Streamlined Appraisal Process for 2019-2020 Cycle
The standard appraisal cycle for classified staff, service professional and post-doctoral scholars ended on June 30, 2020.
Recognizing that many employees and supervisors have been working in unique and challenging circumstances, needing to shift job tasks and goals and adapting to new ways of working, NAU Human Resources will take the following streamlined and informal approach to closing out the 2019-2020 appraisal year:
- The focus will be on the performance discussion between the employee and their current supervisor.
- An optional streamlined discussion form can be used by supervisors to document a discussion about performance, accomplishments and goals.
- The completed document will be kept in the supervisor and/or department file – whichever form is used – not turned in to Human Resources.
- This should still be completed by the usual due date of September 30, 2020 in order to provide feedback to employees.
If you have already completed the regular form and submitted it to HR, and you did not retain a copy, please contact HR Performance Appraisals to request that.
If you have already completed the regular form and it has not been submitted to HR, there’s nothing additional you need to do other than ensure your employee has a copy and you retain a copy in your files.
If your employee already provided you their self-appraisal, they have essentially already prepared for the discussion. Send them the optional streamlined discussion form you’ll go over so they know what you’ll discuss in the meeting. You can also attach the already completed self appraisal to your summary notes from the discussion.
If you are already in the process of completing the regular form, it’s your choice if you finalize the regular form or use the streamlined form to discuss performance and goals.
Best practice process with the streamlined discussion form: Accordion Closed
- Have both the supervisor and employee review the form’s questions and come to the meeting prepared to discuss the information.
- Supervisor makes notes and summarizes on the form based on the discussion.
- Supervisor sends to employee.
- If employee chooses, they can send back a separate document of any additional information they’d like included in the file with the final form (their notes from preparing for or documenting the discussion, more details about accomplishments or goals met, their perspective or clarification on something in the discussion or document, or etc.).
- Supervisor retains in their supervisor file both their summary version and any document provided by employee. (Departments that keep employee files at the department level can direct supervisors on what to submit to them.)
Best practice discussion guide: Accordion Closed
- Both supervisor and employee should come prepared to discuss the questions on the streamlined form.
- Remember that it is a conversation and be prepared to share information and listen to the other person’s information.
- Discuss the year in general, but also acknowledge that in the later part of the appraisal year, there may have been significant change in the work being done, how it’s done, how it’s prioritized, etc.
- If asking for change be clear about what and why. Be willing to offer assistance for that change.
- Talk about what’s on the short term and long term horizon for the employee and department goals.
Unique situations: Accordion Closed
- If your employee transferred to your supervision during the year, focus the discussion on the time they’ve been working for you. The employee may want to provide some more detail about accomplishments, goals met, etc. from the previous role in an additional document.
- If you have a newer employee, focus the discussion on the time they’ve been working for you and your expectations and goals moving forward.
- If you have a new service professional hired since 4/1/2020, you are not required to complete an appraisal during this cycle.
- If you have a new classified staff probationary employee, you will still follow the required six month probationary due dates.
Probationary appraisals for new classified staff: Accordion Closed
- If you have completed and submitted to HR a probationary appraisal for an employee since 4/1/2020, there’s nothing further you need for this appraisal cycle.
- If you have a classified staff probationary employee who still requires an appraisal, you can use the streamlined version or the regular version. Once the discussion has occurred, please send an email to HR Performance Appraisals with the name, the employee ID and a brief message that they have completed their probation and you are moving them from probationary status to regular status.
- If you have a classified staff probationary employee who you feel may not complete the probationary period due to performance issues or budget issues, you must contact Patsy Crofford, Employee Relations Consultant, to discuss your concerns well in advance of the end of the probationary period.