Performance and Development FAQs

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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.

All appraisal periods are January 1st to December 31st

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.

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.

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.

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.

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.

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. 

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.

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.

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.

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

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.

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.

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.

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

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.