on the paper color corresponding to the form ---
2A – blue, Flex and Probation – green, etc. The
PE forms can be printed on white paper since this form is for
your file only. Be sure that the last page of each form faces
outward so that signatures can be checked without turning to
inside pages of the form.
Note: These files will not function properly if you try
to open them using Word or any other program, they are self-executing.
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to Forms
