Annual and Semi-Annual Employee Evaluations

Procedure for completing the Semi-Annual Evaluation for Delivery resources

• Who should complete the form: The appraiser should be the employee's Practice Manager or Career Development Guide-an individual assigned by the regional resource management team to assist the employee with career planning and development.
• When to complete the form: Semi-Annual Evaluations are completed in July for the period January through June and in January for the period July through December. An employee must have been on board for a minimum of two months of the evaluation period to be evaluated in that period.
• Completing the form: The steps for completing the Semi-Annual Evaluation are as follows:
  1. Before beginning the process of writing the Semi-Annual Evaluation, the regional resource management group will provide the appraiser with all of the Progress Evaluations for that individual for that evaluation period.
  2. The appraiser should review those forms and rate the employee in the various categories based on the information included in those forms, his/her personal experiences with the employee, the rating scale included at the end of this document, and the appropriate job description and career path for the employee being evaluated. The appraiser should include comments for each category of skill, competency, or responsibility. Written comments are required when either an Exceptional Performance or an Unsatisfactory Performance rating is given.
  3. Once the written form is complete, the appraiser should forward it to the regional resource management group for review. When this review has been completed the appraiser will be notified that it has been approved for discussion at the employee checkpoint meeting. The regional resource manager may request that the appraiser make changes or clarify comments on the evaluation before approving it for discussion in the employee checkpoint meeting.
  4. Appraisers should not hold face-to-face meetings with employees until after the employee checkpoint meeting has taken place. All management-level employees will be required to attend the meeting to help decide whether a promotion will take place. Once the employee checkpoint meeting has taken place, the appraiser can move forward and schedule a face-to-face meeting with the employee to discuss the evaluation and the results of the employee checkpoint meeting.
  5. After the employee checkpoint meeting has been held, the appraiser should schedule a face-to-face meeting with the employee to discuss the evaluation and the results of the checkpoint meeting. During the process of scheduling a meeting, the appraiser should forward a copy of the evaluation to the employee so that he/she has an opportunity to look over the evaluation before discussing it with the appraiser. The face-to-face meeting and discussion give both the employee and the appraiser the opportunity to elaborate on the various sections of the evaluation, as well as to come to a clear understanding of what accomplishments were achieved and document the most crucial development needs.
  6. Once the employee and appraiser have discussed the evaluation, both individuals must sign and date the evaluation form on the last page.
  7. The appraiser should forward the completed, signed Semi-Annual Evaluations to the regional resource manager by the designated due date.

Procedure for completing the Semi-Annual Evaluations for Internal resources

• Who should complete the form: The appraiser should be the employee's Development Guide. In almost every case with internal resources, the Development Guide is also that person's direct manager/supervisor.
• When to complete the form: Semi-Annual Evaluations are completed in July for the period January through June and in January for the period July through December. An employee must have been on board for a minimum of two months of the evaluation period to be evaluated in that period.
• Completing the form: The steps for completing the Semi-Annual Evaluation are as follows:
  1. Before beginning the process of writing the Semi-Annual Evaluation, the regional resource management group will provide the appraiser with the Progress Evaluations for that individual for that evaluation period. At most, there will be one for internal resources, depending on when the individual joined The Company.
  2. The appraiser should review that form and rate the employee in the various categories based on the information included in that form, his/her personal experiences with the employee, the rating scale included at the end of this document, and the appropriate job description and career path for the employee being evaluated. Because the job descriptions for some internal groups are not yet complete, appraisers should use our standard "Internal Semi-Annual Evaluation Form" if a job description does not exist for the employee being evaluated. Only the standard employee qualities (which are included in every employee job description) and internal responsibilities (also included in every employee job description) are preprinted on the standard form. The appraiser should document the role-specific responsibilities of the employee being evaluated on the standard form in the blank space provided. The appraiser should include comments for each responsibility or quality. Written comments are required when either an Exceptional Performance or an Unsatisfactory Performance rating is given.
  3. Once the written form is complete, the appraiser should forward it to the regional resource management group for review. When this review has been completed the appraiser will be notified and the regional resource management group will facilitate the promotion discussion process. Once completed, the appraiser can proceed with arranging a time to meet with the employee to discuss the evaluation. Once a meeting time has been arranged, the appraiser should forward the document to the employee for review.
  4. The face-to-face meeting and discussion give both the employee and the appraiser the opportunity to elaborate on the various sections of the evaluation, as well as to come to a clear understanding of what accomplishments were achieved and document the most crucial development needs. Based on this discussion, the appraiser has the option to change his/her ratings. The appraiser is not, however, required to change ratings where there is a difference of opinion. The employee also has the option to change his/her written comments.
  5. Once the employee and appraiser have discussed the evaluation, both individuals must sign and date the evaluation form on the last page.
  6. The appraiser should forward the completed, signed Semi-Annual Evaluation to the regional resource manager.