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Performance and Development FAQs

I tried to open the appraisal form and am getting a "please wait" message. How can I get a copy of the form?

If you get a “please wait…” message, save the file to your computer as a pdf by using the “save” button on your browser, then open the pdf. You will then be able to see the form.

What is the difference between the due date and the effective date?

Due dates are when the appraisal period ends, for example December 31st of each calendar year.

Effective dates are when any authorized merit raises would begin (based on a successful appraisal), for example January 1 of each calendar year.

What's the period covered?

All appraisal periods are January 1st to December 31st

Do you have tips for developing strong goals for employees?

Goals should align with both the employee's elected official's goals and agency's goals

Goal statements should be results based. They should also be specific, measurable, achievable, results-focused, and time- bound. They should not be defined as a task, activity or strategy.

How many Job Goals should be represented in a performance and development plan?

Supervisors and employees should identify two to five observable and measurable goals for each employee.  To ensure fairness, if more than one employee has the same job it is expected that one or more of their key goals will be the same.

What is the difference between job goals and job duties?

Job duties focus on general responsibilities of the position and are defined in the job description, whereas job goals may focus on special projects or key elements to your job.

Why are Behavioral Expectations included on the Performance and Development Plan

By including behavioral expectations on the plan, supervisors and managers can monitor and evaluate employees behavior and address issues when necessary.  Because behavior is a strong influence on organizational culture, it is recommended that a percentage of an employee’s overall performance include an appraisal of their adhering to behavioral expectations and organizational values.

How do I determine the weight of job goals, job duties and behavior expectations?

This is somewhat subjective. Base weights on the amount of time spent on the goal and importance of the goal to the agency and the county. The total weight must equal 100.

What is the purpose of the development goals if they are not incorporated into the final appraisal score?

Annual appraisals are an ideal time to assess employee professional development goals.  It provides an opportunity to share the resources available through the Employee’s University as well as through specific training or professional organizations that can aid in meeting those professional development goals. 

Why are quarterly conversations included in the performance and development process?

The aim of quarterly conversations is to “check in” to evaluate progress and adjust goals if necessary. Quarterly conversations should be as long as they need to; short if acceptable progress is being made, longer if there are adjustments to goals or performance issues to be addressed.

How are rankings determined?

The definitions for the five point rating scale can be found at the top of the Performance and Development Plan document. Ratings must be given in whole or half numbers only.

Is justification required if a goal is ranked at a four or a five?

Human Resources does not require justification, but some agencies do. Check with your departments HR coordinator if you are unsure.  With that said, justification of every ranking is important to help the employees understand what they are doing well and areas of improvement.

What are the supervisor's responsibilities if an employee is rated a one or two for a specific goal?

Employees with ratings of one or two require a Performance Improvement Plan (PIP)and a copy of HR Policy 3-500: Grievance Procedure.

Are employees required to sign their final Performance Appraisal?

It is preferred but no required. Signing it does not signify agreement but does show they have received their annual appraisal.  If they refuse to sign, it should be noted on the document.

How do you handle employees who have worked for multiple supervisors in one year?

When an employee changes supervisors or works for multiple supervisors, each supervisor is required to submit an annual performance appraisal for the time they managed an employee. At the end of the appraisal period the ratings from the performance appraisal will be pro-rated based on the number of weeks worked for each supervisor. Use the calculation identified in HR Policy 6-100-II-E-4-b or on Pro-Rate Calculation Form for Multiple Appraisals.

What are the due dates for the performance appraisal?

Annual appraisals are technically due on December 31st of each year, but can be submitted to HR any time between December 1st and January 31st.  Appraisals will be considered late on February 1st (30 days late) and Division Directors will be notified.  If an appraisal is not received in HR by March 1st (60 days late), Department Directors will be notified.   If an appraisal is not received by March 16th (75 days late) HR will authorize any merit increase approved by the County Council for that year unless HR is notified there is a pending grievance or the employee was unavailable for an appraisal.

How should documents be submitted to Human Resources?

HR will accept hard copies or electronic copies. Electronic copies should be emailed to Subject line should be PDP-Current year.

What about probationary employees?

Employees hired in the 1st quarter (January 1 through March 31st) require a 6 month probationary appraisal due sometime in the 3rd quarter (depending on hire date) and an annual appraisal at the end of the appraisal period

Employees hired in the 2nd quarter (April 1 through June 30) require a 6 month probationary appraisal due sometime in the 4th quarter (depending on hire date).  This appraisal can also be used as the annual appraisal but it must be noted as both on the appraisal document.  If a decline in performance occurs between the time of the probationary/annual appraisal was completed a new appraisal can be submitted at the end of the appraisal period.

Employees hired during the 3rd quarter (July 1 through September 30) require a 6 month probationary appraisal due sometime in the 1st quarter of the new year.   An annual appraisal does not need to be submitted.

Employees hired during the 4th quarter (October 1 through December 31) require a 6 month probationary appraisal due sometime in the 2nd quarter of the new year.  An annual appraisal does not need to be submitted.

  • If Council approves raises for a given year, probationary employees may receive pro-rated raises.