Principal Objectives of the Performance Review Process

• Provide employees with feedback to maintain or improve job performance.
• Identify areas for employee development.
• Set goals/objectives for the review period.
• Recognize job-related accomplishments.
• Enhance communication and working relationships.

Overview of Performance Review Process

• At the beginning of the review period, the supervisor and employee meet to:
1. Review & update the employee’s position description.
2. Review the performance factors.
3. Set goals and objectives for the review period if necessary or appropriate.
• During the review period, the supervisor and employee meet periodically to:
1. Discuss the employee’s performance as it relates to the performance factors.
2. Discuss progress toward meeting goals and objectives, if established. Add new or revise current goals and objectives as needed. Note: new goals and objectives cannot be added or current goals and objectives cannot be changed less than 30 days before the end of the review period.
• At the end of the review period:
1. Supervisor completes the performance review process:
   1. Ask the employee to provide input for the review period, such as accomplishments or achievements and progress towards meeting goals and objectives, if established. Note: Employee input is optional but strongly encouraged.
   2. To access the review online, log to GUS, click on "Payroll-Personnel Information," then "Classified Employee Performance Review."
   3. Assess each goal and objective if not done prior to the end of the review period. Click on "Manage" under Goals. Follow the instructions for goals and objectives.
   4. Click on "Evaluate" under Evaluations. Rate each performance factor. Add comments for each performance factor rated "Does Not Meet Expectations." Note: Supervisors are encouraged to add comments for each performance factor.
   5. Determine an overall rating for the performance review period.
   6. Add comments in the "Supervisor’s Comments" section.
   7. Click on "Submit" when complete. This will send email notification to the employee or Reviewer, if applicable.
   8. Discuss the performance review with the designated Reviewer, if required. To access the review online, the Reviewer must click on "Confirm" under Evaluations and click on the appropriate response – "Yes, I, the reviewer, agree with the evaluation of this employee." or "No, I the reviewer, need to speak to the Supervisor regarding this evaluation." Once the Reviewer clicks "Yes," email notification will be sent to the employee, and employee can review the performance review.
   9. If using a paper form, the supervisor may now print an evaluation with a signature block for the employee to sign. Click on "View" under Evaluations and click "Print This Page."
   10. If using the online review, the employee can now access the review online by logging to GUS, click on "Personnel-Payroll Information", then "Classified Employee Performance Review," and click on "Feedback" under Evaluations. The employee can add comments in the "Employee Response Opportunity" box. Comments can be added now or after meeting with the supervisor. Note: Once the employee clicks "Submit" the employee will not be able to add comments.
2. Supervisor meets with the employee:
   1. Review the performance review comments and ratings, including the goals and objectives, if used.
   2. Discuss areas of concern, including issues raised by the employee. Note: Employees are encouraged to discuss concerns with the supervisor, including identifying areas for additional training.
   3. The employee is given the opportunity to add comments to the Performance Review. The employee has 7 calendar days after being presented with the review to add comments.
   4. If using a paper form, the employee signs the Performance Review form. The employee gets a copy of the signed Performance Review form and each Goals and Objectives form, if used. The originals are sent to HRS.
   5. If using the online review, the employee can now access the review online by logging to GUS, click on "Classified Employee Performance Review," and click on "Feedback" under Evaluations. The employee can add comments in the "Employee Response Opportunity" box. Comments can be added now or after meeting with the supervisor. Note: Once the employee clicks "Submit" the employee will not be able to add comments.
   6. The employee has 7 calendar days after being presented with the review to appeal a review where the overall rating is below "Exceeds Expectations."
• Start a new review period.

Position Description Review and Update: The supervisor and employee should review and update the position description at the beginning of each performance review period. Send the updated position description to Human Resource Services, 204 Russ Hall. Duties on the position description are basic job requirements and should accurately represent the duties actually performed and their level of responsibility. This review is important because meeting job requirements listed on the position description represents a rating of at least "Meets Expectations" for purposes of the performance review.

Performance Factors: Each classified employee will be evaluated on the first eight performance factors listed below. Classified employees who supervise other classified employees will be evaluated on each of the nine performance factors listed below.

1. Job Knowledge & Skills
2. Quality of Work
3. Quantity of Work
4. Co-Workers & Supervisors Relationships
5. Customer Relationships
6. Attendance
7. Care of Equipment
8. Safety
9. Leadership (Required only for Supervisors)

A supervisor may choose to rate a classified employee who supervises student employees on the Leadership factor provided they notify the classified employee at the beginning of the review period that this factor will be used.

At the end of the review period, the supervisor selects one statement that best describes the employee's performance for each of the performance factors. Comments are required if the supervisor rates the factor "Does Not Meet Expectations." Comments are strongly recommended for all ratings and must be consistent with the assigned rating for each factor.

Employee Input: Employees are strongly encouraged to use the performance review process as an opportunity to talk to their supervisor about their job performance. For example, employees can talk to their supervisor at the start of the review period about job-related goals that they might have. This can then lead to establishing a developmental goal for the review period. The employee could also provide the supervisor with a list of accomplishments at the end of the review period. The supervisor should take this information into consideration when completing the performance review.

Completing the Performance Review Form: The supervisor completes the Performance Review at the end of the rating period. The performance factors are rated, and goals and objectives are assessed. The supervisor then selects the statement that best describes the employee’s overall performance after considering employee input, if provided, evaluation of all performance factors, and progress made toward goals and objectives.

Supervisor comments on the employee’s overall performance are required and must be consistent with the overall ratings for the performance factors and the assessment of goals. The employee has 7 calendar days after being presented with the performance review to add remarks in the "Comments by Employee" section.

If using a paper form, the completed Performance Review form is sent to HRS after it has been signed by the employee. (A Reviewer is either a department head or the supervisor/manager of the immediate supervisor as determined by the appointment authority.) The Goals and Objectives form, if used, is also sent to HRS with the Performance Review form. The employee gets a copy of all forms (Performance Review and Goals and Objectives). If the employee refuses to sign the form review, the supervisor should make note on the form.

Performance review ratings recorded with the State of Kansas will be reported as Exceptional (if rating is "Exceeds Expectations"), Satisfactory (if rating is "Meets Expectations") or "Unsatisfactory" (if rating is "Does Not Meet Expectations").

A new review period begins when the current one ends. The supervisor and employee start the process again by reviewing the position description, identifying performance factors that will be reviewed, and setting goals and objectives, if required, for the next review period.
Ratings Appeal: A permanent employee may appeal a review where the overall rating is other than "Exceeds Expectations." An appeal must be made in writing to Human Resource Services, 204 Russ Hall, within 7 calendar days after the review is presented to the employee. Note that the 7 calendar day period for employee comments and the 7 calendar day period to appeal the review run at the same time starting with the date the review is presented to the employee.