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Performance Evaluation Policy
Overview
Performance evaluation policy seeks to promote professional growth and development and assure quality performance from all staff members of the institution. It is the supervisor’s continuing responsibility to improve employee’s work through regular evaluation of their performance. It is important to have all appraisals in written form and a record need to be maintained on yearly basis. These evaluations need to be based on the performance parameters of each employee and should be well defined and be mutually agreed upon by both the employee and the employer. It also serve as parameters against which appraisals can be made. Similarly committees can be formed to assess for various positions based on the hierarchy of the organizations. There is an essential need for close monitoring and scrutiny of staff members on yearly basis and a similar criterion need to be adopted for promotions, internal transfers and increments within the organization.
Rationale for Evaluation
The rationale for evaluation is as follows:-
- To encourage employee to participate actively in improving operations and standard of work around the office.
- To provide incentives for exceptionally high quality work performance by the individual and to maintain the quality of performance.
- To encourage and subsequently reward new ideas and suggestions which eventually would lead to more efficient office environment.
- To reward major accomplishment attired by an individual which assisted in achieving the organization’s objectives. Recognizing commendatory and outstanding work performances.
Performance Evaluation Categories
The four performance rating categories on the personnel evaluation form for employees are:-
- Exemplary. Performance is consistently exceptional in meeting performance criteria demonstrated by providing extraordinary opportunities for program success through institutionalized strategies that confirm the employee’s expertise and the ability to extract successful results.
- Exceeds Standards. Performance is consistently above average in meeting performance criteria demonstrated by going beyond the established standards and instructional practices in reaching all students.
- Meets Standards. Performance is consistently adequate in meeting performance criteria.
- Unsatisfactory. Performance is not consistently acceptable in meeting performance criteria.
Performance Evaluation Officer
The performance evaluation officer should be the immediate supervisor, head of section or any such officer who is specifically assigned to undertake the task of evaluation. His/her responsibilities include but are not limited to:-
- To ensure thoroughness, impartiality, objectivity and soundness during the evaluation process and comply with the laid down criteria of the evaluation instructions.
- To ensure whether the employee has received adequate information of the evaluation process and guidelines.
- To clarify to the employee the duties of the position and the requirements for satisfactory performance at the beginning of the rating period.
- To discuss the strengths, weaknesses, and ways to improve performance with each employee at the end of the rating period and on as and when need basis.
- To register his/her observations/comments, duly signed and forwarded to the head of the section/organization for his/her signature and information in a sealed envelope.
- The report after being signed by the Head of the organization is forwarded to the personnel office in a sealed envelope marked Performance Evaluation Report” to ensure confidentiality of the report.
Evaluation Review Officer
The function of the Panel is to review all performance evaluation reports that are termed “unsatisfactory” and also review employee appeals if any, against the overall rating of the evaluation. The Panel should include the Evaluating officer, the Head of the organization and one other senior level officer to ensure transparenc
Benefits of Performance Evaluation Policy
Listed below are some of the benefits of a performance evaluation policy:-
- Helps regulate and monitor work performances for all employees, and maintain an efficient level of performance.
- Recognizes employee’s achievements for exemplary output.
- In case of “unsatisfactory” performance, helps identify areas of weaknesses and to initiate steps to correct work deficiencies.
- Helps strengthen the employee supervisor relationship.
- Assist in identifying training and developmental needs of the employees.