INSTRUCTIONS FOR PERFORMANCE PLANNING AND REVIEW

PLANNING SESSION

A performance planning session shall be conducted by the Rating Supervisor no later than 30 calender days after: (1) the appointment of a new employee (2) the anniversary date of a current employee or (3) the movement of an employee into a position having a different position number and significantly different duties. A performance planning session may be conducted when an employee gets a new Rating Supervisor or when performance expectations change. Additional performance planning sessions may also be conducted as the Rating Supervisor deems appropriate

1. Complete a separate State Employees Performance Planning and Review (PPR) Form (SF-15) for each employee you supervise. Fill out the "Employee Information" and "Planning Session Information" on page one. You will find a PPR form, Instructions for Performance Planning and Review, and Frequently Asked Questions at www.ulm.edu/hr .

2. Review a copy of the employee's Civil Service Position Description (SF-3); make sure it is up-to-date and accurately describes the work you want that employee to do. If the position description needs to be updated, contact the Department of Human Resources for instructions.

3. Look at the Performance Factors on page 2-6 of the SF-15. The first six factors are Required Performance Factors to be completed for all jobs. Using the position description from step two decide which performance factors (7-11) are important to the employee's job. Factor 10 and 11 are required for all supervisory jobs. Put an "X" in the box on the far right if the performance factor applies to the employee's job. Because the first six factors apply to all jobs, "X's" are already in those boxes.

4. If there are factors important to the employee's job, which are not on the form, describe those factors in the blanks labeled "Position-Specific Performance Factors" on page seven of the

SF-15. Use additional sheets if necessary.

5. In the space labeled "Performance Expectations" under each applicable factor, write in your performance expectations for that employee. Discuss the factors and performance expectations for the next rating period with the employee.

6. Sign and date the form on page eight. Have the employee sign and date indicating that the planning session has taken place.

7. Give the employee a copy of the form and keep the original in your files to be used for the rating session at the end of the rating period.

RATING SESSION

Civil Service Rules require that every classified employee (restricted, job appointment, provisional, probational, or permanent) must have a performance planning session and a rating session annually.

A new employee shall serve a probationary period of no less than six months or more than twenty-four months. The employee becomes eligible for a merit increase and permanent status after the six months minimum period and upon receiving a performance rating of 2.50 or higher. A rating and review session must take place not more than 60 calendar days before and no later than the employee's first anniversary date.

For a current employee, the rating and review session must take place no more than 60 calendar days before and no later than the employee's anniversary date.

1. Write comments in the "Performance Comments" section on the PPR form and indicate a rating of 1-5 for each factor marked with an "X." At the bottom of each page write the total of the ratings. Add all of the totals together and enter the grand total in the "Calculation" section on page eight. Transfer the final, overall score to page one and complete the "Rating & Review" section and the "Rating Session-Reason" section.

2. Discuss the rating for each factor with the employee.

3. Mark the appropriate box for Merit Increase. For probationary employees mark the appropriate box for Permanent Status.

4. The supervisor and the employee should sign and date the rating on page one. They may also write any comments. If an employee refuses to sign a rating, the supervisor should document this on page one in the comment section.

5. Give a copy of the rating to the employee. Write in the date a copy was given to the employee.

6. Keep a copy for your files and send the original copy of the rating to the Office of Human Resources.

7. If the supervisor fails to rate an employee or fails to rate them by their anniversary date, the employee may request a review of their rating. This request should be directed to the Director of Human Resources.

Last Update 7/10/02