Governing policy: Performance Appraisal Policy
Department: Human Resources
Last revised: March 8, 2017
Procedure
The performance appraisal is one part of the City’s comprehensive performance management process. A performance appraisal is a conversation between a supervisor and an employee about the employee’s performance over the past performance cycle. It provides closure to a performance cycle and marks the transition to a new performance cycle. It provides a means for discussing, assessing and acknowledging employee performance. Each employee is appraised on outcomes achieved during the performance period, as well as job-related behavior and conduct during that period.
Every supervisor is required to conduct a formal performance appraisal with each employee on an annual basis. In all cases “supervisor” refers to the employee’s immediate supervisor or manager.
Roles and responsibilities
| Role | Responsibility |
|---|---|
| Employees |
|
| Chief Human Resources Officer |
|
| Department Heads |
|
| Department Leadership 1 |
|
In addition to the roles and responsibilities for Department Leadership, an immediate supervisor is required to:
- Participate in all aspects of performance management including working with employees to establish work expectations, providing feedback and initiating the appraisal discussion.
- Complete Performance Appraisal training.
- Ensure that the performance appraisal copy that the employee signs is the final version and not subject to additional edits.
- Maintain appropriate appraisal documentation and files.
- Provide employees with a copy (electronic or paper) of their completed performance appraisal.
Steps in the performance appraisal process
- Near the end of the performance cycle, the employee is encouraged to complete an optional self-appraisal and submit it to their supervisor prior to the formal appraisal discussion.
- The supervisor completes a draft of the performance appraisal form. Any input or edits recommended from third parties including the second-level manager should be made prior to sharing the form with the employee.
- The supervisor shares the performance appraisal form with the employee in advance of the appraisal discussion.
- The employee and supervisor meet for an appraisal discussion. The discussion should be a two-way conversation that focuses on reviewing the previous year’s achievements and planning for the upcoming year.
- After the discussion both employee and supervisor are required to sign the appraisal. The employee’s signature indicates that he or she has been advised of their performance and does not necessarily imply that they agree with the appraisal. The employee may add comments at the time he or she signs it. If the department wishes, the second level manager may also sign the appraisal.
- The performance appraisal is considered complete when the supervisor and employee have met to discuss performance and the supervisor has finalized the appraisal.
- Following the appraisal, the supervisor and employee shall set work expectations and standards for the upcoming performance cycle.
Performance cycle
The performance management cycle consists of three phases: planning, monitoring and recognizing.
| Phase | Upon hire, job change or transfer | Current employee |
|---|---|---|
| Planning | Within the first month of hire, job change or transfer, the supervisor establishes work expectations with new or newly assigned employee. | Immediately upon completing a performance review the supervisor establishes work expectations for the upcoming performance cycle with the employee. |
| Monitoring | The supervisor provides regular feedback to the employee. | The supervisor provides regular feedback to the employee. |
| Recognizing | The supervisor completes an appraisal before the end of any probationary period. | Performance review is conducted during a designated period on an annual basis. |
Step increases
Generally, employees are eligible to be considered for advancement to the next higher step within the pay range as provided by the applicable collective bargaining agreement, if applicable. The employer may withhold or delay the increase for unsatisfactory job performance, that is, an overall rating of “Does Not Meet.” The employee shall be notified of the action and the specific reason therefore.
Resources
Learn more about performance management in the Human Resources section of CityTalk. There you'll find:
- PerformMinneapolis Manual
- Halogen User Guide
- Training for supervisors and employees
1. For purposes of this Policy, Department Leadership refers to a single department and includes, but is not limited to, the Department Head, Assistant or Deputy Director, Division Directors, managers, supervisors, etc. In Police, Department Leadership includes, but is not limited to, sworn employees at the rank of Police Sergeant or higher. In the Fire Department, sworn employees at the rank of Fire Captain or higher. This definition also includes anyone directing the work of others. ↩