Performance

Evaluation System

Introduction and Overview

PowerPoint Civil Service chapter 10 rules Planning and evaluation form Performance notes Request for review

Handouts

Align individual performance with agency

goals and objectives Encourage employees and supervisors to

routinely discuss performance Evaluate employee performance on objective,

written documentation

Purpose of PES

Focused evaluation date that is FY based No numerical points No Re-ratings for unsatisfactory ratings Option for new hires of not evaluated Only permanent employees with Unrated or

Needs Improvement/Unsuccessful may request an agency review

Significant Changes from PPR to PES

An employee who is in active status as of June 30 of the

performance year shall receive a performance evaluation

The rating on the evaluation shall have an effective date of July 1

  An employee who receives an overall ‘Exceptional’ or

‘Successful’ on their rating attains eligibility for a performance adjustment with an effective date of October 1

  Supervisors and Second Level Evaluators who do not properly

administer the PES system components shall not attain eligibility for a performance adjustment

Performance Adjustment Eligibility

An appointing authority may grant a 2% base pay

increase to an employee appointed at the minimum of the pay range after that employee has served at least six months. When an appointing authority elects to grant such pay adjustments, they must be granted in a uniform manner (based on criteria set forth in policy) to all employees in the same job title who are hired at the minimum of the range. Such pay adjustments may only be granted within twelve months of the effective date of the appointment.

The agency must have a policy on file with Civil Service prior to implementation

Adjustments for New Hires

7/1/12 FY 12/13 PES Planning begins

9/30/12 FY 12/13 PES Planning ends

12/31/12 PES Supervisor’s mandatory training deadline

PES Basics PES Planning Process PES Evaluation Process

Important Dates in 2012

7/1/13 FY 12/13 PES Evaluation

beginsFY 13/14 PES Planning begins

8/31/13 FY 12/13 PES Evaluation ends

9/30/13 FY 13/14 PES Planning ends

Dates will follow the same pattern for future years

Important Dates in 2013

Supervisor will prepare planning 2nd level evaluator (the supervisor’s supervisor or other

designee chosen by the Appointing Authority) will review the planning, suggest changes if necessary, and sign the final document

Supervisor will meet with employee to discuss performance expectations

Supervisor and employee will sign the planning document The supervisor shall note on the form if an employee

declines to sign the planning document. It still becomes an official performance plan.

Planning Process

The supervisor should give a copy to the

employee, keep a copy and forward the original to HR

Planning should be conducted: During the planning period: July 1 – September

30 Within 3 months following the appointment of a

new employee Within 3 months of moving an employee to a

position with significantly different duties.

Planning continued

Planning may also be conducted when:

The employee gets a new supervisor Performance expectations change The evaluating supervisor deems it appropriate

Copies of additional planning documents should be given to the employee, kept by the supervisor and originals should be forwarded to Human Resources

All planning documents with original signatures should be forwarded to Human Resources

More about Planning

Beginning 2013, employees who are active on

June 30 shall be evaluated between July 1 and August 31 No evaluation should be rendered prior to July 1

or after August 31 Remember to rate any employee who is on a

leave of absence but holds a classified position such as those serving in an unclassified capacity

Performance Evaluation

Must be conducted timely Documentation is required to support an

evaluation of “Needs Improvement/Unsuccessful” or “Exceptional”

Second level evaluator’s signed approval is required prior to discussion with employee

Discussion of the evaluation with the employee

Supervisor and employee should sign and date

Official Evaluations

If employee declines to sign the evaluation, the

supervisor shall note this on the form. This does not prevent the evaluation from becoming official.

When an employee is not available, the evaluation can be mailed on or before August 31 with a certificate of mailing. This should only be done in rare circumstances.

Copies of the evaluation should be kept by the supervisor and employee Supervisor’s are required to keep all documents

related to the PES in a secure location not accessible to the public or other employees.

Evaluation Documents

Overall Evaluation: The level that reflects performance compared to the defined expectations

Exceptional Successful Needs Improvement/Unsuccessful Not Evaluated Unrated

Ratings to be Used

Exceptional: Work and behavior consistently

exceeded the performance criteria

Successful: Work and behavior met the performance criteria

Needs Improvement/Unsuccessful: Work and/or behavior did not meet the performance criteria

3 Tier Evaluation System

Unrated: Rating rendered when a violation of Chapter 10 Rules occur

(Ex: Evaluation rendered after August 31)

Permanent employees have the right to request a review in accordance with the provisions of C.S. Rule 10.11 and 10.12

The rating of “Unrated” shall have the same effect as an evaluation of Successful

Evaluations of “Unrated”

Not Evaluated default ratings can only be given when:

1. Employee is active as of June 30th, and

2. the employee has worked less than 3 calendar months within the Performance Evaluation Year, and

3. the appointing authority determines that not enough time has elapsed to create an Evaluation for the employee

The rating of “Not Evaluated” shall have the same effect as an evaluation of Successful

Not Evaluated

Fillable Word PES Planning/Evaluation Form

Web based Bank of Expectations

PES Request for Review

PES Development and Documenting Tools Performance Notes Performance Development Tool

HR Handbook

C.S. Website

Toolbox

Access by clicking on link in the PES form Ability to customize to incorporate agency’s

goals and objectives Wide range of job specific expectations

organized by job categories Samples of work and behavior expectations for

all levels of employees Easy to use features; cut & paste, edit to PES

form

Bank of Expectations

Required to have at least one work expectation

and one behavioral expectation Supervisory employees must also be rated on

their administration of the PES You may use as many expectations as you like

even if the form goes on multiple pages. You can formulate your own expectations.

There is no requirement to use the bank of expectation.

Bank of Expectations cont.

Request for agency review can only be

requested by a Permanent employee for ratings of Needs Improvement/Unsuccessful or Unrated

Request for Agency Review shall be considered timely if received in HR by 9/15

Agency Review shall be completed and employee notified of decision by 10/15

Request for Review – Agency Level

CS Director Review can only be requested when an

employee is not satisfied with the Agency Review for a rating of Needs Improvement/Unsuccessful

Request for Review is considered timely if it is received from the employee within 10 calendar days of receipt of Agency Reviewer’s decision

CS Director Review shall consist of reviewing only the Employee’s PES file from the agency and the request as submitted by the employee

Request for Review – Director Level

CS Director Review shall be completed within

30 calendar days after receipt of employee’s PES file

Director’s decision shall either affirm the Evaluation rendered by Agency Review or change to Unrated

CS Director Review shall be final

Director’s Review cont.

Classified supervisors are required to complete the three

Performance Evaluation System courses offered in LEO by December 31, 2012. PES Basics (15-20 minutes) PES Planning Process (45-60 minutes) PES Evaluation Process (45-60 minutes) – highest level

PES Forms is an optional course that provides detailed instructions on how to complete the PES form.

It would be beneficial to supervisors to complete the PES training prior to conducting planning sessions.

For all training in LEO, Internet Explorer 8 must be set as the default browser on the computer.

PES Training

Web-based training program that builds the

foundation for employees to understand what a performance evaluation system is, what are its features and benefits and why organizations use such systems

Time needed to complete: 20 minutes

PES BASIC

Web-based training program covers the

specifics of the State’s PES Planning and PES Evaluation process from three different perspectives: Employees Supervisors 2nd Level Evaluators

Time needed to complete: 1 hour per process

PES SUPERVISOR

This course is a quick reference tool available

for anyone who needs to complete all or a portion of the PES form. The course covers each section of the form and what is expected to be included and/or attached to the form.

PES FORMS

If you have questions while preparing your

planning or evaluation documents, please call:

Lacey Hue at (225) 342-0559 Mimi Vidrine at (225) 342-4522

Questions?