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Performance Appraisal Process and Forms

Overview of the Process

The annual appraisal process occurs between March 15 and July 15 and consists of the following steps:

  1. Due March 31: Employee writes their self-appraisal
  2. Due April 30: Evaluator drafts their appraisal of the employee's performance
  3. Due May 31: Evaluator’s supervisor reviews and approves the appraisal
  4. Due June 30: Employee and evaluator meet to discuss the appraisal
  5. Due July 7: Employee completes the electronic sign-off acknowledging receipt (option to make comments)
  6. Due July 15: Evaluator reviews comments (if applicable) and finalizes


These due dates are also available on your Performance Appraisal homepage. For convenience, automated notifications are sent to the person responsible for each step as it becomes available. Users will also receive reminders as these due dates approach. If an task is overdue, users and their evaluators will also receive reminders as these due dates pass.

Overview of the Forms

The performance appraisal forms for all employees include a set of competencies, the Success Factors, as well as a consistent rating scale. They have been scaled to better represent each subfunction’s level and role in the organization (union eligible, support task expert, subject matter professional, management and leadership). Success Factors describe how you do the various duties of your job.

  • AccountabilityOwns decisions, outcomes, work products, etc. that are within the scope of one’s role.
  • CollaborationWorks inclusively to build trust and accomplish tasks, goals, and initiatives.
  • CommunicationProvides information clearly and accurately in various settings, ensuring understanding and participation.
  • Customer FocusUnderstands, anticipates, and appropriately responds to internal and/or external customers’ needs.
  • Diversity & InclusionValues differences by ensuring that all people are included, respected and can engage in their work to the best of their abilities.
  • JudgmentMakes appropriate decisions and evaluates risk and uncertainty to create optimal outcomes.
  • Time ManagementActively manages time to most effectively accomplish work, projects, objectives, and goals.

One additional, optional fill in the blank section also exists for support task expert, subject matter professional, management, and leadership subfunctions. Options that have been provided to various groups in the past based on specific needs include:

  • Job Skills – Possesses sufficient job skills and knowledge to perform the job in a competent manner. Is able to demonstrate skills and knowledge in day-to-day situations.
  • Understanding of Role and Responsibilities – Takes responsibility for clarifying his or her job responsibilities, including the need to understand performance standards and other expectations. Communicates with his or her supervisor regularly to ensure that there is no misunderstanding about how performance will be measured and how expectations relate to particular job levels.
  • Job Knowledge – Performs all essential job functions.  Demonstrates the knowledge necessary to carry out job responsibilities in an effective and timely manner.  Keeps up to date on changes and trends in his/her area of expertise and maintains necessary licensure or certificates.
  • Job Mastery and Continuous Learning – Demonstrates responsibility for one’s own career path and continuous learning by identifying and applying new skills as needed to perform successfully on the job.
  • Result Orientation and Execution – Demonstrates the ability to analyze situations or problems, make timely and sound decision, construct plans, and achieve optimal results.
  • Managing Employee Performance – Takes action to ensure that employees fully understand their roles, responsibilities and performance standards/expectations and provides ongoing feedback and support as employees strive to achieve expectations. Engages in two-way conversations throughout the year that ensure an up-to-date understanding of expectations, performance gaps and actions required to close any gaps.
  • Change Management – Proactively assesses the need for change, seeing to it that appropriate resources are available to facilitate changes, considers factors that will support or hinder change initiatives, enthusiastically promotes change in terms of the expected benefits, as well as removing or lowering the impact of potential obstacles.
  • Creativity – Applies creativity and originality in the work setting, when appropriate. Suggests or applies new ways of addressing ongoing work issues and challenges. Sees possibilities that others have not yet seen, or combines ideas and approaches suggested by others in a unique manner that results in breakthroughs and improvements. Understands when to be creative and when to stick with what exists now.
  • Safety – Makes sure to understand every safety practice expected by the organization. Takes no shortcuts that increase the risks of accidents, personal injuries or equipment failures. Looks for unsafe practices in the workplace and takes responsibility to ensure that others are aware of the potential impact.

Please work with your supervisor to determine if your unit is utilizing the fill in the blank section and what will be captured. If you are a supervisor, coordinate within your department or unit to determine if your direct reports should complete the blank section in a consistent way, and then communicate that expectation to those you manage.   

For Union Eligible employees, a summary of Key Responsibilities will be automatically populated into this section.

Probationary Appraisals

Probationary appraisals are not required by policy, but can help ensure employees and supervisors are on the same page.  Fillable PDF forms are available for download:

Reviewed 2019-12-18